Financial and Reporting Workflow

Invoice-to-receipt operating flow

1. Open the prosecution/financial invoice list.
2. Select target invoice and confirm:
3. invoice number
4. amount due
5. status
6. linked case/prosecution record
7. Start settlement.
8. Choose payment channel (eCitizen/M-PESA or approved alternative channel).
9. Confirm response and wait for final payment success indication.
10. Open receipts and confirm receipt generation.

M-PESA/eCitizen operator checks

1. Confirm STK push prompt is presented.
2. Confirm user receives phone prompt and authorizes payment.
3. Verify success confirmation in UI.
4. Verify receipt and updated status in invoice/receipt modules.

Dashboard

The dashboard is the landing view after login. It surfaces the station's daily totals (vehicles weighed, compliant/overloaded split, open cases, pending invoices) and the shift-level summary for the signed-in operator. Use it to confirm the shift is active and nothing from the previous shift is left un-closed before you start capturing new weighings.

Typical start-of-shift checks from the dashboard:

1. Confirm your station and shift are shown in the header.
2. Check the "open cases" counter against the handover note; every open case should have an owner.
3. Check pending invoices; chase any with a payment retry flag before they time out the Pesaflow session.
4. Scan the weighing-hourly chart for any period with zero captures on a live lane — that usually means a scale-feed outage.

Reporting flow

1. Open Reporting.
2. Select the report type — daily summary, overload detail, prosecution status, finance reconciliation, or shift performance.
3. Apply station/date/module filters. Dates default to the current shift; widen the range for end-of-month reports.
4. Validate the totals against the dashboard and the receipts page for the same period.
5. Export in PDF for sign-off or CSV for finance reconciliation.

Common reports and who reads them:

Report	Primary audience	Frequency
Daily weighings summary	Station manager	End of each shift
Overload / prosecution register	Prosecution officer	Daily
Invoice & receipt reconciliation	Finance	Daily / monthly
Shift performance	Platform admin	Weekly
Compliance certificate log	Closure officer	As needed

Reconciliation checklist

• Invoice status is consistent with payment channel callback status.
• Receipt exists for settled invoices and is uniquely referenced.
• Case/prosecution progression aligns with payment completion.
• Outstanding payments are documented and retried per SOP.