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:
The 'Allow Top-ups' checkbox is enabled on the reseller detail.
The 'Credit Limit' on the reseller detail is 0.
In the Ventrata dashboard, go to Resellers > Top-ups.
Press the + New Top-up button.
Leave the 'Reference' field empty. A reference number will be automatically generated once the top-up is saved.
📒 NOTE
The 'Destination' field is currently inactive.
Select the reseller whose credit is being topped up.
Select the currency in which the top-up will be added.
Enter the amount of the top-up.
Add any relevant notes.
Press the Create Topup button.
To confirm that a transfer of funds has been made, press the PAYMENT button.
📒 NOTE
Once the top-up is in Paid status, it cannot be edited. To make any changes, press the EDIT TOP-UP button.
Select a payment method.
Press the Create Transaction button.
Press the CONFIRM button to activate the top-up.
The top-up is Active and can be used to make purchases.
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.
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.
In the Ventrata dashboard, go to Resellers > Top-ups.
Select the required top-up.
Press the UN-CONFIRM button.
Press the REFUND button.
Select a payment method to make the refund.
📒 NOTE
A top-up can only be edited once it is refunded.
Press the EDIT TOP-UP button.
On the top-up detail page, press the Delete button.
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.
When an invoice is generated, purchases made during the invoice period are consolidated and reflected on the invoice as 'CREDIT FROM TOP-UP'.
The amount in the 'TOP-UP REMAINING' column under Resellers > Top-ups is reduced by the invoiced amount.
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
In the Ventrata dashboard, go to Bookings > Bookings.
Select the booking which will be cancelled.
Press the Cancel Booking button.
Select a cancellation reason.
Add any relevant notes.
Uncheck the 'Create Refund' box (1).
Check the 'Adjust invoice amount' box (2).
Check the 'Compensate [reseller_name] their commission (3).
The compensated amount, displayed below the checkbox, will be included in the next invoice.
Press the Cancel Booking button.
