Receipt Verification (Maker-Checker)

Role Required: SOCIETY_ADMIN
Navigation: Sidebar → Bookings → Receipt Verification
Last Updated: March 2026 | Portal Version: 1.0

Overview

Every offline payment goes through a Maker-Checker dual-control process to prevent fraud and errors:

• Maker (Admin A): Records the offline payment
• Checker (Admin B): Verifies the payment is genuine and accurate

The same admin who recorded a payment cannot verify it. A different Society Admin (or higher-level admin) must perform the verification step.

Why Maker-Checker?

Risk	Mitigation
Fraudulent payment entries	A second person must confirm the payment exists
Data-entry errors	Checker reviews amount, reference numbers, and dates
Embezzlement	Dual control makes it harder for one person to manipulate records
Audit compliance	Full trail of who recorded and who verified

Verification Workflow

Admin A records payment → Status: RECORDED
                              ↓
Admin B reviews and verifies → Status: VERIFIED ✅
                              ↓
         Payment now counts toward booking progress

If the payment is invalid:

Admin B rejects / Admin A voids → Status: VOIDED ❌
                                      ↓
              Payment has zero financial effect

Step-by-Step: Verifying a Receipt

1. Navigate to Bookings → Receipt Verification
2. The list shows all payments in RECORDED status awaiting verification
3. Click on a payment to open the detail view

Verification Checklist

Before clicking Verify, confirm each item:

Check	What to Verify
✅ Amount	Does the recorded amount match the actual payment?
✅ Payment Mode	Is the mode correct (Cash/Cheque/NEFT/etc.)?
✅ Reference Number	For Cheque: verify cheque number. For NEFT/RTGS/IMPS: verify UTR number. For UPI: verify transaction ID
✅ Bank Name	Does the bank name match the cheque/transfer?
✅ Payment Date	Is the date accurate?
✅ Booking	Is this payment for the correct booking?
✅ Supporting Evidence	Do you have the original cheque photocopy, bank statement entry, or transfer confirmation?

Verification Actions

After reviewing the checklist:

To Verify (approve):

1. Click Verify Payment
2. Confirm the action
3. Payment status changes to VERIFIED
4. The booking's paid amount is immediately updated
5. The booking progress bar increases
6. If all milestones are now paid, the booking can be completed

To Void (reject):

1. Click Void Payment
2. Enter the rejection reason (e.g., "Reference number does not match bank records")
3. Payment status changes to VOIDED
4. The Maker is notified that their recorded payment was voided

Pending Payment Verification List View

When you open Receipt Verification, you see the Pending Payment Verification screen:

Header Actions:

• Refresh button to reload the list

Filters & Sorting:

Control	Options
Filter by Layout	Dropdown — All Layouts, or select a specific layout
Sort By	Date Newest First · Date Oldest First · Amount Highest First · Amount Lowest First

Bulk Actions:

• Verify Selected (n) — Verify multiple payments at once. Disabled until at least one payment is selected.

Summary Cards:

Card	Description
Pending Payments	Total number of payments awaiting verification
Total Pending Amount	Sum of all pending payment amounts (₹)

When no payments are pending, an empty state message appears: "All Caught Up! No payments pending verification at this time."

Filtering the Verification Queue

Filter	Options
Layout	Filter by layout
Sort By	Date Newest First / Date Oldest First / Amount Highest First / Amount Lowest First

Audit Trail

Each verified or voided payment records:

Field	Value
Recorded By	Admin A's name and timestamp
Verified By / Voided By	Admin B's name and timestamp
Void Reason	(if voided) Reason entered by the checker
IP Address	Logged for audit compliance

This full trail is visible in the payment detail and in audit logs.

Common Scenarios

"I'm the only Society Admin — how do I verify?"

The Maker-Checker process requires two different users. If your society has only one admin:

• Request your Regional Admin or Super Admin to perform the verification
• Higher-level admins have the ability to verify offline payments for societies under their scope
• Consider requesting an additional admin account for your society

"The citizen's cheque number doesn't match what was recorded"

1. Void the payment with reason: "Cheque number mismatch — recorded [X], actual [Y]"
2. Ask the Maker to re-record the payment with the correct cheque number
3. Verify the corrected entry

"Payment was verified but the amount was wrong"

If a VERIFIED payment has an incorrect amount:

1. Void the verified payment (this will reduce the booking's paid amount)
2. Record a new payment with the correct amount
3. Have the new payment verified

"I see payments from weeks ago still in RECORDED status"

Unverified payments are a risk — they indicate:

• The verification process is being skipped
• There may be a staffing issue (only one admin)
• Contact your Regional Admin if verification is consistently delayed

Best Practices

1. Verify daily — don't let payments accumulate in RECORDED status
2. Cross-reference — always check against original receipts or bank statements
3. Flag anomalies — if a payment looks suspicious, void it and investigate before re-recording
4. Keep physical records — maintain photocopies of cheques and transfer receipts as backup
5. Separate duties — ideally, the admin who handles cash should not be the one recording it in the system

Related Pages

• Recording Offline Payments — How to record initial payments
• Booking Management — Booking payment history
• Reports — Financial reports with verified vs unverified breakdowns