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Create a Complete Payment Cycle

This tutorial guides you through all the steps of a payment cycle, from creation to closure.

Process overview​

Creation → Generation → Validation → Execution → Closure

Estimated time: Variable depending on number of beneficiaries

Step 1: Create the cycle​

Access the form​

  1. Click on Cash Transfers > Cycles
  2. Click New cycle

Fill in the information​

FieldExampleDescription
NameJanuary 2024Descriptive name of the cycle
ProgramFamily ProgramAssociated program
Start date01/01/2024Start of period
End date31/01/2024End of period
Amount/benef.15000Amount per beneficiary

Save​

  1. Verify the information
  2. Click Create
  3. The cycle is created with Planned status

Step 2: Generate payments​

Launch generation​

  1. Open the created cycle
  2. Click Generate payments
  3. Confirm

Wait for processing​

Generation may take a few minutes depending on the number of beneficiaries.

A progress bar is displayed.

Verify the result​

After generation:

IndicatorValue
Beneficiaries1,500
Total amount22,500,000 FCFA
StatusPreparation

Review exclusions​

Some beneficiaries may be excluded:

  • Inactive
  • Without payment account
  • Non-compliant with conditionalities

Click View exclusions for the detailed list.

Step 3: Verify payments​

Payment list​

The Payments tab displays all generated transfers:

ColumnDescription
ReferenceUnique payment code
BeneficiaryName of head of household
AmountSum to transfer
MethodMobile Money or Bank
AccountAccount number

Filter and verify​

  1. Use filters to refine the list
  2. Verify some random payments
  3. Correct errors if necessary

Modify a payment​

To correct a payment:

  1. Click on the payment
  2. Modify the information
  3. Save

Step 4: Submit for validation​

Prerequisites​

Before submitting:

  • ✅ All payments are verified
  • ✅ Total amount is correct
  • ✅ No pending errors

Submit​

  1. Click Submit for validation
  2. Add a comment if necessary
  3. Confirm

The cycle changes to Submitted status.

Step 5: Validation​

Validation levels​

Depending on configuration, the cycle goes through several levels:

LevelValidatorAction
Level 1ManagerTechnical validation
Level 2SupervisorBudget validation
Level 3DirectorFinal approval

Validate (if you are a validator)​

  1. You receive a notification
  2. Open the cycle
  3. Review the details
  4. Click Approve or Reject

Rejection​

In case of rejection:

  • The cycle returns to Preparation
  • The rejection reason is recorded
  • The initiator is notified

Step 6: Export for operators​

Once validated​

  1. Click Export
  2. Select the operator format:
    • Orange Money
    • Free Money
    • Wave
    • Bank (SEPA)

Generated files​

A file is generated per operator with:

  • List of beneficiaries
  • Account numbers
  • Amounts

Transmit to operators​

  1. Download the files
  2. Transmit to each operator according to their process
  3. Keep acknowledgments of receipt

Step 7: Track execution​

Payment statuses​

During execution, statuses evolve:

StatusMeaning
PendingNot yet processed
SentTransmitted to operator
PaidReceived by beneficiary
FailedTransfer failed

Import returns​

  1. Receive return files from operators
  2. Click Import returns
  3. Select the file
  4. Statuses are updated

Handle failures​

For failed payments:

  1. Identify the cause (invalid number, etc.)
  2. Correct the information
  3. Retry the payment

Step 8: Close the cycle​

Closure conditions​

  • ✅ All payments are processed
  • ✅ Failures are resolved or documented
  • ✅ Reconciliation is complete

Close​

  1. Click Close cycle
  2. Confirm

The cycle changes to Closed status and is archived.

Cycle summary​

StepStatusAction
1PlannedCreate the cycle
2PreparationGenerate payments
3PreparationVerify payments
4SubmittedSubmit for validation
5ValidatedMulti-level validation
6ValidatedExport for operators
7In progressTrack execution
8ClosedClose the cycle

Next steps​

Congratulations!

You now know how to manage a complete payment cycle!