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 >>
