Flow: Deferred Payment Collection (VIP/Sponsor Payment Workflow)¶

Actor¶

Primary: Finance Administrator
Secondary: Partner (payment debtor)

Preconditions¶

Quota or tickets assigned with "Deferred Payment" flag enabled
Tickets claimed/allocated by VIP/sponsor/partner but payment deferred
Finance manager has access to payment management system
E-racuni (Croatian e-invoicing system) integration configured
Bank account monitoring process established

Flow Steps¶

Part 1: Deferred Payment Offer Creation (Admin)¶

Review Deferred Payment Orders
- Finance manager logs into admin portal
- Navigates to "Payment Management" → "Deferred Payments" section
- Dashboard displays:
  - Pending deferred payments (tickets claimed, payment not collected)
  - Outstanding amount by debtor
  - Payment deadlines
  - Overdue payments (highlighted in red)
- Filter options:
  - By debtor (VIP name, sponsor organization)
  - By match/event
  - By payment status: Pending, Offer Sent, Partially Paid, Paid, Overdue
  - By date range
Group Payments by Debtor
- Finance manager reviews multiple orders for same debtor
- Example: "HNK Rijeka" has claimed tickets for 3 different matches
  - Match 1: Croatia vs. Portugal (12 tickets, €1,440)
  - Match 2: Croatia vs. Spain (8 tickets, €960)
  - Match 3: Croatia vs. Italy (15 tickets, €1,800)
  - Total outstanding: €4,200
- System allows grouping multiple orders into single payment offer
- Finance manager selects orders to group:
  - Checkbox selection for multiple orders
  - "Group Selected" button
- System creates consolidated payment offer
Generate Payment Offer
- Finance manager clicks "Generate Payment Offer" for grouped orders
- Payment offer form displayed with:
  - Debtor Information (editable by admin):
    - Organization/Individual name
    - Email address (primary contact)
    - Tax ID (OIB for organizations)
    - Billing address
  - Payment Items (auto-generated from grouped orders):
    - Match name, date, venue
    - Ticket quantity per match
    - Price per ticket
    - Subtotal per match
    - Service fees (if applicable)
  - Payment Summary (auto-generated):
    - Total amount: €4,200
    - VAT breakdown (if applicable)
    - Payment reference number: auto-generated (e.g., DEF-2025-001234)
  - Additional Fields (editable by admin):
    - Payment deadline/due date (e.g., 15.12.2025)
    - Additional notes or terms
    - Custom message for debtor
- Finance manager reviews and edits:
  - Debtor information (if corrections needed)
  - Payment due date
  - Additional notes
- System validates all required fields
- Note: Payment instructions (bank account details, IBAN, payment reference) will be added via e-racuni system
Generate Payment Offer via E-Racuni
- Finance manager clicks "Generate Payment Offer in E-Racuni"
- System integrates with Croatian e-racuni system
- Payment offer created in e-racuni with:
  - Unique payment offer number
  - HNS billing details (issuer)
  - Debtor billing details (recipient)
  - Line items with VAT breakdown
  - Payment terms and due date
  - Payment instructions (added by e-racuni system):
    - Bank account details (IBAN)
    - Payment reference code (for reconciliation)
    - QR code for payment (if applicable)
  - Digital signature (e-racuni compliance)
- System submits payment offer to e-racuni portal automatically via API
- Confirmation received: "Payment offer successfully created in e-racuni"
- Payment offer status in our system: "Offer Sent"
Send Payment Offer to Debtor (outside of system, via e-racuni)
- Finance manager clicks "Send Payment Offer" via email in e-racuni
- Email sent successfully

Part 2: Manual Payment Reconciliation (Finance Manager)¶

Monitor Bank Account
- Finance manager checks bank account daily (or receives bank statement)
- Reviews incoming payments
- Identifies payments with matching reference numbers
- Notes unmatched payments for investigation
- Example: Finance manager identifies bank transaction: €4,200 from HNK Rijeka, Reference: DEF-2025-001234
- Finance manager matches transaction to payment offer in e-racuni system
Finance Admin Marks Payment and Issues Invoice in E-Racuni
- Finance manager logs into e-racuni system
- Manually marks payment offer as "Paid" in e-racuni
- Issues invoice in e-racuni system for the paid amount
- Invoice generated with:
  - Unique invoice number
  - Reference to original payment offer
  - Payment confirmation details
  - All line items from payment offer
System Pulls Invoice and Closes Payment Offer
- System monitors e-racuni API for invoice status updates
- System detects new invoice issued for payment offer DEF-2025-001234
- System pulls invoice data via e-racuni API:
  - Invoice number
  - Invoice PDF document
  - Payment confirmation details
  - Timestamp of payment
- System updates payment offer status: "Offer Sent" → "Paid"
- All associated orders updated:
  - Payment status: "Deferred" → "Completed"
  - Tickets confirmed as fully paid
  - Financial records updated
  - Invoice linked to payment offer
- Audit log entry created:
  - Action: "Payment reconciled and invoice received"
  - User: System (automated via API)
  - Timestamp: Current date/time
  - Details: Invoice pulled from e-racuni, payment offer closed

Alternative Flows¶

A1:Identify Partial Payment
- Bank transaction shows €2,000 (instead of €4,200)
- Reference: DEF-2025-001234
- Finance manager matches to payment offer
- Invoice status is unchanged, nothing to do in our system

Post-Flow Actions¶

Audit Trail:

Complete history of all payment activities:
- Offer creation and modifications
- Status changes
- User actions with timestamps
Export capability for audits

Integration with E-Racuni:

E-racuni invoice lifecycle tracked via API:
- Created → Submitted → Issued → Paid

Last Updated: January 2026