Superadmin Payments

Superadmin Payments#

The Superadmin Payments page provides a consolidated view of payment transactions between Administrators and the Superadmin.

From this page, the Superadmin can:

• Review payment revenue
• Monitor successful, pending, and failed transactions
• Compare payment methods
• Filter payments by Administrator and date range
• Search and export transaction records
• Open individual transaction details
• Open the associated Administrator account
• Manually record a payment received from an Administrator

The page is intended for payment record management and financial visibility. It does not replace accounting software, bank statements, tax records, or payment-gateway settlement reports.

Recommended filename: superadmin-payments-overview.webp

Understanding the Payments Page#

The Payments page contains five main areas:

1. Page header and Record Payment action
2. Administrator and date-range filters
3. Payment summary cards
4. Revenue and transaction analytics
5. Transaction records table

The information shown in the analytics and transaction table is based on payment records associated with Administrators managed by the current Superadmin.

Filter Payments#

Use the filters near the top of the page to change the payment information being reviewed.

Administrator#

The Admin selector allows the Superadmin to view:

• All Administrators
• One specific Administrator

The default selection is All Admins.

Select a specific Administrator when reviewing:

• Their payment history
• Revenue received from that account
• Payment-mode usage
• Successful or failed transactions
• Manual payment records

Filtering by Administrator updates the payment analytics for that account.

Date Range#

The Date Range selector controls the period used for payment analytics.

Available options are:

• This Month
• Last 30 Days
• This Year
• Custom

The default range is This Month.

This Month#

Shows payment analytics from the first day of the current month through the current date.

Last 30 Days#

Shows payment analytics for the latest thirty-day period.

This Year#

Shows payment analytics from the beginning of the current year through the current date.

Custom#

Allows the Superadmin to choose an exact start and end date.

When Custom is selected, an additional date-range field appears.

Select both dates to load the required period.

Payment Summary Cards#

The summary cards provide a quick overview of payment performance for the selected filters.

The available cards are:

• Revenue
• Successful
• Pending
• Failed
• Success Rate
• Total Transactions

Revenue#

Shows the total value of successful transactions within the selected analytics range.

The amount is displayed with its currency.

Example:

INR 50.00

Pending and failed transactions are not included in revenue.

When reviewing Administrators configured with different currencies, filter by a specific Administrator to obtain a clear account-level revenue view.

Successful#

Shows the number of transactions with a Success status.

Successful transactions are included in:

• Revenue
• Revenue Trend
• Payment Modes analysis

A manual payment recorded successfully by the Superadmin is created with a Success status.

Pending#

Shows the number of transactions currently marked as Pending.

A pending transaction has been created but has not yet reached a successful or failed result.

Manual payments recorded from this page are not created as Pending.

Failed#

Shows the number of transactions marked as Failed.

A failed transaction is not included in the Revenue total.

Open its transaction details to review any available:

• Failure code
• Failure message
• Provider information
• Transaction metadata

Success Rate#

Shows the percentage of all transactions that completed successfully.

The calculation is:

Successful Transactions ÷ Total Transactions × 100

Example:

100.0%

A high success rate indicates that most transactions in the selected period completed successfully.

Total Transactions#

Shows the complete number of successful, pending, and failed transactions within the current analytics view.

Revenue Trend#

The Revenue Trend chart shows successful payment revenue by date.

[Image Reference: Keep the Revenue Trend chart visible in the main Payments overview screenshot.]

The chart helps the Superadmin identify:

• Days on which payments were received
• Revenue increases or decreases
• Periods without successful payments
• Payment patterns over the selected date range

Hover over a chart point to view the revenue value for that date.

The chart uses only successful transactions. Pending and failed amounts are excluded.

Payment Modes#

The Payment Modes chart shows how successful transactions are distributed by payment method.

The centre of the chart displays the total number of successful transactions included in the breakdown.

Possible payment modes include:

• Bank Transfer
• Cash
• UPI
• Card
• Wallet
• Razorpay
• Stripe
• Other

Only payment modes that contain transaction data appear in the chart.

Example: If one successful transaction was recorded as a Bank Transfer, the chart displays a total of 1 and identifies Bank Transfer as the payment method.

Transaction Status Distribution#

The Transaction Status Distribution bar compares the percentage of transactions in each status.

It displays:

• Success percentage
• Pending percentage
• Failed percentage

This provides a quick visual summary of overall payment completion.

Example:

Success 100.0% · Pending 0.0% · Failed 0.0%

Transaction Records#

The transaction table provides the detailed payment records behind the analytics.

Each row represents one transaction.

The table contains:

• Date
• Admin
• Amount
• Status
• Mode
• Type
• Reference

Recommended filename: superadmin-payments-transactions-table.webp

Transaction Columns#

Date#

Shows the transaction date and time using the Superadmin’s configured date and time preferences.

Admin#

Shows:

• Administrator name
• Administrator username

Select the Administrator name to open the Administrator’s detailed management page.

Amount#

Shows the transaction amount and currency.

Status#

Shows one of the following:

• Success
• Pending
• Failed

Mode#

Shows the payment method associated with the transaction.

Examples include:

• Bank Transfer
• Cash
• UPI
• Card

Type#

Shows how the transaction was created.

A transaction recorded using the Record Payment form appears as:

Manual

Other payment workflows may use a different transaction type.

Reference#

Shows the optional reference entered for the transaction.

A dash appears when no reference was provided.

Search Transactions#

Use the search field above the table to find matching transaction records.

The table search can match information contained in the loaded rows, including:

• Administrator name
• Administrator username
• Amount
• Currency
• Status
• Payment mode
• Payment type
• Reference
• Date information

Clear the search text to restore all loaded records.

Filter Transaction Records#

Select Filter to apply detailed table filters.

Available filter categories include:

• Status
• Payment Mode
• Payment Type

Multiple values can be selected where supported.

Example: Apply Success and Bank Transfer to review successful bank-transfer payments only.

Table filters work together with the search field.

Records per Page#

Use Records to control how many transactions appear on each table page.

Pagination controls at the bottom allow navigation between result pages.

The footer shows:

• Number of displayed results
• Current page
• Total number of pages
• First, Previous, Next, and Last controls

Refresh#

Select Refresh to request the latest transaction data and payment analytics.

Use Refresh after:

• Recording a manual payment
• Expecting a new transaction
• Changing payment information elsewhere
• Investigating a recently completed transaction

Export Transactions#

Select Export to download the currently filtered and sorted transaction data.

Available export formats are:

• CSV
• XLSX
• JSON
• PDF
• HTML

Exports include Open VTS report branding and the selected reporting-range reference.

Use:

• CSV or XLSX for spreadsheet analysis
• JSON for structured processing
• PDF for a fixed report
• HTML for a browser-readable report

Exported payment records may contain confidential financial and account information. Store them securely.

Columns#

Select Columns to customize the transaction table.

The column panel allows the Superadmin to:

• Show or hide available columns
• Reorder columns
• Reset the table to its default column arrangement

Column preferences affect the table display and may also influence the exported report fields.

Full Screen#

Select Full Screen to expand the transaction table across the available display.

This is useful when:

• Reviewing many records
• Comparing long references
• Working on a smaller screen
• Preparing an export

Exit fullscreen using the same control or the browser’s standard fullscreen exit action.

Open Transaction Details#

Select a transaction row to open its Transaction Details drawer.

[Image Reference: Add a screenshot after selecting a transaction row. Show the amount, status, transaction information, parties, and metadata.]

Recommended filename: superadmin-payments-transaction-details.webp

The drawer can show:

• Amount and currency
• Transaction status
• Transaction ID
• Date and time
• Payment type
• Payment mode
• Reference
• Provider
• Provider reference
• From account
• To account
• Recorded By
• Failure information
• Transaction metadata

Some fields appear only when information exists for the selected transaction.

Copy Transaction Information#

Copy controls can appear beside fields such as:

• Transaction ID
• Reference
• Provider reference

Select the copy icon to copy the value to the clipboard.

Parties#

The Parties section identifies the accounts associated with the transaction.

For a manual payment recorded by the Superadmin:

• From: Selected Administrator
• To: Current Superadmin
• Recorded By: Current Superadmin

This makes it clear whose payment was recorded and who created the record.

Failure Information#

For a failed transaction, the drawer can display:

• Failure code
• Failure message

Use these details when investigating gateway or transaction-processing problems.

Metadata#

When additional transaction metadata exists, it appears as structured technical information.

Metadata may identify:

• How the transaction was created
• Related workflow information
• Provider-specific values
• Internal transaction context

Record a Manual Payment#

Select Record Payment in the upper-right corner to open the Record Manual Payment window.

Recommended filename: superadmin-payments-record-manual-payment.webp

Use this form when a payment has been received outside an automated online-payment workflow and needs to be recorded in Open VTS.

Examples include:

• Bank transfer received directly
• Cash payment received
• UPI payment verified separately
• Card payment recorded outside Open VTS
• Payment confirmed through another provider

Recording a manual payment creates a financial transaction record. It does not transfer money from the Administrator or contact a bank or payment gateway.

Complete the Manual Payment Form#

Admin#

Select the Administrator whose payment is being recorded.

This field is required.

Only Administrators managed by the current Superadmin can be selected.

The selected Administrator also determines the currency displayed beside the Amount field.

Amount#

Enter the amount received.

The amount must:

• Be greater than zero
• Contain numbers only
• Use no more than two decimal places

Valid examples include:

5050.001250.75

Invalid examples include:

-5050.999Fifty

The currency is inherited from the selected Administrator’s configured currency and is displayed on the right side of the field.

The currency cannot be manually changed from this form.

Payment Mode#

Select the method through which the payment was received.

Available options are:

• Bank Transfer
• Cash
• UPI
• Card
• Wallet
• Razorpay
• Stripe
• Other

The default payment mode is Bank Transfer.

Choose the mode that reflects how the payment was actually received.

Reference#

Use the optional Reference field to add supporting payment information.

Suitable references include:

• Bank transaction number
• Invoice number
• Receipt number
• Payment note
• Internal finance reference
• Provider confirmation number

Example:

Invoice OVT-2026-0142

Do not enter passwords, card numbers, banking credentials, or other sensitive authentication information.

Save the Manual Payment#

After entering the required information, select Record Payment.

The button becomes available only when:

• An Administrator has been selected
• A valid positive amount has been entered
• A payment request is not already being processed

When the record is created successfully:

• The payment is stored as a transaction
• The transaction type is set to Manual
• The transaction status is set to Success
• The selected payment mode is stored
• The selected Administrator becomes the From account
• The Superadmin becomes the To account
• The current Superadmin is stored as Recorded By
• The modal closes
• The payment analytics and transaction records refresh

Select Cancel or the X to close the form without recording a payment.

Manual Payment Does Not Perform Other Billing Actions#

Recording a payment does not automatically:

• Assign credits to the Administrator
• Deduct credits
• Renew a vehicle
• Extend a vehicle expiry date
• Activate a subscription plan
• Generate an invoice
• Process a bank transfer
• Capture funds from a payment gateway
• Send a refund

Use the relevant Administrator, credit, plan, or vehicle-renewal workflow when one of these additional actions is required.

This separation prevents a financial record from changing an account or vehicle configuration unintentionally.

Payments and Credits Are Different#

A payment records money received from an Administrator.

Credits control the Administrator’s available Open VTS usage balance.

These are separate records:

• Payments: Financial transaction history
• Credits: Platform usage allocation

Recording a payment does not automatically increase the Administrator’s credits.

To add credits, open the Administrator’s Credit History section and use Assign Credits.

Recommended Payment Workflow#

Use the following process when recording and verifying payments:

1. Open Payments.
2. Select the relevant Administrator filter.
3. Review existing transactions to avoid duplicates.
4. Verify the payment using the appropriate external financial record.
5. Select Record Payment.
6. Choose the correct Administrator.
7. Enter the exact amount received.
8. Confirm the displayed currency.
9. Select the correct payment mode.
10. Add a useful payment reference.
11. Select Record Payment.
12. Confirm that the new transaction appears in the table.
13. Open the row and verify the complete transaction details.
14. Perform any separate credit, plan, or expiry action when required.

Preventing Duplicate Payment Records#

Before recording a manual payment, check:

• Administrator
• Amount
• Payment date
• Payment mode
• Reference
• Existing recent transactions

Open VTS stores each submitted manual payment as a separate successful transaction.

Submitting the same external payment twice can create duplicate revenue records.

Use a unique payment or invoice reference whenever one is available.

Empty, Loading, and Error States#

No Transaction Data#

When no transaction records exist for the selected analytics range, the charts display a no-data state.

Empty Transaction Table#

The table displays no results when:

• No transactions exist
• The current search has no match
• The selected table filters exclude all records

Clear the search or filters to restore available records.

Administrators Cannot Be Loaded#

If the Administrator list cannot be loaded, the selection fields may remain unavailable and an error notification appears.

Refresh the page and try again.

Invalid Amount#

An error appears when the amount:

• Is empty
• Is zero
• Is negative
• Contains invalid characters
• Contains more than two decimal places

Payment Cannot Be Recorded#

If the server rejects the request, Open VTS displays the returned error message and does not close the form.

Verify the Administrator, amount, permissions, and server connection before trying again.

Important Differences#

Revenue vs Total Transactions#

• Revenue includes the value of successful transactions only.
• Total Transactions includes successful, pending, and failed records.

Payment Mode vs Payment Type#

• Payment Mode describes how the payment was made, such as Bank Transfer or Cash.
• Payment Type describes the transaction workflow, such as Manual.

Payment Status vs Administrator Status#

• Payment Status describes the transaction result.
• Administrator Status describes whether the Administrator account is active or inactive.

Manual Payment vs Online Payment#

• Manual Payment: Records a payment verified outside the automated payment workflow.
• Online Payment: May be created through an integrated payment provider and can move through Pending, Success, or Failed states.

Security and Privacy#

The Payments page contains sensitive financial and account information.

Before publishing screenshots, recordings, or exports, hide or replace:

• Administrator names
• Usernames
• Email addresses
• Transaction IDs
• Payment references
• Provider references
• Invoice numbers
• Customer company information
• Internal metadata
• Exact financial amounts when confidential

Never enter or publish:

• Banking passwords
• Card numbers
• CVV codes
• UPI PINs
• Private API keys
• Payment-gateway secrets
• Login credentials

Use demonstration accounts and sample payment records in public documentation.

Next Step#

Continue to Superadmin SSL to configure or review secure HTTPS access for the Open VTS deployment.