Payment Statuses
SlotBase uses several sets of status indicators to track payments at different levels. This reference page explains every status you may encounter when managing payments.
Booking Payment Status
Every booking displays a payment status that reflects how much of the booking cost has been collected. These statuses appear on the booking detail page and in booking lists.
| Status | Meaning | Next Steps |
|---|---|---|
| Pending | No payment has been received yet | Collect payment from the player |
| Paid | The full booking amount has been collected | No action needed |
| Partial | Some payment received, but a balance remains | Collect the remaining balance |
| Refunded | The payment was returned to the player | Booking may be cancelled |
| Waived | The facility waived the payment requirement | No payment expected |
The booking payment status updates automatically when payments are recorded or refunded. Admins can also manually set a booking's payment status to Waived if no payment is required.
Offline Payment Record Status
When a staff member records an offline payment, that individual payment record has its own status lifecycle. This is separate from the booking's overall payment status.
| Status | Meaning | Who Changes It |
|---|---|---|
| Recorded | The payment has been entered into SlotBase | Set automatically when staff records a payment |
| Verified | An admin confirmed the funds were received | Admin manually verifies |
| Disputed | There is a problem with the payment (e.g., bounced check) | Admin marks as disputed |
| Void | The payment record has been cancelled | Admin voids the record |
Offline Payment Status Flow
The typical lifecycle of an offline payment record:
- Staff records payment -- status is Recorded
- Admin confirms funds received -- status changes to Verified
Alternatively:
- If there is a problem, admin marks it as Disputed
- If the record was entered in error, admin marks it as Void
A voided payment cannot be restored. If you void a payment by mistake, you must create a new payment record.
Online Refund Status
When a refund is initiated for a Stripe payment, the refund goes through its own set of processing statuses.
| Status | Meaning |
|---|---|
| Pending | The refund has been requested but not yet submitted to Stripe |
| Processing | The refund request has been sent to Stripe |
| Completed | Stripe has processed the refund and returned funds to the card |
| Failed | The refund could not be processed |
Most online refunds move from Pending to Processing to Completed within a few minutes. However, the funds may take 5-10 business days to appear on the player's card statement.
Transaction Status
Every financial transaction recorded in SlotBase -- whether a payment, refund, credit, or debit -- carries a transaction status.
| Status | Meaning |
|---|---|
| Pending | The transaction has been created but not yet processed |
| Processing | The transaction is actively being processed |
| Completed | The transaction finished successfully |
| Failed | The transaction could not be completed |
| Cancelled | The transaction was cancelled before completion |
Transaction Types
In addition to statuses, each transaction has a type that describes the nature of the financial event:
| Type | Description |
|---|---|
| Payment | Money collected from the player for a booking or invoice |
| Refund | Money returned to the player |
| Credit | An amount added to the player's account balance |
| Debit | An amount charged against the player's account balance |
Where to Find Statuses
| Status Type | Where to Find It |
|---|---|
| Booking payment status | Booking detail page, booking list in admin dashboard |
| Offline payment record status | Payment history section on booking or invoice detail |
| Online refund status | Refund detail in payment history |
| Transaction status | Player payment history, facility transaction log |
Status Color Indicators
SlotBase uses color-coded badges to help you quickly identify payment statuses:
| Color | Statuses |
|---|---|
| Green | Paid, Verified, Completed |
| Yellow | Pending, Processing, Partial, Recorded |
| Red | Failed, Disputed, Void |
| Gray | Waived, Cancelled, Refunded |
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