Balance Confirmation

What this application does

This is the Balance Confirmation & MSME Tracker for Bala and Co., and SPRD and Co., Chartered Accountants. It lets the audit team enter debtor and creditor balances for a client, send each party a secure emailed request to confirm that balance, and track every step—sent, delivered, opened, responded or bounced—in one place. Every action is written to a permanent audit trail.

Who does what (roles & hierarchy)

Access is arranged as a maker/checker chain, lowest to highest: Audit Upload → Audit Manager → Administrator → Developer. Each role can only do what is listed for it; higher roles can also do everything the roles below them can.

The two shared logins are used by several real people at once. Whoever is at the keyboard enters their own name and work email at sign-in—that identity is what appears as "Entered by" throughout the app and is what tracks edit limits, even though the login itself is shared. That same identity is also what gets used for email: whichever name and email you entered at sign-in is automatically CC'd on any confirmation you send, and is the one that gets notified directly if that client responds or the email bounces—so your own inbox always reflects what you personally sent, no matter which shared login you used.

The approval workflow, start to finish

1. Entry. Audit Upload adds a party manually or imports an Excel/CSV file. The row starts as pending review.
2. Review. Audit Manager (or Administrator/Developer) checks the row, corrects any mistake, and either Verifies or Rejects it. Only a verified row with a valid, approved Recipient Email can be sent.
3. Recipient approval. The Manager confirms or corrects the Recipient Email during review—this is the only address ever used to send the confirmation.
4. Send. Manager/Administrator/Developer sends the confirmation, individually or as a bulk batch. This generates a one-time secure link and emails it to the party.
5. Delivery tracking. The Dashboard status updates automatically as the email provider reports Sent → Delivered → Opened, or Bounced if it failed.
6. Client response. The external party opens the secure link and submits Agree/Disagree, their own balance if they disagree, remarks, and—for creditors—their current MSME status. This is recorded once and cannot be resubmitted.
7. Everyone who needs to know, finds out. The Dashboard, Parties register and Audit Log all show the result immediately, and the person who actually sent it receives their own copy and notifications (see "Mail copy access" below).

Adding parties

Manual entry (Manager/Administrator/Developer add directly; Audit Upload uses the import panel instead): fill in Client Name, Party Name, Type (Debtor/Creditor), Book Balance, Balance Type, As On Date, and Recipient Email if known.

Excel/CSV import (Parties page): choose the Chartered Accountant firm for the whole file, download the blank template or the sample workbook, fill it in, then upload. Up to 500 rows are validated before anything is saved—you will see the exact row and reason for any error before importing.

MSME Status applies only to creditors. Entering it internally (manual entry or import) is optional and can be left blank. The external creditor, however, must choose their MSME status themselves on the public confirmation page before they can submit their response.

Sending, reminders, and who gets copied

Only a verified row with an approved Recipient Email can be sent. Remind generates a fresh secure link and is available once a confirmation has been sent but not yet responded to.

Mail copy access: whoever is actually signed in and clicks Send/Remind is automatically CC'd on that outgoing email, and separately receives a direct notification if the client later responds or if the email bounces/fails—with the exact reason, shown as a coloured chip (Sent, Delivered, Opened, Replied, Bounced, or Not sent) on that row's delivery details. This happens regardless of who originally entered the party. Client replies are also routed so they reach both the shared Audit Manager inbox and that same sender directly.

Reminders due

This tab automatically lists every confirmation that was sent (or last reminded) 3 or more days ago and still has no response—so nothing overdue gets forgotten. It updates live as the Dashboard data refreshes, and shows a live count next to the "Reminders" link in the sidebar (for example "3 due").

Each row shows the Client/Party, Recipient, current Status, the date the party was Added, the Last reminder sent date (or "Not yet reminded" if only the original email was sent), and the exact number of Days waiting. Click any column heading to sort by it—click again to reverse the order.

Use the Client dropdown above the list to narrow it to one company at a time. Audit Manager, Administrator or Developer can then either tick Select all visible and click Send selected reminders to remind everyone shown in one batch, or click Remind on a single row.

Audit Upload can open this tab and see the full list, including who is overdue and for how long, but cannot select rows or send—those controls are replaced with "View only". If you are Audit Upload and see something that needs a reminder, tell your Audit Manager or Administrator so they can send it.

Dashboard, Parties register, and exporting data

The Dashboard shows totals and a paginated (25 per page) confirmation register, filterable by status and CA Firm. The Parties page is the full working register with search, multi-select filters, bulk verify/send/delete, and per-row recipient editing.

Export CSV and Export Excel on the Dashboard download the full register, including responses, variance, Mail Copy Access and Bounce Reason columns. Use the "Export client" dropdown next to them to limit the download to one specific client.

Audit Log

Every mutation—party created/edited/deleted, review decisions, sends, reminders, responses, logins and logouts—is recorded here for 30 days and cannot be altered. Use the From/To date pickers, Today, or Last 7 days to shortlist activity; Clear removes the filter.

User Management Administrator & Developer only

• Create an employee with Audit Upload, Audit Manager or Administrator access; a secure password setup email is sent automatically.
• Block/Unblock immediately stops a specific account from signing in again, without deleting anything—fully reversible.
• Delete permanently removes the login; that person's past entries are preserved as unowned, read-only records rather than being reassigned.
• Blocked & deleted accounts drawer lists everyone currently blocked (with a one-click Unblock) and everyone deleted in the last 30 days (with a "Re-create" shortcut that pre-fills the Create form—this makes a new account, it does not restore the old one).
• Look up login sessions by email shows a specific person's recent logins across any account, shared or individual, for the last 30 days.
• Session security toggle, off by default: when turned on, each signed-in identity (an Administrator/Developer account, or a specific person's name+email on a shared login) is limited to one active session at a time.

Signing in and staying signed in

There is no automatic time-based logout—once signed in, a session stays active until someone manually logs out, or an Administrator blocks/deletes that account. The shared Audit Upload and Audit Manager logins can be used by several people at the same time; each person identifies themselves by name and work email once per browser session.

Smart App Guide (the chat assistant)

The floating guide button opens a completely offline, built-in assistant—it does not call any external AI service. Choose a workflow card, or type your question. You can also type a client's name directly (for example "Vintech") to get an instant Sent/Delivered/Opened/Replied/Bounced summary for that client, with a one-click link straight to their records.