Manage operations from the administration console

Sign-in and access permissions#

1. Sign in with your usual account, then open Administration in the header or visit /admin.
2. The owner is defined in server configuration. In Access and roles, the owner can grant or revoke a role for an existing account.

Overview and search#

The overview groups customer accounts, tracked services, verified EUR receipts, pending payments, subscriptions and supplier balances. Charts use known payment dates. Historical receipts without a date remain in the total and are identified separately.

Global search finds customers, services and payment references. Lists can be filtered and show 25 rows per page. CSV exports contain the displayed page; fields ending in _cents use the minor units of the indicated currency.

Portal data is refreshed every 30 seconds while the tab is visible and no form is open. External inventories require an explicit refresh.

Customer accounts and subscriptions#

Suspending sign-in does not cancel services or payment agreements. The owner's account is protected; only the owner can suspend another administration member.

Subscriptions and coverage shows renewal agreements, paid service periods, next payments and exceptions. An active agreement is not proof of payment.

1. In Customers, open an account to view its services, requests, payments and subscriptions.
2. Record the contact, company, phone and internal notes without changing the customer's login credentials.
3. If necessary, suspend account access with a reason and confirmation. Sessions are ended. Restore access from the same account record.

Customer payments: understand statuses#

Receipts rely on verified Newtata card and PayPal payment evidence and renewal transactions. They do not represent the payment provider account's entire activity.

Paid means a confirmed transaction. Awaiting payment means a prepared payment that is still valid. Expired means a payment not completed within its validity period. Needs review flags an exception or dispute. Payment not prepared means an order without a finalised payment total.

Payments requiring review and unfrozen net amounts are excluded from confirmed receipts. Customer payments cannot be manually marked as paid.

Resources and commitments by supplier#

Unassigned inventory is distinguished from allocated services. Commercial requests remain identified as requests so they are not confused with delivered resources. Inventory deduplication uses the supplier, account and reference.

The known monthly budget is an estimate excluding tax. Annual costs are spread over twelve months. Missing costs remain unknown and the budget is marked partial. Currencies remain separate.

A recorded contract or status change is for internal tracking. Actual reservation and cancellation must also be handled with the supplier. Existing technical tools remain accessible in the console.

1. Open Suppliers to find connected accounts and resources by category: VPS, dedicated servers, domains, storage, email and load balancers.
2. Use Refresh to read a connected account's inventory. This read does not order resources. The date, complete or partial status and failures are displayed.
3. In Services and reservations, enter known supplier costs or add a tracking contract for an external resource. Choose its customer, status and billing period.

Supplier invoices and actual amounts due#

The amount due is calculated from recorded invoices less their valid settlements. It does not come from estimated resource budgets. Record all invoices for complete tracking; supplier billing is not imported automatically.

These entries do not initiate transfers, refunds or supplier payments. EUR, USD, GBP and MAD amounts are kept separate without an implicit exchange rate.

1. In Supplier invoices, record the supplier, account, number, currency, gross amount, issue date and due date of an actual invoice.
2. After making a payment outside the portal, record its amount, date and supporting reference. Partial payments are accepted up to the remaining balance.
3. Open the invoice history to review its settlements. For an entry error, void the record with a reason. Recorded settlements must be voided before a paid invoice record can be voided.

Activity log and troubleshooting#

The log records the actor, action, target and time of changes, together with recorded technical operations. Login credentials and supplier secrets are not exposed in lists or exports.

Access restricted: sign in to the correct account and ask the owner to check your role. A read-only account cannot change data.

Inventory outdated or partial: check the supplier account connection, then select Refresh again. The last successful inventory is retained after a failure and its date remains visible.

Incomplete budget or missing balance: enter known costs and record actual invoices. The absence of a recorded invoice does not prove that no supplier debt exists.