KnowledgeBase
- Frequently Asked Questions
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- IMPORTANT: Business Email Package User Guide
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- Activate SSL for your Hosting Package
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- Domain Aliases
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- IMPORTANT: Enterprise Email Package User Guide
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- Customer Control Panel Guide
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- Read this First: Reseller Account Startup Guide
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- SuperSite 2 and PartnerSite Guide
- What is SuperSite 2?
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- Customizing your SuperSite 2 and PartnerSite Content
- READ THIS FIRST: Understanding the Structure of the SuperSite 2 & PartnerSite
- Customizing the Content, Theme (CSS, Images, Javascript), HTML Structure of the SuperSite 2 and PartnerSite
- Adding / Editing a SuperSite 2 / PartnerSite Theme or Editing the CSS, Images, Menu Style of your SuperSite 2 / PartnerSite
- Configuring Multiple Language Support for SuperSite 2 / PartnerSite
- Editing the Existing Textual Content and Paragraphs and Modify the HTML Structure of a Page
- Edit existing Images of SuperSite 2 and PartnerSite
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- Adding/Editing your HTML pages in the Supersite 2 and PartnerSite?
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- Removing the Resellers tab from your SuperSite 2
- Customize the Legal Agreements in SuperSite 2 and PartnerSite
- Customizing the Page Titles of the SuperSite 2 and PartnerSite
- Enabling Automatic Currency Detection for your SuperSite 2
- Modifying the Layout of your SuperSite 2 Home Page
- Customizing the Error Messages in the SuperSite 2 and PartnerSite
- Modifying the Contact Us page on your SuperSite 2
- Changing the Other Payment Options on the Check Out Page of the SuperSite 2
- Keeping my Customized SuperSite 2 / PartnerSite Content in Sync with any New Content Added by Bonah Net
- Selecting which Products are displayed on your SuperSite 2 / PartnerSite
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- The Express Cart
- Creating Product Coupons though the Coupon Engine
- Optimizing your SuperSite 2 and PartnerSite for Search Engines
- Analyzing Traffic as well as E-Commerce Transactions on your SuperSite 2 and PartnerSite via Google Analytics
- Adding Meta Tags to your SuperSite 2 and PartnerSite for Better Search Engine Optimization
- Saving/Editing a Sitemap of your SuperSite 2 and PartnerSite
- Setting your Robots.txt file for your SuperSite 2
- Customizing the Landing Page URLs of your SuperSite 2
- Integrating your Website's Domain Name Registration/Transfer Form with SuperSite 2
- SuperSite 2 and PartnerSite Caveats
- Customizing the Error Messages in the SuperSite 2 and PartnerSite
- Some details are not appearing or not working in your SuperSite 2 and PartnerSite
- Your Customer can see generic Customer Prices from their SuperSite 2 even though you have set Specific Pricing for them
- Suggested Retail Price Displayed on your PartnerSite Pricing Pages
- Content Modification Interface in your SuperSite 2 / PartnerSite Admin Always Opens Only in a Specific Editing Mode
- File Status Indication in your SuperSite 2 / PartnerSite Admin Area
- Troubleshooting Delays in Displaying your SuperSite 2 / PartnerSite Pages
- Branding Guide
- Customizing the URL for your Control Panels
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- Finance & Billing Guide
- Read this First: Understanding the Billing System
- General Overview of Transactions
- Invoices
- Debit Notes
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- General Finance Setting
- Balancing (Payment) of a Pending Invoice/Debit Note explained in Detail
- Cancellation of a Pending Invoice/Debit Note explained in Detail
- Discounting an Invoice explained in Detail
- Payment Collection System and Parameters explained
- Currency issues, Conversion Rate, Selling Currency and Accounting Currency explained
- Add Funds to your Customers/Sub-Resellers Account
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- Refund Requests of your Customers and Resellers
- Process to follow in case a Customer / Sub-Reseller Payment Charges Back or Bounces back
- Manage Billing with your Customers / Sub-Resellers
- Raising an Invoice
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- Balancing (Paying) an Invoice / Debit Note
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- Processing Refund requests of your Customers and Sub-Resellers
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- What are Locked Funds?
- IMPORTANT: Handling Orders Locked in Processing
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- Manage Products and Pricing for Sub-Resellers and Customers
- Understanding Pricing Slabs
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- Read this First: Understanding the Billing System
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- Domains
- Check Availability
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- Contacts
- Adding a Contact
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- IMPORTANT: API Abuse
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- Important Notices
- Maintenance Notices
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- 2017
- April 2017
- March 2017
- .NAME Unavailability Notice: March 28, 2017
- .CLUB Unavailability Notice: March 28, 2017
- .IN Unavailability Notice: March 25, 2017
- Rightside Registry Unavailability Notice: March 13, 2017
- Donuts Unavailability Notice: March 13, 2017
- Uniregistry Unavailability Notice: March 7, 2017
- Donuts Unavailability Notice: March 1, 2017
- February 2017
- Verisign CCTLD AND NEW GTLD Unavailability Notice: February 24, 2017
- Uniregistry Unavailability Notice: February 23, 2017
- Uniregistry Unavailability Notice: February 16, 2017
- PIR Unavailability Notice: February 12, 2017
- Uniregistry Unavailability Notice: February 7, 2017
- Afilias TLDs Unavailability Notice: February 4, 2017
- January 2017
- 2016
- December 2016
- Donuts Unavailability Notice: December 12, 2016
- Rightside registry Unavailability Notice: December 12, 2016
- .COM, .NET Unavailability Notice: December 11, 2016
- .GDN Unavailability Notice: December 6, 2016
- Neustar TLDs Unavailability Notice: December 4, 2016
- Uniregistry Unavailability Notice: December 3, 2016
- Verisign Unavailability Notice: December 1, 2016
- November 2016
- October 2016
- September 2016
- August 2016
- July 2016
- June 2016
- May 2016
- April 2016
- .COM, .NET Unavailability Notice: April 17, 2016
- Uniregistry Unavailability Notice: April 15, 2016
- .NAME Unavailability Notice: April 13, 2016
- .ME Unavailability Notice: April 9, 2016
- Afilias TLDs Unavailability Notice: April 9, 2016
- GMO Registry Unavailability Notice: April 7, 2016
- GMO Registry Unavailability Notice: April 5, 2016
- Donuts Unavailability Notice: April 4, 2016
- Rightside Registry Unavailability Notice: April 4, 2016
- March 2016
- February 2016
- .COM, .NET Unavailability Notice: February 28, 2016
- Neustar TLDs Unavailability Notice: February 25, 2016
- Verisign CCTLD AND NEW GTLD Unavailability Notice: February 25, 2016
- Donuts Unavailability Notice: February 22, 2016
- Rightside Registry Unavailability Notice: February 22, 2016
- .IN Unavailability Notice: February 13, 2016
- January 2016
- December 2016
- 2015
- December 2015
- November 2015
- October 2015
- September 2015
- August 2015
- July 2015
- .NAME Unavailability Notice: July 30, 2015
- .COM, .NET Unavailability Notice: July 19, 2015
- .IN TLDs Unavailability Notice: July 18, 2015
- Donuts TLDs Unavailability Notice: July 13, 2015
- Rightside TLDs Unavailability Notice: July 13, 2015
- Rightside TLDs Unavailability Notice: July 08, 2015
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- June 2015
- May 2015
- April 2015
- 2014
- December 2014
- November 2014
- .COM, .NET Unavailability Notice: November 16, 2014
- .JOBS, .CC, .TV Unavailability Notice: November 14, 2014
- Uniregistry TLDs Unavailability Notice: 1 November 2014
- .CLUB Unavailability Notice: 1 November 2014
- .CO Unavailability Notice:: 1 November 2014
- .TRADE Unavailability Notice: 1 November 2014
- .UNO Unavailability Notice: 1 November 2014
- .US Unavailability Notice: 1 November 2014
- October 2014
- September 2014
- August 2014
- DemandMedia TLDs Unavailability Notice: August 25, 2014
- Donuts TLDs Unavailability Notice: August 25, 2014
- .COM, .NET Unavailability Notice: August 24, 2014
- .IN Unavailability Notice: August 23, 2014
- .JOBS, .CC, .TV Unavailability Notice: August 22, 2014
- Afilias TLDs Unavailability Notice: August 20, 2014
- ARI Unavailability Notice: August 7, 2014
- July 2014
- .INFO Unavailability Notice: July 31, 2014
- .ME Unavailability Notice: July 31, 2014
- .PRO Unavailability Notice: July 31, 2014
- Afilias Unavailability Notice: July 31, 2014
- PIR Unavailability Notice: July 31, 2014
- .COM, .NET Unavailability Notice: July 27, 2014
- Donuts TLDs Unavailability Notice: July 14, 2014
- DemandMedia TLDs Unavailability Notice: July 14, 2014
- June 2014
- May 2014
- April 2014
- March 2014
- February 2014
- January 2014
- 2013
- 2012
- 2011
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- 2017
- Web Services Product Maintenance Notices
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Balancing (Payment) of a Pending Invoice/Debit Note explained in Detail
In this article, we have tackled a detailed indepth explanation of how the system works internally when an Invoice or Debit Note is settled against a Receipt/Credit Note. Lets first understand the functionality provided in the Control Panel.
There are many places where you can choose to settle the Invoices/Debit notes of your Customers/Sub-Resellers:
From the List View or Details View of an Invoice or Debit Note
From the Details View of an Order for all Invoices associated with that Order
After performing an Add Funds transaction, the system gives you a list of Pending Invoices and Debit Notes
An Invoice and Debit note are quite different transactions. An Invoice is always related to an underlying Order, and may actually have some action of the Order dependant on the Invoice. For instance, an Invoice for Renewal of an Order has the action of renewal dependant on the Invoice. A Debit Note on the other hand is not related directly to any Order. The system itself does not recognise any link between a Debit Note and a specific Order. However, with respect to accounting effect, both of them reduce the balance of your Customer/Sub-Reseller when they are paid for. With respect to the process of settling them, they function exactly the same way. Let us examine this process of balancing of an Invoice or Debit Note.
It is important to understand that by simply having an Invoice or Debit Note, it does not reduce the balance or available funds of your Sub-Resellers or Customers. You or you Sub-Reseller/Customer have to actually balance that Invoice or Debit Note (settle it) against some Receipt(s)/Credit Note(s) in order for it to reduce the available balance of your Customers/Sub-Resellers.
Balancing of an Invoice/Debit Note
When you or your Customer/Sub-Reseller chooses to pay for an Invoice or Debit Note, you/he/she are given the option use the existing Debit Account balance of the Customer or Sub/Reseller to pay for the Transaction. There is also an option to Add Funds to the Debit Account, or pay online depending on what options you have enabled for your Customers/Sub-Resellers. In effect, however, an Invoice or Debit note gets paid through some Receipt or Credit Note. The Receipt/Credit Note could have already been added from before, or added during the Invoice/Debit Note Payment process.
Both an Invoice and a Debit Note consist of the following fields:
Invoice/Debit Note Amount: This is the amount of the Invoice or Debit Note.
Pending Amount: This is the amount of payment pending on this Invoice or Debit Note.
The above amounts will be stored in dual currency, in case your Selling Currency is different from your Accounting Currency.
Lets journey through the payment process of an Invoice to understand what actually goes on during the Payment process. Upon confirming the balancing process, the System will attempt to balance this Invoice against existing Receipt(s)/Credit Note(s) or a New Receipt, depending on where the payment is attempted from.
Lets take a dummy Invoice for a Customer A with the following figures:
Invoice ID: 1
Invoice Amount: USD 100 (INR 5000)
Pending Amount: USD 100 (INR 5000)
Conversion Rate: 50
Note the following points about the above Invoice:
As you can see, the above Invoice is fully unpaid (since the Pending Amount is equal to the Invoice Amount).
Additionally the Selling Currency in this example is USD and the Accounting Currency is INR.
The conversion rate between both is taken as 50. This conversion rate is the conversion rate at which the Invoice was entered or created manually or by the System.
Lets now Assume that the Customer A has the following Receipts in his account:
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
As we can see above, there are 3 Receipts, each with a different pending amount. The important aspects to note are as follows:
Receipt ID 1 has no pending amount remaining. This means that this Receipt of USD 50 has been fully utilised against other previous transactions. Receipt ID 2 and 3 have some pending amount which can be utilised to balance this Invoice.
The conversion rate of the Receipts is different from the conversion Rate of the Invoice. This is obvious considering that the Receipts would have been fed in on a different day from the Invoice.
Now this is what the system will do. It will gather all Receipts which have some pending amount left in them. The system will then use these Receipts one after another to balance the Invoice until either the Invoice or the Receipts are completely balanced. The important aspect in this payment process is the forex difference calculation. Since the Invoice and Receipt are both fed in at different Conversion rates, it is obvious that there will be a Forex gain or loss with respect to this payment. The system automatically calculates this Forex Gain/Loss and stores it against the Invoice for you to account it appropriately. Here is how this works -
In the above case the system would first inspect Receipt ID 2. This Receipt has a pending amount of USD 50. Here we bring up an important point. When the system is balancing Invoices or Debit notes, it is actually balancing the Selling Currency Amount. What this basically means is if your Invoice is for USD 100, the system will attempt to balance Receipts worth USD 100 against this Invoice. By now you would have got a clue as to how the Forex diff would come into picture. In the process of balancing USD 100 from receipts, the INR amount used up from the Receipts would not be the same as the INR amount of the Invoice, since they are both fed in at different conversion rates. This leads to the Forex Diff. Lets see how this alculation works.
In the case above the System will use USD 50 from Receipt ID 2 and USD 50 from Receipt ID 3 in order to balance the USD 100 Invoice. In this process let us compute the INR amount of each Receipt that is used up.
Receipt ID: 2
USD Amount utilised: USD 50
INR Amount utilised: USD 50 x 49 (Conversion rate) => INR 2450
Receipt ID: 3
USD Amount utilised: USD 50
INR Amount utilised: USD 50 x 48 (Conversion rate) => INR 2400
Total USD Amount Utilised: USD 100
Total INR Amount Utilised: INR 4850
The above calculation shows the amounts utilised in both currencies to fulfill an Invoice of USD 100. The Invoice amount in INR as we know was INR 5000. Against that we have Receipts of INR 4850. The difference between these is the Forex Loss of (INR 150). Below we have the final status after the payment is completed:
Invoice ID: 1
Invoice Amount: USD 100 (INR 5000)
Pending Amout: USD 0 (INR 0)
Forex Loss: INR 150
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 25 (INR 1200)
Conversion Rate: 48
At the end of the transaction, the Invoice is fully balanced, Receipt ID 2 is fully utilised, Receipt ID 3 is partly utilised and there is a Forex Loss of INR 150.
There are a few important points to note in the above transaction:
The transaction would work in exactly the same fashion if you had a Debit Note instead of an Invoice, or a Credit note instead of the Receipt.
The Invoice in this case was fully balanced, while the last Receipt (Receipt ID 3) was partly utilised. The reverse condition could also take place, wherein the Receipts were not sufficient to cover the Invoice Pending Amount, and therefore the Invoice would remain partly paid, and the Receipts would be fully utilised.