Vendor Credit Approval (UPI Screenshot Process)
Purpose: For Vendor Operations, Finance, Operations & Management Teams
1. Purpose of This Module
To ensure:
✔ Correct vendor credit management
✔ Identify and block fraudulent credit uploads
✔ Maintain clear audit trails
✔ Ensure vendors receive credits only after genuine payments
✔ Support accurate vendor financial records
This SOP governs the approval process for vendor-uploaded UPI payment screenshots used to add credits to their Cashkr account.
2. When Is This Process Used?
Vendors upload UPI payment screenshots when:
They add Credits (commission balance)
They refill their Wallet (if allowed in future updates)
They claim pending credit from Cashkr Ops
They need adjustment after an order reversal
The Admin Panel section used is:
Vendors → Payments → Credit Approval Panel
3. Eligibility for Credit Approval
Before approving any screenshot:
Vendor must be ACTIVE
Vendor should have valid KYC
Vendor must not be on HOLD or DEACTIVATED
Vendor balance must match expected transaction
Screenshot must follow required format
4. Required Data on Screenshot
Every UPI screenshot must clearly show:
Transaction ID (UTR)
Amount paid
Time & date
Sender UPI ID (Vendor’s UPI must match registered UPI)
Receiver UPI ID (Cashkr bank account UPI ID)
Paid to / Paid from details
Success confirmation (Payment Successful / Completed)
If ANY of the above is missing → Reject Immediately.
5. Step-by-Step Approval Process
Step 1 — Open Admin Panel
Go to:
Vendors → Payments → UPI Screenshot Approvals
Step 2 — Select the Vendor’s Pending Request
Each entry shows:
Vendor Name
UPI ID
Amount they claim
Screenshot preview
Timestamp of upload
Step 3 — Verify Screenshot Authenticity
Check:
A. Transaction Details
Match screenshot amount = vendor claimed amount
UTR present & readable
Timestamp within last 24–48 hours
B. UPI ID Validation
Sender UPI matches vendor’s registered UPI
Receiver UPI matches Cashkr’s bank UPI
C. Image Verification
No editing marks
No crop edges hiding information
Not reused screenshot from past uploads
If anything looks suspicious → escalate to Vendor Ops Manager.
Step 4 — Cross-Check in Bank Statement (Finance)
Finance team must confirm:
Amount received
UTR matches
Payment timestamp matches
Vendor UPI ID correctness
If matched → proceed
If mismatch or not found → Reject
Step 5 — Approve or Reject
A. Approve
If everything is correct:
Click Approve
Credits will be added to vendor’s account automatically
System logs audit entry
Vendor receives SMS/notification
B. Reject
Reasons for rejection include:
Mismatched amount
Missing UTR
Wrong UPI ID
Duplicate screenshot
Edited or tampered screenshot
Payment not found in bank records
System will ask for a Rejection Reason — must be filled clearly.
Vendor receives notification:
“Your credit request was rejected due to incorrect/invalid payment proof.”
6. Fraud Detection Rules (Zero Tolerance)
Reject immediately if:
🚫 Screenshot is blurry or intentionally cropped
🚫 Image is repeated from previous uploads
🚫 UPI ID sender does NOT match vendor’s registered UPI
🚫 Screenshot edited (photoshop signs)
🚫 Device time doesn’t match screenshot timestamp
🚫 Transaction ID is invalid or fake
If detected 2+ times → Vendor gets held
If detected 3+ times → Deactivation + permanent block
Vendor Ops must add to Fraud Log inside Admin Panel.
7. Internal Approval Flow
Step | Team | Action |
|---|---|---|
1 | Vendor Ops | Initial screenshot review |
2 | Finance | Bank statement confirmation |
3 | Vendor Ops Manager | Final approval (for high-value uploads) |
4 | System | Credits added automatically |
8. Communication Flow
Vendor Notifications After Approval
“Your credits have been successfully added.”
Vendor Notifications After Rejection
“Your credit request was rejected due to invalid proof. Please upload correct screenshot.”
Vendor Ops Internal Notes
Must include:
Why approved/rejected
UTR validated
Cross-check confirmation
9. BD/Area Management Team Involvement
BD team uses approved credits to:
Monitor vendor activity
Track which areas have active vs inactive vendors
Identify high-performing vendors vs low-engagement vendors
Coordinate with Vendor Ops to ensure vendors in high-demand areas keep their credits active
BD team does NOT approve credits but uses credit activity as a performance indicator.
10. Common Error Scenarios & How to Handle Them
A. Vendor Uploaded Wrong Screenshot
→ Reject
→ Ask vendor to upload correct screenshot
B. Vendor Paid But Screenshot Missing UTR
→ Reject
→ Ask vendor to resend with visible UTR
C. Payment Not Received in Bank
→ Reject
→ Notify vendor to check with their bank
D. Vendor Uploaded Same Screenshot Twice
→ Reject
→ Mark internally as duplicate attempt
E. Vendor Added Credits But Is on HOLD
→ Inform vendor that credits cannot be added until HOLD is removed
→ Redirect issue to Vendor Ops
11. One-Page Quick Summary (Training Card)
Credit Approval Checklist:
✔ UTR visible
✔ Amount matches
✔ Timestamp matches
✔ Sender UPI = Vendor UPI
✔ Receiver UPI = Cashkr’s UPI
✔ Bank confirmation done
✔ Screenshot unedited
Approve → Add credits automatically
Reject → Give clear reason + vendor notified
No approval without Finance verification.
No tolerance for fake screenshots.