29 Jul 10 General Finance Setting

The Reseller Admin Control Panel allows you to customize various finance parameters as follows:

1. Login into your Reseller Admin CP at http://manage.gossimer.biz/reseller

2. Click on Settings -> Finance & Billing -> General Settings.

3. Modify all the information in the form to suit your needs. The various fields in the form are explained below.

Selling Currency – This field represents the currency in which you wish to sell your Products to your Customers and Sub-Resellers.
Accounting Currency - This field is important for you if you use the Online Invoicing and Billing system we provide. If your Selling currency above is different from the currency in which you maintain your books of accounts, you may change your accounting currency.
Note that, if you choose a different Accounting Currency, all Invoices, Receipts, Debit Notes and Credit Notes will contain two currency columns, containing both the Selling currency and the Accounting Currency. This field represents the local currency of your country. So in India, this would be the Indian Rupee, if you are from Europe choose the Euro. If you made the wrong Currency choice at setup time then it is VERY IMPORTANT that you immediately contact us, before you start selling any Products. A wrong Currency could have several implications to your billing section.
Currency Conversion Rate – This represents the Conversion rate between your Selling Currency and your Accounting Currency. If you have chosen a different Accounting currency from your Selling Currency, the system will also automatically calculate your Forex Gain/Loss per transaction for you. Alternatively, you can keep modifying this value on a regular basis to represent the accurate conversion rate between your Selling and Accounting currencies. This needs to be selected by clicking on the check box, listed above the Currency Conversion Rate.
Funds Threshold Level – Set this to a comfortable amount such that the the System notifies you when your Funds in your Reseller Advance A/c drop below this level. For instance, if you set this to 100 in your Selling Currency, then each time your funds drop below 100, you will get an e-mail to replenish your funds.
Minimum Transaction Amount – This is a very useful feature which allows you to specify a minimum amount below which your Customers and Sub-Resellers will not be able to pay/add funds using any online payment option. This is useful when you do not wish to allow your Customers and Sub-Resellers to transact small amounts by online methods.Minimum Transaction Amount for making Payments – By setting a value greater than zero in this field, you can restrict your Customers from paying for Invoices/Debit Notes of lesser amounts.
Minimum Transaction Amount for Adding Funds – By setting a value greater than zero in this field, you can restrict your Customers and Sub-Resellers from adding funds into the system of lesser amounts.
Turn on the generation of Risk Assessment Reports – By default this feature is turned on, as measure to mitigate fraud when receiving funds from your Sub-Resellers and Customers via any of the following Payment Gateways -
- Authorize.Net Credit Card Gateway
- VeriSign Payflow Pro Credit Card Gateway
- Planet Payment Credit Card Gateway
- Electronic Clearing House Credit Card Gateway
- PayPal Direct Payment API Gateway

- Apart from various online payment gateways that you can setup to receive funds, you may also choose to receive payment via offline methods. Should you choose to do so, you would need display various methods by which your Customers and Sub-resellers can make offline payments, such as your Postal Address, instructions for mailing a Cheque or Wire Transfer information. All such information can be submitted here.
You would find 2 text-boxes where you can submit the Payment Page content (in HTML) for your Customers and and Sub-resellers. Use the preview buttons to see what your submitted content would appear like when your Customers/Sub-resellers view it before paying or adding funds.

IMPORTANT

The SuperSite contains information about the various Payment options you offer to your Customers and also presents these options at the time of purchasing Products and Services. This data is downloaded to your SuperSite from your Control Panel and cached (stored) on the SuperSite Server. Hence, you would need to refresh the cache of your SuperSite once you have completed the above process. You can accomplish this from within your Control Panel itself by clicking on Tools -> Reload SuperSite & PartnerSite Cache -> SuperSite Payment Preferences. Click here to know what is SuperSite >>

Tags: Accounting, Accurate Conversion, Admin Control Panel, Amp, Api, Authorize.Net, Billing Section, Billing System, Currencies, Currency Conversion Rate, Currency Note, Europe, Finance, finance parameters, General Finance, HTML, India, Indian Rupee, Invoices, Online Billing, Online Invoicing, online methods, online payment gateways, online payment option, Parameters, Receipts, Resellers, Setup Time, Threshold Level

Filed in Read this First: Understanding the Billing System with 0 Comments

28 Jul 10 Refund Requests of your Customers and Resellers

Your Sub-Resellers and Customers can request a Refund from their Control Panel from within their billing section. For instance if one of your customers has a current available balance of USD 100, he can choose to request a refund of upto USD 100 from it. This will appropriately reduce his available balance and send you a notification to process that Refund.

When any of your Customer/Sub-Reseller requests for a Refund, the system automatically creates and Balances a Debit Note to signify the same. This Debit Note is calculated based on the Available Receipts/Credit Notes with that Customer. This Debit Note is sent to you via email and allows you to determine the amount of Refund you need to give to your Customer. Let us understand how this Debit Note is calculated

Lets say a Sub-Reseller of yours has the following Receipts (your Selling Currency is USD and Accounting Currency is INR)

Receipt ID: 1
Receipt Amount: USD 50 (INR 2450)
Pending Amount: USD 0 (INR 0)
Conversion Rate: 49

Receipt ID: 2
Receipt Amount: USD 75 (INR 3675)
Pending Amount: USD 50 (INR 2450)
Conversion Rate: 49

Receipt ID: 3
Receipt Amount: USD 75 (INR 3600)
Pending Amount: USD 75 (INR 3600)
Conversion Rate: 48

Receipt ID: 4
Receipt Amount: USD 100 (INR 5000)
Pending Amount: USD 100 (INR 5000)
Conversion Rate: 50

As you can see from the above list, the current balance of this Sub-Reseller is USD 225. This is spread across Receipts 2,3 and 4. Now let us suppose this Reseller requests for a refund of USD 200. The system will process this request as follows

1. Fetch all Receipts of the Sub-Reseller required to refund USD 200 (in this case Receipts 2,3 and 4)

2. Use the Pending Balance of these Receipts to refund USD 200 (in this case USD 50 from Receipt 2, USD 75 from Receipt 3, and USD 75 from Receipt ID 4)

3. Calculate the Accounting Currency Amount for the Debit Note by checking the utilisation of each Receipt (INR 2450 from Receipt 2, INR 3600 from Receipt 3, and INR 3750 from Receipt 4 => INR 9800)

4. Generate a Debit Note of the amount of refund – USD 200 (INR 9800)

5. Balance the Debit Note against the Receipts to give the following final status of the transactions

Receipt ID: 1
Receipt Amount: USD 50 (INR 2450)
Pending Amount: USD 0 (INR 0)
Conversion Rate: 49

Receipt ID: 2
Receipt Amount: USD 75 (INR 3675)
Pending Amount: USD 0 (INR 0)
Conversion Rate: 49

Receipt ID: 3
Receipt Amount: USD 75 (INR 3600)
Pending Amount: USD 0 (INR 0)
Conversion Rate: 48

Receipt ID: 4
Receipt Amount: USD 100 (INR 5000)
Pending Amount: USD 25 (INR 1250)
Conversion Rate: 50

Debit Note ID: 1
Debit Amount: USD 200 (INR 9800)
Pending Amount: USD 0 (INR 0)

6. The system sends an email to your billing Department to process the above refund

7. The System also deducts USD 200 (refund amount) from the Total Receipts figure for this Sub-Reseller. Click here to understand the concept of Total Receipts for your Sub-Resellers/Customers >>

Note: In the above example we have taken a set of Receipts. The process would be the same if the Sub-Reseller had a combination of Credit Notes or Receipts. In the end both Receipts and Credit Notes are exactly similar.

The above steps are taken by the system. Your Billing department now needs to process the refund and send it back to the Sub-Reseller. Your billing department must take the following aspects into account

The way the system creates the Debit Note ensures that you never lose money in a refund transaction. The Accounting currency amount (INR 9800 in the above case) is calculated exactly based on the Accounting currency amount that was received at the time of the Receipt. Therefore your billing department must refund the exact Accounting Amount to the Sub-Reseller
You may choose to further deduct charges for processing this refund before sending the same

Click here to understand how to process a Refund Request of your Customers and/or Sub-Resellers >>

Tags: Accounting, Billing Section, Control, Control Panel, Conversion Rate, Currency, Current, Debit Note, Email, Fetch, Fr, Inr, Note, Receipt, Receipts, Refund Requests, Reseller, Resellers, USD, Usd 200

Filed in Read this First: Understanding the Billing System with 0 Comments

29 Jul 10 General Finance Setting

28 Jul 10 Refund Requests of your Customers and Resellers

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