UBU Finance System Platform Documentation — Transactions V1

Introduction

This documentation covers the comprehensive transaction management features available on the UBU Finance System Platform (https://system.ubu-economy.com). The platform implements a sophisticated transaction management system that includes:

Transaction Types Management: Configuration and management of different transaction types
Transaction Categories Management: Organization and classification of transactions
Transaction Channels Management: Channel configuration and management
Transaction Processing: Creation, processing, and management of transactions
Transaction Approvals: Approval workflow for pending transactions
Recurring Transfers: Automated recurring payment management
Transaction Disputes: Dispute resolution and management
Fee Structures: Transaction fee configuration and management
Ledger Management: Snapshots and reconciliations
Transaction Analytics: Comprehensive transaction reporting and analytics

This structured approach ensures efficient transaction processing while maintaining compliance and providing comprehensive financial management capabilities.

Platform Overview

System Platform URL: https://system.ubu-economy.com

The system platform provides bank administrators and staff with corresponding permissions with control over transaction-related operations whose they have their permissions, from basic transaction processing to advanced analytics and dispute resolution.

Accessing Balance Indexing Account Details

To access balance indexing account details, you need to follow the following steps:

In the Top nav bar on every page there is search bar
In that search bar enter balance indexing account number then hit search icon
If results are found the search bar truns green , if details not found searc bar turns red
After search bar turned green click on the eye icon and results will be displayed.

Access Accounts: Click on the "Accounts" sidebar button
View Bank Accounts: Navigate to the bank accounts list
Select Bank Account: Click on the "View" button for the desired bank account
Access Currency Accounts: In the bank account details, navigate to the currency accounts section
Select Currency Account: Click on the "View" button for the desired currency account
Access Balance Indexing Accounts: In the currency account details, navigate to the balance indexing accounts section
Select Balance Indexing Account: Click on the "View" button for the desired balance indexing account

Once you reach the balance indexing account details page, you can access various transaction-related features including:

Transaction creation and management
Recurring transfers
Transaction history
Ledger entries
Snapshots and reconciliations

Transaction Management Features

Transaction Types Management

View Transaction Types Feature

You can't create transactions types, they are predefined in system.

Aspect	Description
Permission	`View Transaction Types`
Functionality	View list of all transaction types with filtering options
Access	Transaction Types sidebar button
Platform	System Platform

Edit Transaction Type Feature

Aspect	Description
Permission	`Update Transaction Types`
Functionality	Modify transaction type settings
Access	Edit button on transaction type row
Platform	System Platform

Activate/Deactivate Transaction Type Feature

Aspect	Description
Permission	`Update Transaction Types`
Functionality	Change transaction type status
Access	Status toggle on transaction type row
Platform	System Platform

Transaction Type Fields:

Type Name
Is Debit (Yes/No)
Is Credit (Yes/No)
Status (Active/Inactive)
Date Created

Transaction Categories Management

View Transaction Categories Feature

Aspect	Description
Permission	`View Transaction Categories`
Functionality	View list of all transaction categories with filtering options
Access	Transaction Categories sidebar button
Platform	System Platform

Create Transaction Category Feature

Aspect	Description
Permission	`Create Transaction Categories`
Functionality	Add new transaction categories to the system
Access	Create Transaction Category button on categories list page
Platform	System Platform

Edit Transaction Category Feature

Aspect	Description
Permission	`Update Transaction Categories`
Functionality	Modify transaction category settings
Access	Edit button on transaction category row
Platform	System Platform

View Transaction Category Details Feature

Aspect	Description
Permission	`View Transaction Categories`
Functionality	View detailed transaction category information
Access	View button on transaction category row
Platform	System Platform

Delete Transaction Category Feature

Aspect	Description
Permission	`Delete Transaction Categories`
Functionality	Remove transaction categories
Access	Delete button on transaction category row
Platform	System Platform

Fee Structures Management

View Fee Structures Feature

Remember to Create Internal Account so that the Fee charged on transactions can be received.

Aspect	Description
Permission	`View Fee Structures`
Functionality	View list of all fee structures with filtering options
Access	Fee Structures sidebar button
Platform	System Platform

Create Fee Structure Feature

Aspect	Description
Permission	`Create Fee Structures`
Functionality	Add new fee structures to the system
Access	Create Fee Structure button on fee structures list page
Platform	System Platform

Edit Fee Structure Feature

Aspect	Description
Permission	`Update Fee Structures`
Functionality	Modify fee structure settings
Access	Edit button on fee structure row
Platform	System Platform

View Fee Structure Details Feature

Aspect	Description
Permission	`View Fee Structures`
Functionality	View detailed fee structure information
Access	View button on fee structure row
Platform	System Platform

Delete Fee Structure Feature

Aspect	Description
Permission	`Delete Fee Structures`
Functionality	Remove fee structures from the system
Access	Delete button on fee structure row
Platform	System Platform

Transaction Channels Management

View Transaction Channels Feature

Aspect	Description
Permission	`View Transaction Channels`
Functionality	View list of all transaction channels with filtering options
Access	Transaction Channels sidebar button
Platform	System Platform

Create Transaction Channel Feature

Aspect	Description
Permission	`Create Transaction Channels`
Functionality	Add new transaction channels to the system
Access	Create Transaction Channel button on channels list page
Platform	System Platform

Edit Transaction Channel Feature

Aspect	Description
Permission	`Update Transaction Channels`
Functionality	Modify transaction channel settings
Access	Edit button on transaction channel row
Platform	System Platform

View Transaction Channel Details Feature

Aspect	Description
Permission	`View Transaction Channels`
Functionality	View detailed transaction channel information
Access	View button on transaction channel row
Platform	System Platform

Activate/Deactivate Transaction Channel Feature

Aspect	Description
Permission	`Update Transaction Channels`
Functionality	Change transaction channel status
Access	Status toggle on transaction channel row
Platform	System Platform

Delete Transaction Channel Feature

Aspect	Description
Permission	`Delete Transaction Channels`
Functionality	Remove transaction channels from the system
Access	Delete button on transaction channel row
Platform	System Platform

Transaction Channel Transaction Type Links Feature

Aspect	Description
Permission	`View Transaction Channels`
Functionality	View and manage transaction type links for channels
Access	Settings button on transaction channel row
Platform	System Platform

Transaction Channel Transaction Type Link Capabilities:

Aspect	Description
Permission	`View Transaction Channels`
Functionality	View and manage capabilities for channel-type links
Access	Settings button on transaction type link row
Platform	System Platform

Capability Configuration:

Currency-specific settings
Requires approval checkbox
Accepts recurring transactions checkbox
Reversible transactions checkbox
Add internal Account
Accepts cheque
Active/Inactive status

Features Accessible from Balance Indexing Account Details Page

Transaction Processing

Create Transaction Feature

To enable the create transaction button, you need to first click Calculate Fee, it should also be clicked after editing transaction amount.

Aspect	Description
Permission	`Create Transaction`
Functionality	Create new transactions from balance indexing accounts
Access	Create New Transaction button in balance indexing account details
Platform	System Platform

Transaction Types Available:

Deposit Transaction
Transfer Transaction
Withdraw Transaction
Recurring Transaction
Payment Transaction

View Balance Indexing Account Transactions Feature

Aspect	Description
Permission	`View Transactions`
Functionality	View all transactions for a specific balance indexing account
Access	Balance indexing account details page
Platform	System Platform

Transaction Filtering Options:

All Transactions
Debit Transactions (outgoing)
Credit Transactions (incoming)
Transaction Reference
Balance Index Account Number
Minimum/Maximum Amount
Transaction Type
Transaction Category
Status
Start Time
Completion Time

Reverse Transaction Feature

Aspect	Description
Permission	`Update Transactions`
Functionality	Reverse completed transactions
Access	Reverse button on transaction row
Platform	System Platform

Reversal Requirements:

Transaction must be completed
Valid reversal reason required
Proper authorization needed
Configuration Required: Navigate to Transaction Channels → Transaction Channel Transaction Type Links → Capabilities → Edit capability for the currency → Mark "Reversible" checkbox

View Transaction Details Feature

Aspect	Description
Permission	`View Transactions`
Functionality	View detailed transaction information
Access	View button on transaction row
Platform	System Platform

Transaction Disputes Management

Disputes Types

You can access disputes Types via sideBar Menu

Create Dispute Type Feature

Aspect	Description
Permission	`Create Dispute Types`
Functionality	Allows creation of new dispute types in the system
Access	Create Dispute Type button above Dispute Types table
Platform	System Platform

Filter Dispute Types Feature

Aspect	Description
Permission	`View Dispute Types`
Functionality	Filters dispute types by Status
Access	Filter button above Dispute Types table
Platform	System Platform

Dispute Types Table Feature

Aspect	Description
Permission	`View Dispute Types`
Functionality	Displays a table listing all dispute types
Access	Dispute Types list table on Dispute Types page
Platform	System Platform

Aspect	Description
Permission	`View Disputes`
Functionality	Access transaction disputes
Access	Square Activity button on transaction row
Platform	System Platform

How to Access Disputes:

Navigate to balance indexing account details
View transactions in the transactions table
Click the Square Activity button on any transaction row
Access disputes tab button from the transaction operations page

Dispute Information Displayed:

Created Date
Dispute Code
Dispute Type
Transaction Code
Dispute Amount and Currency
Dispute Status (SUBMITTED, UNDER_REVIEW, REJECTED, DISPUTED, RESOLVED_BY_REFUND)

Dispute Actions Available:

View Dispute Details Feature

Aspect	Description
Permission	`View Disputes`
Functionality	View detailed dispute information
Access	Eye button on dispute row
Platform	System Platform

Edit Dispute Feature

Aspect	Description
Permission	`Update Disputes`
Functionality	Edit dispute information
Access	Edit button on dispute row
Platform	System Platform

Delete Dispute Feature

Aspect	Description
Permission	`Delete Disputes`
Functionality	Delete dispute from the system
Access	Delete button on dispute row
Platform	System Platform
Note	Only available for disputes with SUBMITTED status

Put Dispute Under Review Feature

Aspect	Description
Permission	`Update Disputes`
Functionality	Change dispute status to under review
Access	Clock Arrow Down button on dispute row
Platform	System Platform
Note	Only available for disputes with SUBMITTED status

Raise Dispute Feature

Aspect	Description
Permission	`Raise Disputes`
Functionality	Raise dispute for further investigation
Access	Circle Arrow Out Up Right button on dispute row
Platform	System Platform

Resolve Dispute Feature

Aspect	Description
Permission	`Resolve Disputes`
Functionality	Resolve dispute and mark as resolved
Access	Shield Check button on dispute row
Platform	System Platform
Note	Only available for DISPUTED status

Reject Dispute Feature

Aspect	Description
Permission	`Reject Disputes`
Functionality	Reject dispute with reason
Access	File X button on dispute row
Platform	System Platform
Note	Available for DISPUTED status which is set after dispute was raised

Transaction Approvals

View Pending Transaction Approvals Feature

Aspect	Description
Permission	`View Pending Approval Transactions`
Functionality	View list of transactions pending approval
Access	Pending Approvals sidebar button
Platform	System Platform

Approve Transaction Feature

Aspect	Description
Permission	`Approve Transactions`
Functionality	Approve pending transactions
Access	Approve button on pending transaction row
Platform	System Platform

Reject Transaction Feature

Aspect	Description
Permission	`Reject Transactions`
Functionality	Reject pending transactions with reason
Access	Reject button on pending transaction row
Platform	System Platform

Configuration Required for Transaction Approvals:

Navigate to Transaction Channels
Select Transaction Channel Transaction Type Links
Access Transaction Channel Transaction Type Link Capabilities
Edit capability for the specific currency
Mark "Requires Approval" checkbox

Recurring Transfers Management

View Recurring Transfers Feature

Aspect	Description
Permission	`View Recurring Transfers`
Functionality	View all recurring transfer configurations
Access	Recurring Transfers tab in balance indexing account details
Platform	System Platform

Create Recurring Transfer Feature

Aspect	Description
Permission	`Create Recurring Transfers`
Functionality	Create new recurring transfer configurations
Access	Create Recurring Transfer button
Platform	System Platform

Edit Recurring Transfer Status Feature

Aspect	Description
Permission	`Update Recurring Transfers`
Functionality	Modify recurring transfer status and settings
Access	Bolt button on recurring transfer row
Platform	System Platform

Edit Recurring Transfer Feature

Aspect	Description
Permission	`Update Recurring Transfers`
Functionality	Modify recurring transfer configurations
Access	Edit button on recurring transfer row
Platform	System Platform

Delete Recurring Transfer Feature

Aspect	Description
Permission	`Delete Recurring Transfers`
Functionality	Remove recurring transfer configurations
Access	Delete button on recurring transfer row
Platform	System Platform

View Recurring Transfer Configurations Feature

Aspect	Description
Permission	`View Recurring Transfers`
Functionality	View detailed recurring transfer configurations
Access	Eye button on recurring transfer row
Platform	System Platform

Recurring Transfer Configuration Details Include:

Configuration Details tab
Payment Targets tab
Execution History tab

Payment Target Management

Aspect	Description
Permission	`View Payment Targets`
Functionality	Create, edit, and manage payment targets for recurring transfers
Access	Payment Targets tab in recurring transfer configurations
Platform	System Platform

Payment Target Actions:

Add Payment Target
Change Payment Target Status (Bolt button)
View Payment Target Details

Execution History Feature

Aspect	Description
Permission	`View Recurring Transfers`
Functionality	View execution history of recurring transfers
Access	Execution History tab in recurring transfer configurations
Platform	System Platform

Configuration Required for Recurring Transfers:

Navigate to Transaction Channels
Select Transaction Channel Transaction Type Links
Access Transaction Channel Transaction Type Link Capabilities
Edit capability for the specific currency
Mark "Accepts Recurring Transactions" checkbox

Ledger Management

View Ledger Feature

Aspect	Description
Permission	`View Ledger`
Functionality	Access ledger management features
Access	Ledger tab in balance indexing account details
Platform	System Platform

Ledger Features Available:

Snapshots
Reconciliations

Snapshots Management

Aspect	Description
Permission	`View Ledger`
Functionality	View and manage ledger snapshots
Access	Snapshots tab in balance indexing account details
Platform	System Platform

Snapshot Information Displayed:

Created Date
Opening Balance
Closing Balance
Total Debits
Total Credits
Transaction Count
Snapshot Type

Reconciliations Management

Aspect	Description
Permission	`View Ledger`
Functionality	View and manage ledger reconciliations
Access	Reconciliation tab in balance indexing account details
Platform	System Platform

Reconciliation Information Displayed:

Created Date
Reconciliation Period Start
Reconciliation Period End
Expected Balance
Actual Balance
Variance

Reconciliation Actions:

View Reconciliation Details (Eye icon button)

Transaction Analytics

View Transaction Analytics Feature

Aspect	Description
Permission	`View Transactions`
Functionality	View comprehensive transaction analytics and reports
Access	Transactions Analytics sidebar button
Platform	System Platform

Analytics Features:

Transaction volume analysis
Transaction trend analysis
Performance metrics
Custom reporting
Export capabilities

Transaction Workflow

Transaction Creation Process

Access Balance Indexing Account: Navigate through Accounts → Bank Account → Currency Account → Balance Indexing Account
Select Transaction Type: Choose from available transaction types
Fill Transaction Details: Complete required transaction information
Submit for Processing: Transaction is queued for processing
Approval Process: Transaction may require approval based on channel-type link capabilities
Execution: Transaction is processed and completed
Confirmation: Transaction status is updated and email messages are sent to the owners of the accounts

Transaction Approval Workflow

Transaction Submission: Transaction is submitted for approval
Pending Status: Transaction appears in pending approvals list (accessible via sidebar)
Review Process: Authorized user reviews transaction details
Approval/Rejection: Transaction is approved or rejected with reason
Execution: Approved transactions are processed

Recurring Transfer Workflow

Access Balance Indexing Account: Navigate to balance indexing account details
Access Recurring Transfers Tab: Click on Recurring Transfers tab
Create Recurring Transfer: Set up recurring transfer configuration
Configure Payment Targets: Add payment targets for the recurring transfer
Activate Transfer: Set status to active for execution
Monitor Execution: View execution history and manage payment targets

Dispute Resolution Process

Access Transaction: Navigate to balance indexing account details → Transactions
Access Disputes: Click Square Activity button on transaction row
Create Dispute: Create dispute for the specific transaction
Initial Review: Dispute is reviewed and categorized
Investigation: Detailed investigation of the dispute
Resolution Decision: Dispute is resolved or rejected
Communication: Resolution is communicated to all parties
Follow-up: Any necessary follow-up actions are taken

Suspicious Rules

Suspicious Rules Management Page

Create Suspicious Rule Feature

Aspect	Description
Permission	`Create Suspicious Transaction Rules`
Functionality	Create new rules for detecting suspicious or unusual transaction patterns
Access	Create Suspicious Rule button on Suspicious Transactions page
Platform	System Platform

Filter Suspicious Transactions Feature

Aspect	Description
Permission	`View Suspicious Transactions`
Functionality	Filter suspicious transactions by Rule Type and Status
Access	Filter button on Suspicious Transactions page
Platform	System Platform

Suspicious Transactions Table Feature

Aspect	Description
Permission	`View Suspicious Transactions`
Functionality	Displays list of suspicious transaction
Access	Automatically visible on Suspicious Transactions Management page
Platform	System Platform

Suspicious Case

Suspicious Case Management Page

Search Suspicious Cases Feature

Aspect	Description
Permission	`View Suspicious Cases`
Functionality	Search suspicious cases by name
Access	Search bar on Suspicious Case Management page
Platform	System Platform

Filter Suspicious Cases Feature

Aspect	Description
Permission	`View Suspicious Cases`
Functionality	Filter suspicious cases by Status
Access	Filter button on Suspicious Case Management page
Platform	System Platform

Suspicious Cases Table Feature

Aspect	Description
Permission	`View Suspicious Cases`
Functionality	Displays details of suspicious cases
Access	Automatically visible on Suspicious Case Management page
Platform	System Platform

Suspicious Transactions

Suspicious Transactions Management Page

Filter Suspicious Transactions Feature

Aspect	Description
Permission	`View Suspicious Transactions`
Functionality	Filter suspicious transactions by Status
Access	Filter button above Suspicious Transactions table
Platform	System Platform

Suspicious Transactions Table

Aspect	Description
Permission	`View Suspicious Transactions`
Functionality	Displays details of suspicious transactions
Access	Automatically visible on Suspicious Transactions Management page
Platform	System Platform

Suspicious Exceptions

Suspicious Exceptions Management Page

Create Exception Rule Feature

Aspect	Description
Permission	`Create Suspicious Exception Rule`
Functionality	Allows authorized users to define and configure new exception rules for monitoring suspicious activities
Access	Create Exception Rule button above Suspicious Exception table
Platform	System Platform

Filter Suspicious Exceptions Feature

Aspect	Description
Permission	`View Suspicious Exceptions`
Functionality	Enables users to filter exception records by Dispute Type and Status
Access	Filter button above Suspicious Exception table
Platform	System Platform

Suspicious Exceptions Table Feature

Aspect	Description
Permission	`View Suspicious Exceptions`
Functionality	Displays a table with detailed information
Access	Automatically visible on the Suspicious Exceptions Management page
Platform	System Platform

Suspicious Analytics

Suspicious Analytics Page

Suspicious Analytics Filter Feature

Aspect	Description
Permission	`View Suspicious Exceptions`
Functionality	Filters analytics by choosing different characteristics
Access	Filter button at the top above the Suspicious Analytics table
Platform	System Platform

Suspicious Analytics Tables & Charts Feature

Aspect	Description
Permission	`View Suspicious Analytics`
Functionality	Presents key analytical insights through interactive tables and visual charts
Access	Accessible directly on the Suspicious Analytics page
Platform	System Platform

Cheque Book Page

Accessing Cheques

To access cheques , you follow the following steps:

Access the balance indexing account details page
Among the displayed tabs, click on Cheque Book tab
From there you will access a detailed Cheque Book page in table format

In the Actions column of the cheque management table, users can perform the following actions using the respective icons:

View Details Icon – Displays complete details of the selected cheque.

View Cheque Operations Icon – Opens a record of all operations performed on the cheque.

Pickup Cheque Icon – Marks a cheque as picked up, indicating that it has been collected or processed.

Deactivate Cheque Icon – Deactivates a cheque to prevent further use or processing.

Delete Cheque Icon – Permanently removes the cheque record from the system.

When a user clicks the View Cheque Operations icon, a detailed table appears showing all operations related to the selected cheque. This table also includes an Actions column, which allows users to perform specific actions on each cheque operation.

Available actions include:

View Icon – Displays detailed information about the selected cheque operation.

Edit Icon – Allows modification of the selected cheque operation details.

Assign Cheque Icon – Assigns the cheque to a user, account, or department for processing.

Present Cheque Icon – Marks the cheque as presented to the bank for clearing.

Clear Cheque Icon – Marks the cheque as successfully cleared and processed.

Bounce Cheque Icon – Marks the cheque as bounced due to insufficient funds or other issues.

Cancel Cheque Icon – Cancels a cheque operation before it is finalized.

Stop Cheque Icon – Stops or places a hold on the cheque to prevent any further processing.

Cheque Book Management Page

Create Cheque Feature

Aspect	Description
Permission	`Create Cheques`
Functionality	Enables users to create new cheques
Access	Create Cheque button above the Cheque Management table
Platform	System Platform

Filter Feature

Aspect	Description
Permission	`Filter Cheques`
Functionality	Allows filtering of cheques based on Status
Access	Filter section above the Cheque Management table
Platform	System Platform

Search Feature

Aspect	Description
Permission	`Search Cheques`
Functionality	Allows users to search cheques
Access	Search bar located above the Cheque Management table
Platform	System Platform

Cheque Management Table feature

Aspect	Description
Permission	`View Cheques`
Functionality	Displays all registered cheques
Access	Main table on the Cheque Management page
Platform	System Platform

Table icons

Icons	Functionality
View	View complete cheque details
Edit	Edit cheque information
View Cheque Operations	Access operations performed on a specific cheque
Pickup Cheque	Record cheque pickup or release details
Deactivate Cheque	Temporarily disable cheque functionality
Delete	Permanently delete a cheque from the system

Access Control and Permissions

Transaction Management Permissions

Permission	Description
`View Transactions`	View transaction lists and details
`Create Transaction`	Create new transactions
`Update Transactions`	Modify existing transactions
`View Transaction Types`	View transaction types
`Create Transaction Types`	Create new transaction types
`Update Transaction Types`	Modify transaction types
`View Transaction Categories`	View transaction categories
`Create Transaction Categories`	Create new transaction categories
`Update Transaction Categories`	Modify transaction categories
`View Transaction Channels`	View transaction channels
`Create Transaction Channels`	Create new transaction channels
`Update Transaction Channels`	Modify transaction channels
`View Pending Approval Transactions`	View pending transaction approvals
`Approve Transactions`	Approve pending transactions
`Reject Transactions`	Reject pending transactions
`View Recurring Transfers`	View recurring transfer configurations
`Create Recurring Transfers`	Create new recurring transfers
`Update Recurring Transfers`	Modify recurring transfers
`View Disputes`	View transaction disputes
`Create Disputes`	Create new disputes
`Update Disputes`	Edit and update disputes
`Resolve Disputes`	Resolve disputes
`Raise Disputes`	Raise disputes for investigation
`Reject Disputes`	Reject disputes
`Delete Disputes`	Delete disputes
`View Fee Structures`	View fee structures
`Create Fee Structures`	Create new fee structures
`Update Fee Structures`	Modify fee structures
`Delete Fee Structures`	Delete fee structures
`View Ledger`	Access ledger management
`View Snapshots`	View ledger snapshots
`View Reconciliations`	View ledger reconciliations

Integration with Account Management

Balance Indexing Account Integration

Transactions are directly integrated with the balance indexing account system:

Transaction Creation: All transactions are created from balance indexing accounts except transactions that require approval which are created from Pending transaction approvals section found through accessing sidebar button
Account Access: Transactions can be viewed from balance indexing account details pages
Balance Updates: Account balances are automatically updated with transactions
Transaction History: Complete transaction history is maintained per balance indexing account
Recurring Transfers: Managed through Recurring Transfers tab in balance indexing account details
Ledger Management: Snapshots and reconciliations accessible via Ledger sidebar button

Security and Compliance

Transaction Security

Permission-Based Access: All transaction features are protected by granular permissions
Data Encryption: Sensitive transaction data is encrypted in transit and at rest

Compliance Features

Transaction Categorization: Proper categorization for regulatory compliance
Audit Reports: Comprehensive audit reports for compliance requirements
Data Retention: Proper data retention policies for transaction records
Dispute Management: Structured dispute resolution process