BEMS

Payment and File Processing

                           +---------------------+
                           |     Users/Clients   |
                           +----------+----------+
                                      |
                                      v
                           +----------+----------+
                           |      API Endpoints   |
                           +----------+----------+
                                      |
                                      v
              +-----------------------+-----------------------+
              |                                               |
+-------------+-------------+                      +-----------+-----------+
| Fetch Transactions        |                      | Fetch Transaction by ID|
| (GET /)                   |                      | (GET /:id)             |
+-------------+-------------+                      +-----------+-----------+
              |                                                |
              v                                                v
+-------------+-------------+                      +-----------+-----------+
|  Get Transactions from DB |                      | Get Transaction by ID |
+-------------+-------------+                      +-----------+-----------+
              |                                                |
              v                                                v
+-------------+-------------+                      +-----------+-----------+
|  Transactions Table       |                      |  Transactions Table   |
+---------------------------+                      +-----------------------+
              |
              v
+-------------+-------------+
| Get Accounts and Categories|
+---------------------------+
              |
              v
+-------------+-------------+
|  Accounts and Categories   |
+---------------------------+

              +---------------------------------------+
              |                                       |
+-------------+-------------+         +---------------+-------------+
| Create Transaction       |          | Bulk Create Transactions   |
| (POST /)                 |          | (POST /bulk-create)        |
+-------------+-------------+         +---------------+-------------+
              |                                       |
              v                                       v
+-------------+-------------+         +---------------+-------------+
| Insert Transaction into DB|         | Insert Transactions into DB|
+-------------+-------------+         +---------------+-------------+
              |                                       |
              v                                       v
+-------------+-------------+         +---------------+-------------+
|  Transactions Table       |         |  Transactions Table        |
+---------------------------+         +-----------------------------+
              |
              v
+-------------+-------------+
| Log Audit Change          |
+---------------------------+
              |
              v
+-------------+-------------+
|  Audit Logs Table         |
+---------------------------+

              +---------------------------------------+
              |                                       |
+-------------+-------------+         +---------------+-------------+
| Delete Transaction        |         | Bulk Delete Transactions   |
| (DELETE /:id)             |         | (POST /bulk-delete)        |
+-------------+-------------+         +---------------+-------------+
              |                                       |
              v                                       v
+-------------+-------------+         +---------------+-------------+
| Delete Transaction from DB|         | Delete Transactions from DB|
+-------------+-------------+         +---------------+-------------+
              |                                       |
              v                                       v
+-------------+-------------+         +---------------+-------------+
|  Transactions Table       |         |  Transactions Table        |
+---------------------------+         +-----------------------------+

              +---------------------------------------+
              |                                       |
+-------------+-------------+         +---------------+-------------+
| Update Transaction        |         | Fetch Proof of Payments     |
| (PATCH /:id)              |         | (GET /payments)             |
+-------------+-------------+         +---------------+-------------+
              |                                       |
              v                                       v
+-------------+-------------+         +---------------+-------------+
| Update Transaction in DB  |         | Get Payments from DB        |
+-------------+-------------+         +---------------+-------------+
              |                                       |
              v                                       v
+-------------+-------------+         +---------------+-------------+
|  Transactions Table       |         |  Payments Table            |
+---------------------------+         +-----------------------------+
              |
              v
+-------------+-------------+
| Log Audit Change          |
+---------------------------+
              |
              v
+-------------+-------------+
|  Audit Logs Table         |
+---------------------------+

              +---------------------------------------+
              |                                       |
+-------------+-------------+         +---------------+-------------+
| Process Proof of Payment  |         | Resolve Proof of Payment    |
| (PATCH /payments/:id)     |         | (PATCH /payments/:id/resolve)|
+-------------+-------------+         +---------------+-------------+
              |                                       |
              v                                       v
+-------------+-------------+         +---------------+-------------+
| Update Payment Status     |         | Update Payment Status       |
| in DB                     |         | in DB                       |
+-------------+-------------+         +---------------+-------------+
              |                                       |
              v                                       v
+-------------+-------------+         +---------------+-------------+
|  Payments Table            |         |  Payments Table            |
+---------------------------+         +-----------------------------+
              |
              v
+-------------+-------------+
| Log Audit Change          |
+---------------------------+
              |
              v
+-------------+-------------+
|  Audit Logs Table         |
+---------------------------+

==============================================

Table of Contents

1. Overview
2. API Endpoints
3. Database Models
4. Relational Flow Diagram
5. Implementation Details
6. Error Handling
7. Conclusion

Overview

The system provides functionalities to manage financial transactions, handle proof of payments, and update financial records for students. It includes:

• Fetching transactions based on various filters.
• Retrieving transaction details by ID.
• Creating single and bulk transactions.
• Deleting transactions.
• Updating transaction details.
• Processing proof of payments and updating their statuses.

API Endpoints

Fetch Transactions

• Purpose: Retrieve a list of transactions filtered by date range and account ID.
• Endpoint: GET /
• Parameters: Optional query parameters (from, to, accountId) to filter transactions.
• Response: Returns a list of transactions with details like date, category, payee, amount, and account.

Get Transaction by ID

• Purpose: Retrieve details of a specific transaction.
• Endpoint: GET /:id
• Parameters: Transaction ID.
• Response: Returns the details of the specified transaction.

Create Transaction

• Purpose: Create a new transaction.
• Endpoint: POST /
• Body: Transaction details excluding the ID.
• Response: Returns the created transaction details.

Bulk Create Transactions

• Purpose: Create multiple transactions at once.
• Endpoint: POST /bulk-create
• Body: Array of transaction details.
• Response: Returns the IDs of the created transactions.

Bulk Delete Transactions

• Purpose: Delete multiple transactions at once.
• Endpoint: POST /bulk-delete
• Body: Array of transaction IDs to be deleted.
• Response: Returns the IDs of the deleted transactions.

Update Transaction

• Purpose: Update the details of an existing transaction.
• Endpoint: PATCH /:id
• Parameters: Transaction ID.
• Body: Updated transaction details excluding the ID.
• Response: Returns the updated transaction details.

Delete Transaction

• Purpose: Delete a specific transaction.
• Endpoint: DELETE /:id
• Parameters: Transaction ID.
• Response: Returns the ID of the deleted transaction.

Database Models

The primary database models involved in this system are:

• Transactions: Records details of financial transactions.
• Accounts: Stores account information.
• Categories: Defines transaction categories.
• Students: Contains student details.
• Registration Numbers: Stores student registration numbers.
• Financial Statements: Tracks financial statements for students.
• Payments: Manages payment records.

Relational Flow Diagram

Here is an ASCII representation of the relational flow diagram:

+---------------------+       +----------------------+
|      Accounts       |       |      Categories      |
+---------------------+       +----------------------+
| id                  |       | id                   |
| name                |       | name                 |
| userId              |       | createdAt            |
| createdAt           |       | updatedAt            |
| updatedAt           |       +----------------------+
+---------------------+
       |
       v
+---------------------+
|    Transactions     |
+---------------------+
| id                  |
| studentId           |
| date                |
| categoryId          |
| payee               |
| amount              |
| notes               |
| accountId           |
| madeBy              |
| createdAt           |
| updatedAt           |
+---------------------+
       |
       v
+---------------------+
|      Students       |
+---------------------+
| id                  |
| registrationNumberId|
| userId              |
| currentProgramLevelId|
| createdAt           |
| updatedAt           |
+---------------------+
       |
       v
+-----------------------------+
|    Registration Numbers     |
+-----------------------------+
| id                          |
| number                      |
| createdAt                   |
| updatedAt                   |
+-----------------------------+
       |
       v
+-----------------------------+
|  Financial Statements       |
+-----------------------------+
| id                          |
| studentId                   |
| semesterId                  |
| date                        |
| description                 |
| debit                       |
| credit                      |
| balance                     |
| createdAt                   |
| updatedAt                   |
+-----------------------------+
       |
       v
+-----------------------------+
|         Payments            |
+-----------------------------+
| id                          |
| studentId                   |
| userId                      |
| amount                      |
| description                 |
| date                        |
| createdAt                   |
| updatedAt                   |
+-----------------------------+

Implementation Details

Transaction Management

1. Fetching Transactions: The system allows filtering transactions by date range and account ID, ensuring users can retrieve relevant financial data.
2. Transaction Details: Users can retrieve detailed information about specific transactions using their unique IDs.
3. Creating Transactions: The system supports both single and bulk creation of transactions. For each transaction, it logs the creation for audit purposes.
4. Deleting Transactions: Transactions can be deleted individually or in bulk. The deletion process ensures that only authorized users can perform this action.
5. Updating Transactions: Users can update transaction details. The system logs changes to maintain a history of modifications for auditing.

Proof of Payment (POP) Management

1. Fetching Files: The system retrieves and displays proof of payments uploaded by students.
2. Processing POPs: The system allows marking POPs as resolved, updating their statuses accordingly.
3. Audit Logging: Changes made to transaction records and POP statuses are logged for audit purposes.

Error Handling

The system incorporates comprehensive error handling mechanisms to ensure smooth operations:

• Unauthorized Access: Ensures only authenticated and authorized users can access or modify data.
• Missing Data: Handles cases where required data is missing or invalid.
• Database Errors: Catches and logs database errors to facilitate troubleshooting.
• User Feedback: Provides clear feedback to users on the success or failure of their actions.