Settlement Transaction Details and ledger exports

Settlement Transaction Details is the transaction-level ledger behind the period summaries. It combines student portal credits with institution wallet debits and credits while keeping each source identifiable.

The institution report is tenant-locked. Superadmin may review all institutions or filter by one institution.

Before you begin

• Use the ledger for reconciliation, not as a replacement for the period detail view.
• When reporting a discrepancy, include the institution, date range, transaction ID, and source type rather than sending database screenshots with unrelated tenant data.

Filter, reconcile, and export the institution transaction ledger

1. Open the transaction report

   Select Settlement Transaction Details from Settlements. Institution Admin sees the institution ledger; Superadmin also has the Institution ID filter.

2. Choose one date range

   Use the Flatpickr range field in DD-MM-YYYY format. The selected range is sent to the server as separate from and to values for reliable filtering.

3. Filter the ledger

   Filter by type, direction, or transaction/invoice search. Types include student_portal_payment, storage_purchase, storage_renewal, settlement_credit, and settlement_debit. The date picker and standalone dropdowns use the shared OCR form-field styling so their controls remain visible and consistent on both reports.

4. Use server-side pagination

   Choose 10, 20, 50, 100, or 500 rows per page. Previous and Next request only the selected page from the server; totals and summary cards still cover the full filtered result set.

5. Interpret the columns

   Review Transaction ID, Transaction Date, Institution, Direction, Type, Description, Amount, Currency, Settlement, and Status. Not assigned in Settlement means the transaction is not linked to a finalized settlement; In progress in Status is the lifecycle state.

6. Download an XLSX report

   Select Download XLSX. The export uses the active filters, includes numeric amount cells, and downloads an Excel workbook rather than CSV.

Common transaction types

• student_portal_payment: credit created when a student portal invoice is paid.
• storage_purchase: immediate debit for a new storage package paid from the institution settlement wallet.
• storage_renewal: immediate debit for an automatically renewed storage package.
• settlement_credit/debit: other authorized wallet adjustments that remain separately identifiable.

Safe error handling and logs

Database or implementation details are not shown in the browser. If a report action fails, the user sees a generic retry message. Diagnostic details are written to /home/otherdomains/oneclickrooms.com/error_logs/settlement_transactions.log for authorized operators to investigate.

Security boundaries

• Institution actions derive the institution from the authenticated officer session and enforce the institution-admin or finance role server-side.
• Superadmin actions require the Superadmin session and keep cross-institution filtering on the server.
• Queries use allowlisted filters, prepared statements, bounded limits and offsets, and normalized text collations for combined ledger sources.
• Exports use the same authorization and filters as the on-screen report; they do not create a public file URL.

Recommended next step

Return to Settlements to calculate or finalize the period after the ledger review is complete.