Typically it is good practice to feed in EVERY Payment Received from your Customer/Sub-Reseller using this Add Funds option. In order to Execute any Order placed by your Customers, it is good practice to first Add Funds to that Customer Account and then pay for the Invoice raised for that particular Order.
Follow the steps below to Add Funds to a Customers/Sub-Resellers Account:
1. Click on Customers -> Billing -> Add Funds or Sub-Resellers -> Billing -> Add Funds
2. Put in the Email Address of the Customer/Sub-Reseller you want to Add Funds for.
3. Verify on the Next page that you indeed are adding funds for the Correct Customer/Sub-Reseller. Additionally on this page we also display the last 3 Add Funds transactions you have done for this Customer/Sub-Reseller, in order for you to verify that you are not Adding Funds for the same transaction twice.
4. Fill in the Amount you want to Credit to this Customer. This is the main field that will be used to add funds to the Customer. The remaining fields are chiefly information fields. Incase your Selling Currency and Accounting currency are different, you will have to enter both the values along with a Conversion rate. If you have chosen to allow the System to maintain your Conversion Rate, this box will be pre-filled for you. You can choose to modify the conversion rate incase you require it to be different. The important aspect to note is that we actually perform a calculation by multiplying the Selling Currency Amount with the Conversion rate and comparing with the Accounting Currency Amount to ensure that you make no mistakes in the entry. If these 3 values do not match we will not allow the transaction.
IMPORTANT
Only upto 3 decimal places are permitted for any of these fields.
5. If you have received the money from your Customer/Sub-Reseller then you should choose to add this amount as a Receipt; otherwise choose Credit Note.
A Credit Note may be raised for any of the following reasons
6. Mention an appropriate Description for the Receipt/Credit Note that will make identifying this fund's source, amount, date, etc. clear to both yourself and your Customer/Sub-Reseller.
IMPORTANT
In case of a manually raised Receipt/Credit Note, the description of the Receipt/Credit Note can be modified at a later stage as mentioned below -
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Login to your Reseller Admin Control Panel from http://domains.bookandhost.com/reseller
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Go to Customers -> Billing -> List Transactions for Customers / go to Sub Resellers -> Billing -> List Transactions for Sub Resellers.
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Click on the description link of the Receipt/Credit Note to view the Receipt/Credit Note Details page.
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Click on Modify Description button.
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Modify the content in the Description field and click on Modify to submit the change.
7. A Transaction Key is a per transaction unique set of characters or numbers or any word that would easily allow you to differentiate every instance of a manually raised Receipt or Credit Note. This key ensures that you do not add the same transaction twice into the system.
IMPORTANT
If you enter the same Transaction Key in multiple transactions, then you will receive an error message. You need to do the following when you encounter this error:
1. Depending upon whether you are adding funds for your Customer or Sub-Reseller, you need to go to either Customers -> Search or Sub-Resellers -> Search.
2. Mention the Customer/Sub-Reseller's Email Address (as the case maybe) and click on the Search button.
3. Click on the Customer/Sub-Reseller to view their details.
4. Click on the List Transactions button to review if these funds have already been credited to your Customer/Sub-Reseller. You may also perform an advanced search by clicking on the Advanced Search button on the top of this page.
Now,
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if these funds have been already added to your Customer/Sub-Reseller's Debit Account Balance, then you should not proceed adding these funds again.
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if you can not locate a transaction of the same amount and date as the one you are adding at present, then this Add Funds Transaction must be unique but the Transaction Key you are mentioning has already been associated to a previous transaction.
In this case, you should press your Web Browser's Back button and continue this Add Funds transaction with another Transaction Key.
8. You can choose to Add this amount to the Total Receipts figure for that Customer/Sub-Reseller.
9. Once you finish filling the details and move onwards you will be displayed a Confirmation page with all Customer details and Transaction details for one final confirmation before adding the Funds to the Customer/Sub-Reseller Account.
10. Clicking on Confirm Transaction will result in the Funds being added to the Customer/Sub-Reseller Account.
11. Upon finishing an Add Funds transaction, you will see a list of Pending Invoices/Debit Notes of your Customer/Sub-Reseller. You can pay off any Pending Invoices and Debit Notes from this list using the funds in that Customer/Sub-Reseller Account
Add Funds can be used to add a credit of advance funds in your Customers/Sub-Resellers account. It can additionally be used to execute any particular Order placed by your Customers. For any Order placed by your Customer an Invoice is generated in the System. You will have your own method of collecting Payment for this Invoice from your Customer. Typically the Customer may send you a cheque or some offline Payment. In Order to execute the Order it is good practice to feed in this Payment as a Receipt in the Customer account and then subsequently pay the Invoice. You can, of course, choose to Execute w/o Payment.
