Nigerian Catholic Community Glasgow & Environs

Digital Payment System

Finance Team Handover & Operations Guide

Event: Harvest & Bazaar 2026 — Sunday 2 August 2026
Website: nccglasgow.org.uk
Version: 1.8 (open top-up amounts) | Date: 6 July 2026
Verified: 31/31 E2E checks passed on production
Classification: Internal — Finance & Operations

Confidential — Finance Committee

Executive Summary
Revenue Streams at a Glance
QR Wallet System
Customer Payment Journeys
Vendor Operations
Staff QR Redemption Portal
Donations & Gift Aid
Admin & Finance Controls
Reconciliation Procedures
Safeguards & Audit Trail
Day-of-Event Playbook
End-of-Day Checklist
Troubleshooting & FAQ
Appendices

1. Executive Summary

NCCGE has implemented a digital payment layer for Harvest & Bazaar 2026. Community members pay online or at an admin desk, receive a QR wallet voucher for the amount paid, and spend that credit at vendor stalls. All online card payments are processed by Stripe, a regulated payment service provider.

Key points for finance:

Bazaar spending uses QR wallets — not direct card payments at stalls.
Donations are a completely separate flow with Gift Aid tracking.
Cash, POS, and bank transfers are recorded at an admin desk before any QR is issued — or issued virtually pending payment confirmation.
Existing wallets can be topped up online (from £1) without a new QR — same voucher code and QR.
Pay from existing wallet (July 2026): customers with wallet credit can pay for catalogue items — including Thanksgiving offerings — directly at cart checkout, with no new card payment. Items become pre-paid and are collected at the stall with no second charge.
Reconciliation is available in real time via Admin → Reconciliation.
Wallet Top-Up tab in Admin provides a dedicated desk view for manual and virtual wallet loading.
Staff redemption portal (redeem.html) supports camera QR scan or manual token entry for admin-desk redemptions.
Registration approval: Membership, Contact Us, and Thanksgiving submissions are held as pending until an admin approves — users see success; finance controls authorised data.
Every transaction is logged with timestamps, references, and vendor identity where applicable.
Role controls: Only Super Admin can delete records or manage users. Admin/Manager can view and export. Vendors verify/redeem only.

Diagram of full payment journey from customer payment to finance monitoring — **Figure 1 — End-to-end process.** Customer pays → QR wallet issued → vendor Quick Sale at stall → finance monitors in Admin Reconciliation.

2. Revenue Streams at a Glance

Finance must treat these as separate streams for reporting.

Stream	Page	Payment	Creates QR wallet?
Harvest / Bazaar catalogue	harvest.html	Stripe Checkout	Yes
Flexible wallet top-up (new)	harvest.html → New top-up	Stripe Checkout	Yes (new voucher)
Top up existing wallet	harvest.html → Top up existing	Stripe Checkout (from £1)	No — adds to same voucher
Pay from existing wallet	harvest.html → Checkout → Pay with my QR wallet	No new money — deducts existing balance	No — spends same voucher; items become pre-paid
On-site manual collection	admin.html → Wallet Top-Up	Cash / POS / transfer	Yes (or top-up existing)
Virtual load (pending payment)	admin.html → Wallet Top-Up	Pending until confirmed	Yes — share QR now; spending blocked until confirmed
Donations	donate.html	Stripe card	No
Brochure adverts	brochure-booking.html	Stripe	No

Important: Do not mix donation or brochure income with QR wallet figures. Gift Aid reporting comes from the Donations tab only.

3. QR Wallet System

3.1 What is a QR wallet?

A QR wallet is prepaid event credit for Harvest & Bazaar spending. It is identified by a unique secure token (UUID). It is not a bank account or regulated e-money product.

3.2 Money IN — wallet creation & top-up

Trigger	Process
Online Stripe — new wallet	Customer pays → Stripe confirms → webhook creates wallet with `paymentStatus: confirmed`
Online Stripe — top up existing	Customer enters voucher code on harvest.html (from £1) → Stripe confirms → webhook adds to same wallet; QR unchanged
Admin — payment received	Staff records cash/POS/transfer → Generate QR → wallet active immediately
Admin — virtual load	Staff issues QR for customer who cannot self-serve → share via email/WhatsApp → Confirm payment received when money collected or bank transfer verified
Admin — top up existing	Paste customer voucher code → add any amount (from £1) → confirmed or virtual pending

Virtual load rule: Pending wallets show balance but cannot be spent at vendor stalls until an admin clicks Confirm payment received. This prevents abuse if QR is shared before payment.

3.3 Money OUT — two paths

Wallet credit leaves the system in two ways. Both are logged and appear in Reconciliation.

Path	Where	What happens
A. Stall redemption	vendor.html Quick Sale (or redeem.html)	Vendor scans QR, taps item → balance deducted immediately
B. Online wallet checkout	harvest.html cart → Pay with my QR wallet	Balance deducted online; items recorded as pre-paid on the wallet; collected at stall later with no second deduction

Path A — redemption at stalls (Quick Sale)

CUSTOMER SHOWS QR ↓ VENDOR SCANS (camera or manual look-up) ↓ NAME + BALANCE APPEAR ON SCREEN ↓ VENDOR TAPS ITEM TILE (one action = redeem) ↓ SYSTEM VALIDATES PRICE & BALANCE → DEDUCTS → LOGS ↓ NEXT CUSTOMER (or auto-clear if balance = £0)

Vendor Quick Sale screen — **Figure 2 — Vendor Quick Sale.** Scan QR → tap catalogue item tile. Advanced panel available for manual entry.

Path B — pay from existing wallet at checkout (July 2026)

CUSTOMER ADDS ITEMS TO CART (e.g. Thanksgiving offering) ↓ CHECKOUT → SELECTS “PAY WITH MY QR WALLET” ↓ ENTERS VOUCHER CODE (or uploads / scans QR) → CHECK BALANCE ↓ SYSTEM VALIDATES PRICES & BALANCE → DEDUCTS ONLINE → EMAILS CONFIRMATION ↓ ITEMS SAVED AS PRE-PAID ON THE WALLET ↓ EVENT DAY: VENDOR SCANS SAME QR → “PRE-PAID ITEMS” LIST SHOWN ↓ VENDOR TAPS ITEM → FULFILLED — NO SECOND CHARGE (works even at £0 balance)

Harvest checkout with Pay with my QR wallet selected — **Figure 2a — Wallet checkout.** Cart checkout with **Pay with my QR wallet**: voucher lookup, balance check, and pay button. No Stripe involved — balance is deducted from the existing voucher.

Vendor scan showing pre-paid items list — **Figure 2b — Pre-paid fulfillment at the stall.** After scanning, the vendor sees a green **Pre-paid items** list. Tapping the matching tile hands over the item with £0 deducted — even when the wallet balance is £0.

Finance note: A wallet checkout moves credit from Outstanding to Redeemed at the moment of online payment — the stall fulfillment later is a £0 logistics event (action fulfill_prepaid), not a second revenue movement. Never count both.

3.4 Wallet data stored

Field	Meaning
token	Unique voucher code (UUID)
amountTotal	Original amount loaded
amountRemaining	Current spendable balance
paymentStatus	`confirmed` (spendable) or `pending` (virtual issue — blocked at stalls)
status	active → used (when balance = 0 and no unfulfilled pre-paid items remain)
transactions[]	Redemptions, top-ups, online purchases, and pre-paid fulfillments (types `topup`, redemption, `purchase`, `fulfillment`)
purchases[]	Items paid online from wallet credit, each flagged `fulfilled: false` until collected at the stall

Customers receive both a QR code and a voucher code (UUID) on the payment success page and by email. The voucher code is used at nccglasgow.org.uk/voucher.html to check balance.

Customer voucher balance check page — **Figure 3 — voucher.html.** Customer self-service balance check using voucher code.

4. Customer Payment Journeys

Harvest and Bazaar page — **Figure 4 — harvest.html.** Main entry point for catalogue purchases and Load Wallet.

4.1 Online before the event (recommended)

Visit Harvest & Bazaar page (harvest.html)
Add catalogue items to cart or open Load Wallet modal
New top-up tab: any amount from £1 — creates new QR + voucher code
Top up existing tab: paste voucher code, add any amount from £1 — same QR and code after payment
Pay via Stripe Checkout (secure hosted page)
Receive QR and labelled voucher code on payment success page + email
On event day: show QR at stall; vendor scans and taps item (Quick Sale)

Harvest cart bar — **Figure 5a — Cart & checkout** on harvest.html

Load Wallet section — **Figure 5b — Load Wallet** modal with **New top-up** and **Top up existing** tabs

Harvest item catalogue — **Figure 6 — Catalogue.** Food, Fashion, Crafts, Thanksgiving items with server-validated prices.

4.2 Pay for catalogue items from an existing wallet (July 2026)

Customers who already hold wallet credit — for example after loading £50 — can buy catalogue items (including Thanksgiving offerings) without a second card payment:

Add items to cart on harvest.html as normal
At checkout, switch the payment tab to Pay with my QR wallet
Enter voucher code — or Upload QR image / Scan with camera — then Check balance
Screen shows balance vs cart total; the pay button is disabled if balance is insufficient or payment is pending
Tap Pay £X from wallet — balance is deducted instantly, confirmation email sent
Items are stored as pre-paid; on event day the vendor scans the same QR and fulfills them at £0

Thanksgiving: the checkout shows a reminder — “Your Thanksgiving offering is paid from wallet credit. Show the same QR at the Thanksgiving desk on 2 August 2026.” The voucher balance page also lists Pre-paid — collect at event items so customers can see what is waiting for them.

4.3 Top up an existing wallet (customer self-service)

Customer opens harvest.html → Load Wallet → tab Top up existing
Paste voucher code (from email or voucher.html) → Check voucher
Enter name, email, amount (minimum £1)
Pay on Stripe — balance increases on the same voucher; no new QR needed
Confirm on voucher.html — top-ups appear in history with green + amounts

4.4 Cash / POS / bank transfer on the day

Customer pays at admin desk only (not at stalls)
Admin: Wallet Top-Up tab (or Reconciliation → Open Wallet Top-Up)
Choose Issue type: New wallet or Top up existing voucher
Choose Payment mode: Payment received or Virtual load (pending)
Enter name, amount, payment method (if payment received)
Generate — show QR and voucher code; use Copy, Email, or WhatsApp to share with customer
If virtual: click Confirm payment received when cash collected or bank transfer verified (Super Admin reviews bank proofs during reconciliation)

When to use virtual load: Customer wants a QR but cannot use the website (elderly, no card, language barrier). Finance issues QR immediately so they can join the queue; payment is collected separately and confirmed before spending is allowed.

Critical rule (payment received mode): No spendable QR without recorded payment. Virtual mode is the only exception — and spending remains blocked until confirmation.

Admin portal login — **Figure 7 — admin.html login.** Finance and admin desk staff sign in here.

Collect Payment and Issue QR form — **Figure 8 — Wallet Top-Up tab.** Dedicated admin desk view for new/top-up wallets, payment received or virtual load, share QR, confirm payment when due. Also reachable from Reconciliation.

5. Vendor Operations (Quick Sale)

Portal: nccglasgow.org.uk/vendor.html | Stall guide: NCCGE-Vendor-Stall-Guide.html

Quick Sale (June 2026): Scan customer QR with camera → tap catalogue item tile → done. Replaces the old Verify-then-Redeem flow for queue speed. Advanced panel retains manual entry and verify-only.

5.1 Standard sale procedure

#	Action	System
1	Sign in → Quick Sale tab	Camera starts; set My stall sells
2	Scan customer QR	`vendor-validate-qr` — name + balance shown; Pre-paid items listed in green if the customer paid online
3	Tap item tile	`redeem-qr` — price from catalogue (server-validated). If the item is pre-paid, it is fulfilled at £0 instead of deducted
4	Give goods → Next customer	Balance refreshed; auto-clear if £0 and nothing pre-paid remains

Pre-paid customers (July 2026): A wallet can scan successfully with a £0 balance when it carries unfulfilled pre-paid items. The tile shows a green Pre-paid badge — tap it to hand over the item without charging. Do not turn these customers away because the balance reads £0.

Vendor portal login — **Figure 9 — vendor.html login.** Each stall operator uses credentials from Super Admin.

5.2 Screen elements

Element	Detail
Stall filter	food / fashion / craft / thanksgiving / all — saved per device
Camera	html5-qrcode; accepts UUID, voucher URL, redeem URL
Pre-paid items list	Green box after scan showing items paid online but not yet collected
Item tiles	Disabled (grey) if balance < price — unless pre-paid (green badge, always tappable)
Advanced	Manual look-up, verify-only panel, manual redeem, catalogue dropdown

5.3 Audit trail

Action	Logged amount	Tables
Scan / look up	£0 (display only in Quick Sale)	vendor_redemptions (validate), audit_logs
Tap tile / Redeem	Item price	vendor_redemptions (redeem), audit_logs
Online wallet checkout	Cart total (deducted online)	vendor_redemptions (wallet_catalog_purchase), audit_logs
Tap pre-paid tile / Fulfill	£0 — already paid online	vendor_redemptions (fulfill_prepaid), audit_logs

5.4 Error messages

Message	Cause
Insufficient balance	Wallet < item price (does not apply to pre-paid items — those always fulfill)
Invalid wallet	Bad token, or wallet fully used with no pre-paid items left
Scan customer QR first	Redeem before scan
Wallet not active / payment pending	Virtual load not yet confirmed — send to admin desk

5.5 Vendor rules

Do

Scan then tap correct item tile
Next customer between people
Sign out at end of shift

Do not

Accept cash for wallet items
Share login credentials
Override system errors

Finance monitors: Admin → Vendor Operations; Reconciliation → filter QR redemptions / validations.

5.6 Staff QR Redemption Portal

Portal: nccglasgow.org.uk/redeem.html | Use when: Admin desk redeems on behalf of a customer (disputes, no vendor device, overflow queue)

Camera scan (July 2026): Staff sign in → Turn on camera → scan customer QR → wallet details appear → redeem items manually. Manual token paste is still available if the camera is unavailable.

#	Action	System
1	Sign in with admin credentials	Same admin account as admin.html
2	Turn on camera or paste voucher token	html5-qrcode; accepts UUID, voucher URL, redeem URL
3	Validate QR Wallet	`validate-qr` — name, balance, status shown
4	Select catalogue item and redeem	`redeem-qr` — server-validated price and balance check

Pending virtual wallets: Staff redemption is blocked until finance clicks Confirm payment received on the Wallet Top-Up tab — same rule as vendor stalls.

6. Donations & Gift Aid

Donations are processed through donate.html — completely separate from QR wallets.

Donations page — **Figure 10 — donate.html.** Separate from QR wallets; Gift Aid optional. Card shows as NCC DONATION.

Feature	Detail
Payment	Stripe card on donate page
Frequencies	One-off, monthly, quarterly, yearly
Gift Aid	Optional; 25% top-up calculated and stored
Card statement	NCC DONATION
Reporting	Admin → Donations tab → Export CSV

7. Admin & Finance Controls

Admin portal: nccglasgow.org.uk/admin.html

Tab / Tool	Purpose
Wallet Top-Up	Dedicated desk view — manual wallet loading, virtual load, share QR/email/WhatsApp, confirm payment
Reconciliation	Gross Loaded, Redeemed, Outstanding, live transaction log, Export transaction log CSV, Export donations CSV, shortcut to Wallet Top-Up
Members / Contacts / Thanksgiving	View submissions, Approve / Reject pending records, Export CSV (admin role and above)
Donations	Gift Aid list, search, CSV export
Brochures	View bookings and Export CSV
QR Wallets (qr-admin.html)	Search any wallet; view balance and history
Vendor Operations	Monitor vendor activity

Admin Reconciliation dashboard — **Figure 11 — Reconciliation tab.** Transaction log, Export CSV buttons, summary cards (Gross Loaded, Redeemed, Outstanding, Wallets Issued).

QR Admin wallet lookup — **Figure 12 — qr-admin.html.** Look up any customer wallet, balance, and redemption history.

7.1 Manual wallet loading fields

Field	Required	Notes
Issue type	Yes	New wallet or Top up existing
Payment mode	Yes	Payment received or Virtual load (pending)
Customer name	Yes	—
Amount (£)	Yes	Min £1 (new wallet or top-up)
Existing voucher code	If top-up	UUID from customer email or voucher.html
Payment method	If payment received	Cash, POS, or bank transfer
Email / phone	No	Recommended for Email / WhatsApp share

7.2 Registration & contact approval workflow

Membership registrations, Contact Us messages, and Thanksgiving registrations are stored with status pending until reviewed. The submitter sees a success message immediately; only approved records are treated as authorised community data.

Form	User sees	Admin action
Membership (register.html)	“Submitted successfully — team will review”	Members tab → Approve or Reject
Contact Us (contact.html)	“Message received — team will respond after approval”	Contacts tab → Approve or Reject
Thanksgiving (thanksgiving.html)	“Registration received — coordinators will confirm”	Thanksgiving tab → Approve or Reject

Fraud control: Duplicate submissions from the same email within 5 minutes are blocked. Legacy duplicate records were deduplicated automatically. Rejected records remain in the database for audit but are clearly marked.

8. Reconciliation Procedures

8.1 Dashboard metrics

Metric	Definition
Gross Revenue (Loaded)	Total value of all QR wallets issued
Total Redeemed	Sum of amounts deducted at vendor stalls plus online wallet checkouts
Outstanding Balance	Prepaid credit not yet spent (not lost revenue)
Wallets issued	Count of QR vouchers created

Wallet checkout in the log: Online wallet purchases appear in the transaction log under Harvest / bazaar purchases (label “Wallet Catalog Purchase”). The later stall handover appears as a £0 Pre-paid Fulfillment under QR redemptions. Only the first entry moves money.

8.2 Transaction log exports

On the Reconciliation tab, finance staff can export:

Export donations CSV — Gift Aid audit file for accounts / HMRC
Export transaction log CSV — full filtered log (all types or by filter) for end-of-day archive

Available to admin and manager roles. Vendors cannot access these exports.

8.3 Matching to bank / Stripe

Source	Verify in
Online card payments	Stripe Dashboard → Payments & Payouts
Cash desk loads	admin_cash_collections log vs physical till
Donations (Gift Aid)	Donations CSV vs Stripe
Redemptions	Reconciliation tab (internal, not bank deposits)

Executive decision required: Agree policy for unspent wallet balance after the event (refund, carry forward, or donation with consent).

9. Safeguards & Audit Trail

Safeguard	What it prevents
Server-side price validation	Customers changing catalogue prices
Stripe webhook signature verification	Fake payment confirmations
Idempotent wallet creation	Duplicate wallets from one payment
Balance check before redeem	Over-redemption / overspending
Vendor authentication	Unauthorized redemptions
Virtual pending wallets	Spending at stalls before payment confirmed
Server-side minimum (£1)	Invalid or zero-amount wallet loads
Existing voucher validation before checkout	Top-up on invalid or pending wallets
Idempotent wallet checkout	Double deduction if the customer retries after a network error
Pre-paid fulfillment (£0 redeem)	Charging twice for items already paid online from wallet credit
Single-insert form API + duplicate guard	Double records from membership, contact, thanksgiving forms
Admin approve/reject on registrations	Unauthorised or fraudulent sign-ups entering operational lists
Staff redemption authentication	Unauthorized desk redemptions outside vendor portal

9.1 Audit logs

vendor_redemptions — every validate (£0) and redeem (amount + item + vendor)
audit_logs — qr_validation, qr_redemption, qr_prepaid_fulfillment, wallet_catalog_purchase, wallet_topup, virtual_wallet_issue, wallet_payment_confirmed
admin_cash_collections — manual desk payments with method
Stripe Dashboard — all card payments with reference IDs

10. Day-of-Event Playbook

10.1 Staffing

Station	Role	Equipment
Admin desk (×2–3)	Finance-trained admin	Laptop, admin.html → Wallet Top-Up tab
Staff redemption desk	Admin / tech support	Laptop or tablet, redeem.html (camera scan)
Each vendor stall	Vendor operator	Phone/tablet, vendor.html
Finance lead	Reconciliation oversight	Laptop, Stripe access
Tech support	QR lookups, disputes	Admin + QR Admin access

10.2 Before gates open

Verify Stripe is in live mode
Test: online payment → Quick Sale scan → tap item
Test: cash desk load → Quick Sale scan → tap item
Confirm all vendor logins work
Confirm Wi‑Fi or mobile data at stalls
Test: virtual load → confirm cannot spend at stall → confirm payment → can spend
Test: top up existing wallet £1+ → same voucher code shows new balance
Test: pay for a catalogue item from an existing wallet at checkout → vendor scan shows Pre-paid items → tap tile fulfills at £0
Test: redeem.html camera scan → validate → redeem item
Review pending Members / Contacts / Thanksgiving submissions and approve test records

11. End-of-Day Reconciliation Checklist

Export transaction log from Reconciliation
Record Gross Loaded, Redeemed, Outstanding figures
Export donations CSV (Gift Aid)
Compare cash collections log to physical cash count
Compare Stripe Dashboard to online wallet loads
Review any disputed redemptions via QR Admin
Ensure all vendors logged out
Archive exports for accounts

12. Troubleshooting & FAQ

Issue	Action
QR not found	Verify token; check QR Admin
Insufficient balance	Show customer voucher.html; escalate to admin desk
Payment OK, no QR	Refresh success page; wait 60s; QR Admin lookup
No internet at stall	Mobile hotspot; admin desk redeems on behalf
Customer lost voucher code	QR Admin lookup; resend from success email; admin desk can look up by token
Top-up not showing	Refresh voucher.html; check Stripe webhook; QR Admin for transaction history
Virtual wallet won’t scan at stall	Expected until Confirm payment received — check admin_cash_collections status
Customer says “I already paid for this item from my wallet”	Scan their QR — pre-paid items appear in the green list; tap the tile to fulfill at £0. Verify history on voucher.html or QR Admin if disputed
Wallet shows £0 but scan succeeds	Correct behaviour — the wallet carries unfulfilled pre-paid items; fulfill them from the list
Registration not in member list	Check status is pending — approve in Members / Contacts / Thanksgiving tab
Duplicate registration email	System blocks re-submit within 5 minutes; check existing pending record

Frequently asked questions

Is this regulated e-money? No — event-specific prepaid voucher only.

Where does card money go? NCCGE Stripe account → bank per payout schedule.

Stripe fees? Online card only; cash desk loads have no Stripe fee.

Gift Aid on bazaar? No — donations only, with donor opt-in.

Can customers add money to an existing QR? Yes — harvest.html → Top up existing, from £1. Same QR and voucher code.

Can customers spend wallet credit online before the event? Yes — at cart checkout choose Pay with my QR wallet. Balance is deducted immediately and the items become pre-paid for collection at the stall (no second charge).

What if their whole balance goes on a Thanksgiving offering? The wallet reads £0 but still scans at the stall; the vendor sees the pre-paid item and fulfills it free of charge.

What is virtual load? Admin issues QR before payment; customer can receive it by WhatsApp/email; stalls block spending until finance confirms payment.

Why is a registration still pending? All new membership, contact, and thanksgiving submissions require admin approval. Approve from the relevant Admin tab.

Staff redemption vs vendor? Vendors use vendor.html (Quick Sale). Admin desk uses redeem.html when helping customers directly or resolving disputes.

13. Appendices

A. Quick reference URLs

Resource	URL
Harvest & Bazaar	nccglasgow.org.uk/harvest.html
Check voucher balance	nccglasgow.org.uk/voucher.html
Donations	nccglasgow.org.uk/donate.html
Admin portal	nccglasgow.org.uk/admin.html
Staff QR redemption	nccglasgow.org.uk/redeem.html
QR wallet admin	nccglasgow.org.uk/qr-admin.html
Vendor portal	nccglasgow.org.uk/vendor.html

B. Role permissions (summary)

Key rule for finance: Only Super Admin can permanently delete records or manage user accounts. Admin and Manager can view, export, and reconcile — but cannot delete. Vendors verify/redeem only; no delete, no admin access.

Capability	super_admin	admin	manager	vendor
Reconciliation & manual wallet	✓	✓	✓	—
Wallet Top-Up tab	✓	✓	✓	—
Approve / reject registrations	✓	✓	✓	—
Export transaction log CSV	✓	✓	✓	—
Export donations CSV	✓	✓	✓	—
Export members / contacts / brochures	✓	✓	partial	—
Verify / redeem at stall	✓	✓	—	✓
Staff redemption (redeem.html)	✓	✓	—	—
Vendor account setup	✓	—	—	—
Permanently delete records	✓	—	—	—

C. Pre-meeting verification (6 July 2026)

Automated E2E checks on production — 31/31 passed (no card charges): Stripe checkout, QR camera scan on redeem.html, wallet top-up tabs, admin approval workflow, Wallet Top-Up tab, duplicate-form protection, protected APIs, vendor Quick Sale, transaction log export. Stress test: 1000 concurrent requests — 0 API failures (p95 latency 805ms).

D. Glossary

Term	Definition
QR wallet	Prepaid event voucher (UUID token)
Redeem	Deduct amount from wallet at stall
Verify	Check balance without deducting
Gross Loaded	Total wallets issued
Outstanding	Unspent prepaid credit
Voucher code	UUID shown on success page — for balance check at voucher.html
Virtual load	Admin-issued QR with paymentStatus pending until confirmed
Top-up	Add credit to existing wallet without new QR
Wallet checkout	Paying for catalogue items at cart checkout by deducting existing wallet balance (no card)
Pre-paid item	Catalogue item paid online from wallet credit, awaiting £0 fulfillment at the stall
Fulfillment	Handing over a pre-paid item at the stall — logged at £0, no balance deducted
pending / approved / rejected	Registration review status — only approved records are authorised
Staff redemption	Admin-desk QR validate and redeem via redeem.html

Digital Payment System

Table of Contents

1. Executive Summary

2. Revenue Streams at a Glance

3. QR Wallet System

3.1 What is a QR wallet?

3.2 Money IN — wallet creation & top-up

3.3 Money OUT — two paths

Path A — redemption at stalls (Quick Sale)

Path B — pay from existing wallet at checkout (July 2026)

3.4 Wallet data stored

4. Customer Payment Journeys

4.1 Online before the event (recommended)

4.2 Pay for catalogue items from an existing wallet (July 2026)

4.3 Top up an existing wallet (customer self-service)

4.4 Cash / POS / bank transfer on the day

5. Vendor Operations (Quick Sale)

5.1 Standard sale procedure

5.2 Screen elements

5.3 Audit trail

5.4 Error messages

5.5 Vendor rules

Do

Do not

5.6 Staff QR Redemption Portal

6. Donations & Gift Aid

7. Admin & Finance Controls

7.1 Manual wallet loading fields

7.2 Registration & contact approval workflow

8. Reconciliation Procedures

8.1 Dashboard metrics

8.2 Transaction log exports

8.3 Matching to bank / Stripe

9. Safeguards & Audit Trail

9.1 Audit logs

10. Day-of-Event Playbook

10.1 Staffing

10.2 Before gates open

11. End-of-Day Reconciliation Checklist

12. Troubleshooting & FAQ

Frequently asked questions

13. Appendices

A. Quick reference URLs

B. Role permissions (summary)

C. Pre-meeting verification (6 July 2026)

D. Glossary