Balance Adjustments

The Balance Adjustment wizard allows you to correct a distributor’s balance.

To adjust a distributor’s balance, follow these steps.

1. Choose a desired transaction from the list:

   • Manual charge – Use this transaction to manually charge the distributor for a specific service they used (increases the distributor's balance).

   • Manual credit – Use this transaction to manually give compensation related to a specific service (decreases the distributor's balance).

   • E-Commerce Payment – Use this transaction to charge the distributor's credit card and apply the amount to the distributor's balance as payment (increases the distributor's balance).

   • E-Commerce Refund – Use this transaction to reverse a previous E-Commerce It withdraws funds from your company’s merchant account and applies them as credit to the distributor's credit card. The amount is taken off the distributor's balance.

   • Authorization Only – Verifies that the distributor's credit card is valid and reserves a given amount. Returns a transaction ID to be used in a Capture Payment Does not affect the distributor's balance in PortaBilling® or their credit card balance.

   • Capture Payment – Charges the distributor's credit card and applies the amount to his balance as payment (increases the distributor's balance). Requires a transaction ID from the Authorization Only The amount must be less than or equal to the amount of the corresponding Authorization Only transaction.

   • Manual payment – Use this transaction when receiving a payment (e.g. cash or cheque) directly from the distributor. Increases the distributor's balance.

   • Promotional credit – Use this transaction to give the distributor credit, for example, as a sales promotion. The difference between this and Manual Credit is that this transaction applies to a special “Credits / Promotions” service, and not to any actual service. Increases the distributor's balance.

   • Refund – Use this transaction to refund an earlier payment received from the distributor (e.g., a check returned by the bank), decreasing the distributor's balance.

   • Void – Use this transaction to cancel an existing Authorization Only transaction that has not been settled yet. Requires a transaction ID from the Authorization Only Does not affect the distributor's balance in PortaBilling® or his credit card balance.

2. Click Next.

3. Fill in the transaction information fields:

   • Action – Concise description of the selected action.

   • Amount – Amount to charge / refund.

   • Service – A service for which the manual charge / credit is made. The charged / credited amount will be included in the selected service section on the next invoice.

      

     This field is only available for Manual charge and Manual credit transactions.

   • Date – A date associated with the manual charge / credit. For example, you can specify a date for manual credit action for when an item is credited.

      

     Note that if the selected date falls within a previous (closed) billing period the transaction will be included in the next invoice.

      

     This field is only available for Manual charge and Manual credit transactions.

   • Include into Out-of-Turn Invoice – This allows you to include transactions on an out-of-turn invoice to be issued on demand. You should then generate the invoice with the requisite transactions on the Out-of-Turn Invoice.

      

     For example, when the end user visits your office to buy a new IP phone, your clerk issues an invoice covering the cost of the phone, takes the money for the phone, and gives the phone and the invoice to the end user.

      

     Transactions included in an out-of-turn invoice that was generated on the Out-of-Turn Invoice page won’t be reflected on the regular invoice issued at the end of the billing period.

      

     This field is only available for Manual charge and Manual Credit transactions.

   • Visible Comment – A comment on this transaction visible to the end user and in the xDR browser.

   • Internal Comment – An internal comment on this transaction; not visible in the xDR browser, and accessible only from the database directly.

   • Transaction ID – The transaction ID obtained via the Authorization Only or E-Commerce Payment This is required to use the reserved earlier amount for a current transaction or to reverse previously made payment.

      

     This field is only available for E-Commerce Refund and Capture Payment transactions.

   • CVV – This is a three or four digit number printed on the front or back of the credit card.

      

     This field is only available for E-Commerce Refund and Capture Payment transactions.

4. If the wizard is completed, click Done. Otherwise, proceed to the step 5.

5. Choose whether to use the saved for this distributor payment method or set a new payment method (refer to the Customer - Payment Method page for more details). Then follow the wizard's instructions.

6. When finished, click Done to close the wizard.

Taxes applied at the moment of payment

If the Apply taxes at the moment of payment feature is enabled for the distributor, the wizard shows an additional page with information about applicable taxes, amounts before and after taxation. 

 For how to enable the Apply taxes at the moment of payment feature, please see Customer Classes - Taxation and Customer - Invoices & Taxation.

Note that the wizard provides this information only if the following conditions are met:

• Balance adjustment is made for a debit account of a prepaid customer.

• Custom taxation and Fixed VAT Rate taxation plug-in are used.

• One of the following transaction is chosen:

  • E-Commerce Payment:

  • Authorization Only

  • Capture Payment

  • E-Commerce Refund

  • Manual Payment

  • Refund

For the first four transactions (E-Commerce Payment, Authorization Only, Capture Payment, E-Commerce Refund) taxes are added above the entered amount:

The amount applied to the balance = Entered amount

The amount charged (or refunded) to a credit card = Entered amount + Tax

For Manual Payments and Refunds, taxes are back calculated and deducted from the entered amount:

The amount applied to the balance = Entered amount – Tax

E-Commerce Payment, Authorization Only and Capture Payment

E-Commerce Refund

Manual Payment

Refund