Cashflow Management

Overview

The Cashflow module in Zal Ultra tracks all money movements in your ISP business. It provides a comprehensive view of income and expenses, helping you understand your financial health and make informed business decisions.

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What is Cashflow?

Cashflow represents the actual movement of money in and out of your business:

• Income (Inflow) - Money coming into your business
• Expense (Outflow) - Money going out of your business

┌─────────────────────────────────────────────────────────┐
│                    CASHFLOW                              │
├─────────────────────────────────────────────────────────┤
│  INCOME (+)                    EXPENSE (-)               │
│  ─────────                     ──────────                │
│  • Subscriber Payments         • Employee Salary         │
│  • User Balance Topup          • Office Rent             │
│  • Subscriber Activation       • Equipment Purchase      │
│  • Equipment Sales             • Utility Bills           │
│  • Installation Charges        • Marketing Expense       │
│                                • Tax Payment             │
│                                • Insurance               │
│                                • Loan Repayment          │
└─────────────────────────────────────────────────────────┘

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Cashflow Types

1. Automatic Cashflow (Source Type: 1)

These entries are created automatically by the system during transactions:

Event	Type	Description
Subscriber Payment	Income	When subscriber pays for service
User Balance Topup	Income	When reseller receives balance
Subscriber Activation	Income	When subscriber is activated
Invoice Reversal	Expense	When invoice is reversed (negative)

2. Manual/Custom Cashflow (Source Type: 2)

These entries are created manually by admin/staff:

Category	Type	Description
Employee Salary	Expense	Monthly staff payments
Office Rent	Expense	Rental payments
Equipment Purchase	Expense	Buying routers, cables, etc.
Utility Bills	Expense	Electricity, internet, etc.
Marketing Expense	Expense	Advertising costs
Tax Payment	Expense	Government taxes
Insurance Expense	Expense	Business insurance
Loan Repayment	Expense	Loan installments
General Expense	Expense	Miscellaneous expenses
Equipment Sales	Income	Selling equipment to customers
Installation Charge	Income	One-time installation fees

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Cashflow Categories

Categories help organize and classify your cashflow entries for better reporting.

Default Categories

The system comes with predefined categories that you can sync:

Category Key	Display Name	Type
subscriber_payment	Subscriber Payment	Income
user_payment	User Payment	Income
subscriber_activation	Subscriber Activation	Income
equipment_sales	Equipment Sales	Income
installation_charge	Installation Charge	Income
employee_salary	Employee Salary	Expense
office_rent	Office Rent	Expense
general_expense	General Expense	Expense
equipment_purchase	Equipment Purchase	Expense
utility_bills	Utility Bills	Expense
marketing_expense	Marketing Expense	Expense
tax_payment	Tax Payment	Expense
insurance_expense	Insurance Expense	Expense
annual_tour	Annual Tour	Expense
loan_repayment	Loan Repayment	Expense

Managing Categories

To sync default categories:

1. Go to Accounting → Cashflow → Categories
2. Click Sync Categories button
3. System will create missing default categories

To add custom category:

1. Go to Accounting → Cashflow → Categories
2. Click Add Category
3. Enter name, type (income/expense), and description
4. Click Submit

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Cashflow Data Structure

Cashflow Record Fields

Field	Description
id	Unique identifier
amount	Transaction amount
type	income or expense
category_id	Link to cashflow category
profile_type	1 = User, 2 = Subscriber
profile_id	ID of user or subscriber
source_type	1 = Automatic, 2 = Custom/Manual
description	Transaction notes
status	1 = Active, 2 = Reverted
created_by_id	User who created entry
created_by_username	Username of creator

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How Cashflow Works

During Subscriber Activation

When a subscriber is activated with payment:

1. Invoice Created
   ↓
2. Payment Recorded
   ↓
3. Cashflow Entry Created (Automatic)
   ├── Type: Income
   ├── Category: Subscriber Activation
   ├── Profile Type: Subscriber
   ├── Profile ID: Subscriber ID
   ├── Source Type: 1 (Automatic)
   └── Amount: Payment Amount

During User Balance Topup

When a reseller receives balance:

1. Payment Recorded
   ↓
2. Ledger Entry Created
   ↓
3. Cashflow Entry Created (Automatic)
   ├── Type: Income
   ├── Category: User Payment
   ├── Profile Type: User
   ├── Profile ID: User ID
   ├── Source Type: 1 (Automatic)
   └── Amount: Topup Amount

During Invoice Reversal

When an invoice is reversed:

1. Invoice Reversed
   ↓
2. Payment Status → Reverted
   ↓
3. Cashflow Status → Reverted (2)
   ↓
4. Original cashflow marked as reverted

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Adding Manual Cashflow

Step 1: Access Cashflow

1. Go to Accounting → Cashflow
2. Click Add Cashflow button

Step 2: Fill Details

Field	Description
Amount	Enter the transaction amount
Type	Select Income or Expense
Category	Choose appropriate category
Description	Add notes about the transaction

Step 3: Submit

Click Submit to save the cashflow entry.

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Viewing Cashflow Reports

Cashflow List

The main cashflow page shows all entries with:

• ID - Unique identifier
• Amount - Transaction amount
• Type - Income (green) or Expense (red)
• Category - Classification
• Description - Notes
• Created By - Who added the entry
• Date - When it was created

Filtering Options

Filter	Description
Search	Find by ID, amount, or description
Date Range	Filter by time period
Type	Show only income or expense
Category	Filter by specific category

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Exporting Cashflow Data

Excel Export

1. Apply desired filters
2. Click Excel Export button
3. Wait for file generation
4. Download the .xlsx file

CSV Export

1. Apply desired filters
2. Click CSV Export button
3. Wait for file generation
4. Download the .csv file

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Data Isolation

Cashflow data is isolated based on user permissions:

Admin/Staff View

• All cashflow entries for the ISP/Branch
• Custom entries created by admin
• All subscriber and user transactions

Reseller View

• Own custom cashflow entries
• Own subscribers' transactions
• Sub-resellers' and retailers' transactions (if applicable)

Sub-Reseller View

• Own custom cashflow entries
• Own subscribers' transactions
• Retailers' transactions (if applicable)

Retailer View

• Own custom cashflow entries
• Own subscribers' transactions only

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Best Practices

Recording Expenses

1. Be consistent - Use the same category for similar expenses
2. Add descriptions - Include invoice numbers, vendor names
3. Record promptly - Enter expenses as they occur
4. Review regularly - Check for missing entries

Analyzing Cashflow

1. Monthly review - Compare income vs expenses
2. Category analysis - Identify major expense categories
3. Trend tracking - Monitor changes over time
4. Budget planning - Use data for future budgets

Common Use Cases

Scenario	Action
Pay employee salary	Add expense → Employee Salary
Pay office rent	Add expense → Office Rent
Buy router for resale	Add expense → Equipment Purchase
Sell router to customer	Add income → Equipment Sales
Pay electricity bill	Add expense → Utility Bills
Receive installation fee	Add income → Installation Charge

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Troubleshooting

Issue: Missing Automatic Entries

Problem: Subscriber payment not showing in cashflow

Solutions:

1. Check if payment was recorded successfully
2. Verify payment status is not "Reverted"
3. Check ISP/Branch filter settings

Issue: Wrong Category

Problem: Entry has incorrect category

Solution:

1. Go to Cashflow list
2. Click Edit on the entry
3. Change category
4. Save changes

Issue: Duplicate Entries

Problem: Same transaction appears twice

Solutions:

1. Check if both automatic and manual entries exist
2. Delete the duplicate manual entry
3. Never manually add entries for automatic transactions

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Summary

Feature	Description
Automatic Tracking	System records payments and activations
Manual Entries	Add custom income/expenses
Categories	Organize transactions by type
Data Isolation	Users see only their relevant data
Export Options	Excel and CSV downloads
Reversal Handling	Tracks reversed transactions

Cashflow management helps you understand where your money comes from and where it goes! 💰