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Exchange

Menu path: Admin -> Exchange

This section is the main order management area of RoboExchanger.

It is used to review customer exchange orders, check payment details, update order status, review history, and handle exceptions like hold, decline, refund, or timeout cleanup.

Standard admin workflow​

The normal admin workflow is:

  1. Open Admin -> Exchange.
  2. Find the order from the list.
  3. Open Details.
  4. Review customer, payment, receive account, and proof data.
  5. Update the status if needed.
  6. Check history, affiliate, review, and system info tabs when needed.

Important warning​

Changing an exchange status is not just a visual change.

In the current codebase, a status update can also trigger:

  • status history logging
  • reserve adjustment logic
  • customer notification flow

So admins should update exchange status carefully and only after reviewing the order details.

Main pages​

  • Exchange List
  • Exchange Details

This documentation focuses on the real day-to-day admin workflow: list and details.

Exchange List page​

This is the main order list.

List actions​

At the top of the page, admins can use:

  • Delete Selected
  • Delete Timeout Exchange

The table also supports:

  • search
  • print
  • export
  • reload
  • reset

The page also refreshes the list automatically in the background, so recent changes can appear without a full page reload.

List columns​

  • Date
  • Reference ID
  • User
  • From Currency
  • To Currency
  • Exchange Amount
  • Receive Amount
  • Status
  • Action

What the columns mean​

  • Date: order date and time
  • Reference ID: exchange reference number
  • User: customer name and email
  • From Currency: send method with image and code
  • To Currency: receive method with image and code
  • Exchange Amount: customer send amount
  • Receive Amount: customer receive amount
  • Status: current order state
  • Action: opens the details page

Reference ID​

The reference ID is the main order number.

This is what customers and admins usually use when they track one exchange.

Delete Selected​

This action deletes the checked orders from the list.

Use this very carefully.

It is not just table cleanup. Deleting exchange rows can affect reserve correction logic for removable statuses.

Use it only when:

  • you are sure the selected records should be removed
  • you already reviewed whether the orders are still needed for support, audit, or dispute handling

Delete Timeout Exchange​

This action removes orders with timeout status.

Use this when:

  • you want to clean expired unpaid orders
  • those timeout records are no longer needed in the admin list

This is much safer than deleting mixed statuses manually.

Exchange Details page​

Menu path:

Admin -> Exchange -> Details

This is the most important page in the exchange module.

It is divided into these tabs:

  • Summary
  • History
  • Affiliate & Reviews
  • System Info

Summary tab​

This tab is the main working area for one order.

It includes:

  • Customer Details
  • Invoice
  • Send Details
  • Receive Details
  • Status Update Form

Customer Details card​

This card shows the basic customer information.

What you will see​

  • customer name
  • customer email
  • customer phone, if available
  • verification icon for linked customer accounts

Important details​

  • if the exchange belongs to a registered customer, the customer name links to the customer profile
  • a green verification icon means the linked customer is verified
  • a red verification icon means the linked customer is not verified

Use this card when:

  • you need to contact the customer
  • you need to confirm whether the order belongs to a registered account
  • you need to review KYC state quickly

Invoice card​

This card shows the basic order record information.

What you will see​

  • Invoice: the reference ID
  • Status: current order status
  • Date Added
  • Last Update

Use this card when:

  • the customer asks for the order number
  • you want to confirm the current state quickly
  • you want to know whether the order was changed recently

Send Details card​

This card explains what the customer is sending to you.

Fields in Send Details​

  • Currency
  • Amount
  • Exchange Fee
  • Total Payment
  • Exchange Rate
  • Exchange Proof
  • Payment Details

What each field means​

Currency

  • the send currency title
  • the send currency code
  • the send network, if used

Amount

  • the main send amount before fee

Exchange Fee

  • the fee charged on the send side

Total Payment

  • total amount the customer should pay you
  • usually this is Amount + Exchange Fee

Exchange Rate

  • the saved route rate used for this order
  • shown as from_rate -> to_rate

Exchange Proof

  • customer uploaded payment proof
  • usually a screenshot or receipt image

Payment Details

  • customer-submitted note about the payment
  • this may include transaction ID, sender details, or extra explanation

Important note​

Exchange Proof is the customer’s proof of payment.

This is different from admin-side Transaction Proof, which appears on the receive side after the admin uploads it.

Receive Details card​

This card explains what the customer should receive and what the admin may need to process the payout.

Fields in Receive Details​

  • Currency
  • Receive Amount
  • Payout Fee
  • Total Receive Amount
  • On Account
  • Destination Tag
  • extra receive account fields
  • Qr Code
  • Transaction Hash
  • Transaction Status
  • Estimate Profit or Estimate Loss
  • Transaction Proof
  • Decline Reason
  • Refund Hash
  • Refund Proof

What each field means​

Currency

  • receive currency title
  • receive currency code
  • receive network, if used

Receive Amount

  • receive amount before payout fee deduction

Payout Fee

  • fee deducted on the receive side

Total Receive Amount

  • final amount the customer should receive

On Account

  • the customer’s main receive account
  • for example wallet address, account number, email wallet, or bank account

Destination Tag

  • extra destination identifier when the currency needs it
  • used only for some specific payment networks

Extra receive account fields

  • extra customer receive details collected during order creation
  • examples may include bank name, branch name, memo, or other receive-account information

Qr Code

  • customer-uploaded QR code for the receive account
  • this is different from payment proof

Transaction Hash

  • payout or outgoing transaction reference
  • usually filled when the order is confirmed and a real payout was sent

Transaction Status

  • external transaction state when available from a connected flow

Estimate Profit or Estimate Loss

  • shown while the order is still open or recently processed
  • before full completion this is treated as an estimate

Transaction Proof

  • admin-uploaded proof after payout or transaction processing

Decline Reason

  • shown when the order status is declined

Refund Hash

  • refund transaction reference

Refund Proof

  • proof file for refund handling

Status Update Form​

This is the main admin action area on the exchange details page.

Main fields​

  • Status
  • Comment
  • Transaction Hash
  • Refund Hash
  • Refund Proof
  • Exchange Proof

What each field means​

Status

  • selects the order state

Comment

  • admin explanation shown when the order is declined or put on hold

Transaction Hash

  • outgoing transaction reference for a confirmed order

Refund Hash

  • refund reference number or transaction code

Refund Proof

  • proof file for a refund

Exchange Proof

  • admin-side transaction or payout proof file

Important form behavior​

The page shows extra fields based on the selected status:

  • confirmed shows Transaction Hash
  • declined shows Comment
  • on-hold shows Comment
  • refund shows Refund Hash and Refund Proof

This means the admin should select the correct status first, then fill the supporting fields.

Exchange status guide​

StatusMeaningWhen to use it
pendingOrder was created and is still waiting for payment from the customerUse for newly created manual-payment orders
waitingCustomer submitted payment details or proof and the order is waiting for merchant reviewUse after payment information is received but before final approval
confirmedOrder is completed successfullyUse after payment is verified and payout is completed
on-holdOrder needs manual pause or extra reviewUse when something is unclear, risky, or needs investigation
declinedOrder is rejectedUse when payment is invalid, route cannot be completed, or policy blocks the order
refundCustomer payment was refundedUse when money was returned to the customer
timeoutOrder expired without successful completionUsually a timeout cleanup state, not a normal manual finalization choice from this form

If the customer has not paid yet​

Keep the order as:

  • pending

If the customer submitted payment details and proof​

Move the order to:

  • waiting

If your team verified the payment and completed payout​

Move the order to:

  • confirmed

Add when available:

  • Transaction Hash
  • admin Exchange Proof

If something is suspicious or incomplete​

Move the order to:

  • on-hold

Add:

  • a clear Comment

If the order cannot continue​

Move the order to:

  • declined

Add:

  • a clear Comment

If you returned the customer payment​

Move the order to:

  • refund

Add when available:

  • Refund Hash
  • Refund Proof

History tab​

This tab contains:

  • Status History
  • Funds received in

Status History​

This section shows the order status timeline.

Columns​

  • Date Added
  • Comment
  • Order Status
  • Processor

What it is used for​

Use this section when:

  • you need to know who changed the order
  • you want to see the status timeline
  • you want to review previous comments and actions

Funds received in​

This section shows the account snapshot where the customer was expected to pay.

It comes from the send-side gateway/account information saved during order creation.

Examples may include:

  • account name
  • account number
  • wallet address
  • bank name
  • gateway label

Use this section when:

  • you need to confirm which receiving account the customer was shown
  • you need to match customer payment with the correct company account

Affiliate & Reviews tab​

This tab has two cards:

  • Affiliate
  • Review

Affiliate card​

This card shows affiliate bonus information if the order created a referral bonus.

What you may see​

  • affiliate bonus record ID
  • linked customer
  • bonus amount

If there is no affiliate bonus, this card stays empty.

Review card​

This card shows customer review data for the exchange, if available.

What you may see​

  • star rating
  • review comment

If no review was submitted, this card stays empty.

Important note:

  • only confirmed exchanges are normally reviewable from the customer side

System Info tab​

This tab shows IP and device-related order information when it exists.

What you may see​

  • IP address
  • user agent
  • domain
  • country or geo details
  • region or city data when available

Use this tab when:

  • you need a fraud-review clue
  • you want to inspect customer environment data
  • you need extra investigation context

What admins should verify before changing status​

Before updating a live order, check:

  • customer name and contact data
  • send amount and total payment
  • payment proof and payment details
  • receive account and extra receive fields
  • current status and history
  • whether refund or decline needs a written reason
  • whether confirmation needs a transaction hash or admin proof

Common mistakes​

  • marking an order confirmed before verifying payment
  • using declined or on-hold without a clear comment
  • confusing customer Exchange Proof with admin Transaction Proof
  • editing status without reviewing receive account and extra fields
  • deleting orders that may still be needed for support or audit
  • deleting non-timeout rows in bulk without checking their business impact
  • forgetting that status changes can trigger notifications and reserve logic

Save or update problems​

If the status form does not save, check these points:

  • Status is selected
  • from_currency and to_currency hidden values are still present in the form
  • uploaded files use supported image formats
  • file sizes are within your upload limit
  • comment or hash fields are not too large or malformed

If the update saves but the result feels wrong, check these points:

  • the chosen status really matches the order stage
  • the correct proof field was uploaded
  • the decline or hold reason was written clearly
  • transaction or refund reference was entered in the correct field
  • related notification settings are configured as expected

Best practice​

  • treat waiting as payment-submitted but not yet approved
  • use on-hold instead of guessing when a case needs manual review
  • always write a clear reason for declined and on-hold
  • attach payout proof for completed manual operations when possible
  • use Delete Timeout Exchange for cleanup instead of deleting mixed statuses blindly
  • review status history before making a second or third change to the same order