🔐 Required Role Permissions: Topups, Create Top-up, Add Topup Transaction, Refund Topup Transaction, Edit Top-up
🔓 Optional Role Permissions: Save Searches, See Bulk Action, Data Export, Generate Reports
Topups are funds a reseller pays in advance. The topup credit is then used to pay the reseller’s invoices. Once the credit is used up, the reseller can add a new topup.
📒 NOTE
Unlike topups, 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 Topup
Follow the steps below to create a topup.
Follow the steps below to create a topup.
Prerequisites:
The 'Allow Topups' checkbox is enabled on the reseller detail.
The 'Credit Limit' on the reseller detail is not set to 'Unlimited'.
In the Ventrata Dashboard, go to Resellers > Topups.
Resellers - Topups
Press the + New Topup button.
New Top-up
Check the 'Test Mode' box if the topup is only created for testing purposes.
Leave the 'Reference' field empty. A reference number will be automatically generated once the topup is saved.
Topup Reference
Select a destination, if your account uses destinations.
📒 NOTE
Destination determines which payment gateway processes the topup payment. It does not restrict the topup to bookings or invoices from that destination. The 'Destination' field populates automatically when a topup is created from a voucher offer.
Destination
Select the reseller whose credit is being topped up.
Reseller
Select the currency in which the topup will be added.
Currency
Enter the amount of the topup.
Amount
Add any relevant notes.
Notes
Press the Create Topup button.
Create Topup
To confirm that a transfer of funds has been made, press the PAYMENT button.
Payment
Select a payment method.
Press the Create Transaction button.
Create Transaction
The topup is Confirmed and its credit can be applied to the reseller's invoices.
Confirmed Topup
Topup Status
In the Topups table view, the state of each topup is shown in the 'Status' column. There are four possible states.
In the Topups table view, the state of each topup is shown in the 'Status' column. There are four possible states.
Topup Status
Status | Description |
Balance Due | the topup has not been paid, or has only been partly paid |
Confirmed | the configured amount is available in the topup in full |
Part Redeemed | some of the topup credit has been used |
Redeemed | the topup credit has been entirely used |
Using Topups
Topup credit is used to pay reseller invoices. It is applied automatically when an invoice is generated, not when a booking is made.
Topup credit is used to pay reseller invoices. It is applied automatically when an invoice is generated, not when a booking is made.
How Topup Credit is Applied
When the reseller makes a booking, it is added to the next invoice (depending on the invoice criteria and frequency).
When an invoice is generated, the available topup credit is applied to it automatically and shown on the invoice as 'CREDIT FROM TOP-UP'.
Invoice - Credit from Top-up
If the topup credit does not cover the full invoice total, the rest is the balance due on the invoice.
Credit from more than one topup can be applied to the same invoice.
📒 NOTE
Topup credit is only applied to invoices where the reseller owes money. An invoice where the reseller is owed money doesn’t add credit back to a topup.
Top-up Remaining
The 'TOP-UP REMAINING' column under Resellers > Topups shows how much credit is left on each topup. It is reduced by the credit applied to an invoice and does not change when bookings are made.
Top-up Remaining
View Invoices Paid by a Topup
To see which invoices a topup was used for:
In the Ventrata Dashboard, go to Resellers > Topups.
Select the required topup.
The topup detail lists every invoice the topup credit was applied to, with the amount applied.
Topup Invoices
Refunds and Cancellations
If a booking on an un-confirmed invoice that is paid with topup credit is cancelled, refresh the sales on the invoice to return the unused credit to the topup. The 'TOP-UP REMAINING' amount increases by the released credit.
Step 1: Cancel Booking
Step 1: Cancel Booking
In the Ventrata Dashboard, go to Bookings > Bookings.
Bookings
Open the booking you want to cancel.
Press the Cancel Booking button.
Cancel Booking
Select a cancellation reason.
Add any relevant notes.
Keep the 'Create Refund' box checked to return the credit to the topup.
Create Refund
Press the Cancel and Refund Booking button.
Cancel and Refund Booking
Step 2: Refresh Invoice
Step 2: Refresh Invoice
Sales can only be refreshed on an invoice that is not confirmed. Use these steps only for un-confirmed invoices.
📒 NOTE
Un-confirming a confirmed invoice can have accounting consequences:
If your account uses invoice sequences, un-confirming and re-confirming an invoice can change its sequence number.
Rates on the invoice may be recalculated when it is confirmed again.
If invoices are sent to an accounting system when confirmed, the invoice may be sent again.
Cancellations on a confirmed and paid invoice are credited on the next invoice as long as the booking was fully refunded.
In the Ventrata Dashboard, go to Resellers > Invoices.
Invoices
Open the invoice that included the cancelled booking.
Press the Refresh Sales button.
Refresh Sales
The unused topup credit is released from the invoice and returned to the topup.
Delete Topups
Follow the steps below to delete a topup.
Follow the steps below to delete a topup.
📒 NOTE
Deleting a topup that has already been used removes its credit from every invoice it paid. Those invoices show a balance due, and the reseller's remaining credit decreases by the deleted amount. To check which invoices the topup paid, see View Invoices Paid by a Topup.
Balance Due Invoice
In the Ventrata Dashboard, go to Resellers > Topups.
Resellers - Topups
Select the required topup.
Press the REFUND button.
Refund
Select a payment method to make the refund.
Create Transaction
Press the EDIT TOPUP button.
Edit Topup
On the topup detail page, press the Delete button.
Delete Topup