How to approve pending Ledger Mode transactions

If your school or business is using Ledger Mode, you are responsible for manually reconciling digital requests with physical payments. This process ensures your KiddyCash records remain a perfect mirror of your offline finances.

Step-by-Step Approval Guide

When a student or parent makes a payment to your virtual account, follow these steps to settle the transaction:

  1. Open Your Portal: Log in to the Business Portal or Schools Portal.
  2. Navigate to Transactions: Click on the “Transactions” or “Activity” tab in the sidebar.
  3. Find the Pending Request: Look for entries with a yellow Pending status. You can filter by “Status = Pending” to see only those needing action.
  4. Verify External Payment: Check your external records (e.g., your cash drawer, bank statement, or mobile money inbox) to confirm that you have received the actual funds from the person named in the request.
  5. Click Approve:
    • Click on the transaction row to see the details.
    • Click the green Approve button.
    • Confirm the action in the popup modal.
  6. Ledger Settle: The status will change to Completed, and the funds will be added to your institution’s digital balance.

Declining a Transaction

If you cannot verify the payment (e.g., the child made a mistake or you never received the cash), click the red Decline button instead. This will release any digital funds back to the child and notify them that the request was rejected.

Important Considerations

  • The 1-Hour Timer: Every pending request has a countdown. If you do not Approve or Decline within 1 hour, the transaction will automatically transition to Expired.
  • Staff Roles: Ensure that the staff members responsible for point-of-sale or bursar duties have the correct permissions to view and approve transactions.
  • Audit Trail: Every approval or decline is logged with the manager’s name and a timestamp, providing a clean audit trail for your institution.

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