Step-by-Step User Guide

1. Before you start — read this first

NCCGE uses a QR wallet for Harvest & Bazaar spending. It works like a prepaid gift card for the event only:

1. Customer pays money in (online card, or cash/POS at admin desk).
2. System gives them a QR code and a voucher code (for balance check).
3. At a stall, customer shows the QR code.
4. Vendor scans the QR and taps the item — payment in one step.
5. Finance monitors everything in Admin and exports CSV reports.

2. Quick links — bookmark these

3. The full process (bird’s-eye view)

4. Customer pays online

What community members do. Finance should know this to help customers.

4A — Buy items from the catalogue

4B — Load a new wallet (flexible amount)

1. On harvest.html, click Load Wallet.
2. Stay on tab New top-up.
3. Choose £10 / £25 / £50 / £100 or enter a custom amount (min £1).
4. Enter name and email; click Load Wallet →.
5. Pay on Stripe.
6. On success page: screenshot QR and note the voucher code (for balance check).

4B-2 — Pay for items from an existing wallet (no card needed)

New — July 2026. For customers who already loaded a wallet and now want to buy catalogue items (including Thanksgiving offerings) with that credit.

4C — Top up an existing wallet (same QR)

1. On harvest.html → Load Wallet → tab Top up existing.
2. Paste the customer’s voucher code (from email or voucher.html).
3. Click Check voucher — confirm name and balance shown.
4. Enter name, email, amount (minimum £1).
5. Pay on Stripe — balance increases; QR and code stay the same.

4D — Customer checks balance later

1. Go to voucher.html.
2. Enter voucher code from email, success page, or admin desk.
3. Click Check My Balance — see remaining amount, top-ups, and history.
4. Items paid online from wallet credit appear in a green “Pre-paid — collect at event” box until the stall hands them over.

4E — Donations (separate — not QR wallets)

5. Customer pays at admin desk (event day)

Finance rule: For Payment received mode, do not issue a spendable QR until you have the money. For Virtual load, you may share QR first but the customer cannot spend at stalls until you click Confirm payment received.

Tell the customer: “Show this QR at any stall. If we issued it virtually, you can only spend after we confirm your payment.”

5A — Helping someone who cannot use the website (virtual load)

1. Use Virtual load (pending) payment mode.
2. Enter customer name and amount → generate QR.
3. Tap WhatsApp or Email to send QR details (or show on screen for them to photograph).
4. Collect cash or verify bank transfer later.
5. Click Confirm payment received — only then can they buy at stalls.

6. Vendor at the stall — complete Quick Sale guide

6.1 Before event day (finance setup)

6.2 Log in

6.3 Screen layout

6.4 One complete sale

6.5 Examples

Walk-up sale: Ada has £25. Buys Jollof £12. Vendor scans → taps Jollof → balance £13 → Next customer. She can spend £13 at any stall.

Pre-paid collection: Chidi paid for his £50 Thanksgiving offering from his wallet online last week — balance now £0. At the desk, staff scan his QR: the green Pre-paid items list shows the offering. They tap the tile → “✓ pre-paid (fulfilled)” → hand over the offering. Nothing more is charged.

6.6 Camera not working

1. Enter code manually → paste voucher code → Look up → tap item

6.7 Messages

6.8 Stall rules

7. Finance: Admin portal

7.1 Log in and find your menu

1. Go to admin.html → sign in.
2. The left sidebar has collapsible groups (Overview, Community, Finance, Operations, System). Click a group name to expand or collapse it.
3. You only see tabs your role is allowed to use.

7.2 Wallet Top-Up (cash desk)

7.3 Transaction Activity (Admin + Super Admin)

1. Click Finance → Transaction Activity.
2. Keep Live ticked for auto-refresh during the event.
3. Filter by type: donations, manual loads, redemptions, harvest purchases.
4. Click Export transaction log CSV at end of day.

7.4 Reconciliation (Super Admin only)

7.5 Export reports (end of day)

Community tabs (Members, Contacts, Thanksgiving, Brochures) also have Export CSV where your role allows.

7.6 Look up any wallet (QR Admin)

1. Go to qr-admin.html and sign in.
2. See all wallets: name, loaded, remaining, status, transaction history.
3. Use when customer says balance is wrong or email was lost.

8. Donations (separate from QR wallets)

9. End-of-event checklist

• Export transaction log CSV from Reconciliation
• Export donations CSV (Gift Aid)
• Record Gross Loaded, Redeemed, Outstanding figures
• Count physical cash vs manual wallet loads in admin
• Compare Stripe Dashboard to online payments
• Resolve disputes via QR Admin
• Confirm all vendors signed out
• Archive CSV files for accounts

10. Common problems

Support: info@nccglasgow.org.uk

11. Who can do what (July 2026)

12. Practice before event day

Run this once with a small payment (e.g. £1):

1. Customer: Pay £1 on harvest.html (Load Wallet).
2. Vendor: vendor.html → scan QR → tap £1 item.
3. Finance: Check Reconciliation for purchase and redemption.
4. Customer: Top up existing wallet on harvest.html (from £1) → same voucher code shows higher balance on voucher.html.
5. Admin: Virtual load £5 → share QR → confirm cannot redeem at stall → confirm payment → redeem works.
6. Customer: With remaining credit, buy a small catalogue item at checkout using Pay with my QR wallet → vendor scan shows it under Pre-paid items → tap tile fulfills at £0.

If all steps work, the system is ready for event day.