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How to Use Top-ups

Top-ups are prepaid credits added to a reseller’s account, allowing them to make purchases.

Updated over 2 weeks ago

Top-ups are manually added funds to the resellers account. The reseller deposits their account with a certain amount of money to be able to make purchases. The reseller is able to make purchases only as long as there are funds available in the account, and each invoiced sale reduces the balance. Once the balance is depleted, the reseller must top up again to continue making purchases.

📒 NOTE

Unlike top-ups, Credit Limit is a pre-approved amount of credit, or a loan, that the reseller can use to make purchases. The reseller is allowed to make purchases up to this limit without upfront payment.

Create a Top-up

Prerequisites:

  1. In the Ventrata dashboard, go to Resellers > Top-ups.

    Resellers - Topups

  2. Press the + New Top-up button.

    New Top-up

  3. Leave the 'Reference' field empty. A reference number will be automatically generated once the top-up is saved.

    Top-up Reference


    📒 NOTE

    The 'Destination' field is currently inactive.

    Destination


  4. Select the reseller whose credit is being topped up.

    Reseller

  5. Select the currency in which the top-up will be added.

    Currency

  6. Enter the amount of the top-up.

    Amount

  7. Add any relevant notes.

    Notes

  8. Press the Create Topup button.

    Create Topup

  9. To confirm that a transfer of funds has been made, press the PAYMENT button.

    Payment


    📒 NOTE

    Once the top-up is in Paid status, it cannot be edited. To make any changes, press the EDIT TOP-UP button.

    Edit Top-up


  10. Select a payment method.

  11. Press the Create Transaction button.

    Create Transaction

  12. Press the CONFIRM button to activate the top-up.

    Confirm

  13. The top-up is Active and can be used to make purchases.

    Active Top-up

Top-up Status

In the Top-ups table view, the state of each top-up is shown in the 'Status' column. There are four possible states.

Top-up Status

Status

Description

Pending

a newly created top-up; no transaction to load the credit has been made

Paid

funds are available in the top-up, but cannot be used yet

Active

the top-up can be actively used for purchases

Complete

the top-up credit has been entirely used

Delete Top-Ups

📒 NOTE

DO NOT DELETE top-ups without un-confirming them first. If deleted, the top-up will still count towards the credit.

  1. In the Ventrata dashboard, go to Resellers > Top-ups.

    Resellers - Topups

  2. Select the required top-up.

  3. Press the UN-CONFIRM button.

    Un-Confirm

  4. Press the REFUND button.

    Refund

  5. Select a payment method to make the refund.

    Create Transaction


    📒 NOTE

    A top-up can only be edited once it is refunded.


  6. Press the EDIT TOP-UP button.

    Edit Top-up

  7. On the top-up detail page, press the Delete button.

    Delete Top-up


Using Top-ups

Bookings paid with a reseller voucher are covered by the top-up credit. Each payment is deducted from the reseller's credit and reflected in the 'CREDIT REMAINING' column under Resellers > Resellers.

Credit Remaining

When an invoice is generated, purchases made during the invoice period are consolidated and reflected on the invoice as 'CREDIT FROM TOP-UP'.

Credit from Top-up

The amount in the 'TOP-UP REMAINING' column under Resellers > Top-ups is reduced by the invoiced amount.

Top-up Remaining

Refunds and Cancellations

If a booking included in an invoice is refunded and cancelled, the 'CREDIT REMAINING' (Resellers > Resellers) amount will increase by the refunded amount.

Cancel Booking

  1. In the Ventrata dashboard, go to Bookings > Bookings.

    Bookings - Bookings

  2. Select the booking which will be cancelled.

  3. Press the Cancel Booking button.

    Cancel Booking

  4. Select a cancellation reason.

  5. Add any relevant notes.

  6. Uncheck the 'Create Refund' box (1).

  7. Check the 'Adjust invoice amount' box (2).

  8. Check the 'Compensate [reseller_name] their commission (3).

    The compensated amount, displayed below the checkbox, will be included in the next invoice.

  9. Press the Cancel Booking button.

    Cancel Booking Steps

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