Storage packages are created by Superadmin and shown to an Institution Admin using the institution currency. Each package has a name, capacity, and billing tenure such as monthly, quarterly, bi-annually, or annually.
A successful purchase increases the shared institution quota and creates an auditable storage order, invoice, receipt, and settlement-ledger entry when Settlement is selected.
Before you begin
- Institution Admin must confirm that the institution currency, billing model, and institution email are correct. Superadmin should publish only reviewed package prices.
- Do not treat a browser success message or redirect as proof of payment; verify the receipt and ledger entry.
Purchase additional institution storage and verify the resulting records
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Create a package (Superadmin)
Open Superadmin > Storage Packages and select Add New Package. Enter the package name, numeric capacity and unit, billing tenure, and the amount. The institution currency is applied automatically; do not type a currency code into the amount field. Archiving a package requires the standard action-confirmation modal and does not remove historical purchases.
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Choose a package
Open Storage, select Purchase More Storage, and review the package capacity, tenure, renewal date, and price. Package amounts accept numeric values only; the institution currency is applied automatically.
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Select the payment method
Choose Settlement to charge the institution settlement wallet immediately, or choose Credit Card. Card checkout is currently a placeholder for the later Paddle integration.
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Understand settlement charging
Settlement charging is available for institutions configured to collect through OCR. The debit is posted immediately to the institution ledger, including while the current settlement is In progress. A wallet may go negative and is reduced by later student portal collections; it is not silently hidden when funds are unavailable.
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Choose Auto Renew
Enable Auto Renew when the institution wants the same package to renew automatically. The setting is recorded against the purchase and can be changed later from Storage Purchase History.
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Confirm the purchase
Confirm only after checking capacity, tenure, amount, payment method, and Auto Renew. The operation is atomic: the quota, order, invoice, receipt, and ledger debit are committed together or the purchase is not completed.
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Download and retain the receipt
After success, the purchase modal closes and a success message provides a receipt download. The PDF uses the portal billing receipt format, shows a green Paid badge, identifies Settlement or Credit Card, uses the institution name from
institutions.name, and is also emailed toinstitutions.emailwith OCR branding. -
Review history and renewal
Open Storage Purchase History to review package, duration, purchase date, renewal date, Auto Renew, amount, payment method, purchaser, type, and receipt download. A renewal creates its own invoice and history entry marked Renewal.
This is intentional for OCR-collected institutions: the storage debit is immediate and later student collections offset it through the settlement process.
Renewal reminders
When Auto Renew is enabled, the renewal worker attempts to charge the settlement wallet at the renewal date. Ten days before expiry, the institution receives an email reminder once per day until the package is renewed or Auto Renew is disabled.
Renewal invoices are emailed to the institution address and appear in the same purchase-history modal as new purchases.
Receipt and transaction references
Every storage purchase or renewal receives a transaction reference in the form tx-YYYYMMDDHHMMSS-001. The numeric suffix increments for transactions created in the same second.
Storage debits appear in Settlement Transaction Details as storage_purchase or storage_renewal, with a negative amount and the settlement lifecycle status.
Security and institution isolation
- The server resolves the institution from the authenticated officer or superadmin context; institution IDs supplied by the browser are never trusted for institution-admin actions.
- Purchase, receipt, history, and Auto Renew endpoints require the appropriate role, tenant authorization, CSRF protection for state changes, prepared SQL statements, and server-side package and amount validation.
- Receipts and invoices are only downloadable after the requesting user is authorized for the owning institution. Internal errors are logged server-side and are not displayed as database or file-system details.
Recommended next step
Open Settlement Transaction Details and Storage Purchase History to confirm the amount, payment method, purchaser, receipt, and renewal state.