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Back to Wallets Main Page

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Learn to work with Wallets

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Table of Contents

Table of Contents
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Navigating to Wallets

Info

FINANCE APPLICATION > WALLETS > MANAGE WALLETS

Using Wallets

  • Navigate to Wallets and explore existing entries via the Summary page. 
  • Click on the link (Name or Number) of the entry of your interest to enter the Data Entry page and see more detail. 
  • Use the Actions Menu to create a NEW Wallet.
  • Use PRINTOUTS (if available) to extract or email information related to Wallets to the customer. 
  • Use BACK to return to the Summary page and CANCEL to revert any unwanted changes made to the Wallets. 
  • Click on ACTIONS to discover other possibilities available for Wallets.

 

Check the Validations & Restrictions Table for a list of available Actions when working with Wallets including each Action's related restrictions, validations and additional information.  View View the Attributes Table below for a comprehensive description of the Wallets fields.  


WALLETS

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Validations & Restrictions 

ActionValidationsRestrictionsAdditional Information
Create
  • Not applicableApplicable

 

  • Can be created manually or automatically by the system triggered by settings specified in Wallet Definitions
Save
  • All mandatory fields have been defined
  • The Accounts Receivable defined is not associated with any other 'Effective' Wallets
  • Not applicableApplicable
  • Not applicableApplicable
Edit
  • Not applicableApplicable
  • Wallets cannot be manually modified
  • Not applicableApplicable
Delete
  • Not applicableApplicable
  • Wallets cannot be deleted
Cancel
  • Cannot be cancelled if the associated Accounts Receivable is related to a Prepaid Subscription or a Rewards Participant
  • The Wallet's Balance cannot be less than 0
  • Only 'Effective' Wallets can be cancelled
  • Any money available in the Wallet will be reimbursed to the Accounts Receivable. A maximum reimbursement can be defined in the Wallet Definition.
Transfer Money
  • The amount of money to be transferred must be less than or equal to the Balance of the Wallet; Wallet amounts that have allotments (i.e. restrictions on how they can be spent) then they are not considered as available to be transferred. For example, if out of a total Wallet Balance of €30, €20 are allotted (can only be spent) on Product A, then, €10 is the maximum amount that can be transferred, provided it is not subject to any other spending condition.
  • Money can only be transferred from and to 'Effective' Wallets

When a Wallet Transfer Transaction takes place, two additional Wallet Transactions are created:

  • A Debit Wallet Transaction with reference to the source Wallet and to the amount to be subtracted from it
  • A Credit Wallet Transaction with reference to the destination Wallet and the amount to be added to it 
    Both the Debit and Credit Wallet Transactions are related to the Wallet Transfer Transaction and are of the same amount.
    Note that as only money with no spending conditions (Allotments) can be transferred, resulting debit and credit Wallet transactions have no allotments and the transferred money can be used without restrictions.

Wallet Transfer Transactions affect the Balance of both the Wallet FROM which money is transferred and the Wallet TO which the money is transferred. 

 

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Attributes 

An * indicates a field is mandatory.

Name

Description

Main Information
Number

An auto-generated number that uniquely identifies each Wallet.

Accounts Receivable*The related Accounts Receivable.
Life Cycle State

The Life Cycle State of the Wallet which can be 'Effective' or 'Cancelled'.

Wallet Consumption

Note

This information is directly related to Prepaid Subscriptions. The estimations are based on the Subscription Services (of the Subscription(s) the Wallet is related to), and the rates with which each Service is billed.

 

Estimated Consumption
  • Estimated Consumption Days: An estimate of the number of days until the total Wallet Balance will run out.
  • Estimated Consumption Date: An estimate of the date on which the Wallet Balance will run out.
Wallet Product Consumption

Information related to the consumption of the Wallet Balance of each of the products related to the Wallet:

  • Estimated Days Left To Consume Full Amount:  An estimate on the number of days left until the total Wallet amount allotted for the specified product is consumed.
  • Estimated Date Of Full Amount Consumption: An estimate of the date by which the Wallet amount allotted for the specified product will be consumed.
  • Latest Date Of Estimation: The date that the last estimate was performed.

 

Balance Allotment
Per ProductInformation related to the Balance in the Wallet for specific products
Per Condition Group

Information related to the available balance in the Wallet based on conditions

  • Number of Conditions: The total number of Conditions set on each Wallet allotment Condition Group. This number is used to sort Wallet allotment Conditions when calculating the quantity of a product available for purchase based on the current balance of the Wallet.
  • Conditions: The Conditions applicable on allotted amounts related to each Wallet allotment Condition Group. 
    • Product Conditions: The products or product types that can consume the allotted amount. More than one product can be specified.
    • Organisational Unit Conditions: The organisational units that can consume the allotted amount. Units or Groups can be specified in the conditions. More than one organisational unit can be specified.
    • Date Conditions: The day of the week during which the allotted amount can be consumed. More than one condition can be specified and at least one should be met in order to consume the allotted amount.
    • Time Conditions: The time conditions during which the allotted amount can be consumed. More than one-time condition can be specified. At least one of them should be met in order to consume the allotted amount.
  • Amount that can be spent: Actual amount available per condition group
Wallet Transactions
Wallet TransactionsInformation on all Wallet related Transactions
Log Information
Log Information

In addition to the standard set of Log Details information available in all entities, Wallets also include the following log information:

  • Process Name: The process that created or cancelled the Wallet
  • Entity Name: The name of the entity that caused the creation or cancellation of the Wallet
  • Entity Value: The value of the entity that caused the creation or cancellation of the Wallet

Additional Actions for Wallets

Automatic Wallet Creation

In addition to creating Wallets manually, certain processes can be configured to create Wallets automatically:

  • On creating a new Accounts Receivable
  • On using an Accounts Receivable on a Prepaid Subscription
  • On using an Accounts Receivable with Rewards Participants

In order for the System to create Wallets automatically, the Wallets Definitions module needs to be configured accordingly.  Wallets cannot be created if an 'Active' Wallet Definition is not present in the system.  

Wallets are directly related to an Accounts Receivable. Although an Accounts Receivable may be directly related to more than one Wallet, only one Wallet with an  'Effective' Life Cycle State can be related to an Accounts Receivable at a time.

The Log Information includes details on the process that created the Wallet.

  • On creating a new Accounts Receivable
    • Process name: Create Accounts Receivable
    • Entity name: Accounts Receivable
    • Entity value: The Number of the Accounts Receivable

  • On using an Accounts Receivable on a Prepaid Subscription
    • Process name:  
      • Become Subscriber
        or 
      • Change Subscriber Account 
    • Entity name: Subscription Action
    • Entity value: The Number of the Subscription Action 
  • On using an Accounts Receivable with Rewards Participants
    • Process name: Create Rewards Participant
    • Entity name: Rewards Participant
    • Entity value: The Number of the Rewards Participant

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Cancelling Wallets

Wallets are cancelled instead of deleted.

Wallets can be cancelled manually or cancelled automatically in the following instances:

  •  On terminating an Accounts Receivable
  •  On terminating the relationship with last prepaid Subscription or Rewards Participant

The cancellation process sets the Life Cycle State to 'Cancelled'. The process might trigger additional Wallet processes based on its settings specified in Wallets Definitions.

  1. Navigate to Wallets.
  2. Search for the Wallet to be cancelled.
  3. Click on the Number/Name of the record you would like to access, to go to the Data Entry page.
  4. From the Actions Menu click on ACTIONS > CANCEL.
  5. A warning message will be shown to confirm the cancellation.
  6. Click on YES.

Automatic Wallet Cancellation

The System can be configured to automatically cancel a Wallet on a number of events. The Log Information section registerstheprocess registers the process or entity responsible for cancelling the Wallet.

  • On terminating an Accounts Receivable

    • Cancelled by Process name: Terminate Accounts Receivable
    • Cancelled by Entity name: Accounts Receivable
    • Cancelled by Entity value: The Number of the Accounts Receivable 

  • On terminating the last prepaid Subscription related with a Wallet

    • Cancelled by Process name: Terminate Subscription
    • Cancelled  by Entity name: Subscription Action
    • Cancelled by Entity value: The Number of the Subscription Action
  • On terminating the relationship to a Rewards Participant
    • Cancelled by Process name: Terminate Rewards Participant   
    • Cancelled  by Entity name: Rewards Participant 
    • Cancelled by Entity value: The Number of the Rewards Participant

Money Transfer Between Wallets

Money can be transferred from one Wallet to another as long as:

  • Both Wallets are 'Effective'
  • There is enough money in the Wallet

The outcome of the process is three Transactions. A Wallet Transfer, a Debit Wallet Transaction which will debit the source Wallet (the Wallet FROM which money will be transferred) and a Credit Wallet Transaction to credit the target Wallet (the Wallet TO which money will be transferred).

  1. Navigate to Wallets.
  2. Search for the Wallet you would like to transfer money from.
  3. Click on the Number/Name of the Wallet you would like to access, to go to the Data Entry page.
  4. From the Actions Menu click on ACTIONS > TRANSFER MONEY to open the Transfer Money modal.
    1. To Wallet: Search and add Wallet using quick search or search modal.
    2. Amount: Input the amount of money that it will be transferred.
  5. Click on SAVE.

Viewing Wallet's Future Balance - 
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The Wallet's Future Balance can be calculated using a future date as 'Ad Of Date'. The Future Wallet Balance is calculated as the current Wallet Balance, using the future date provided by the User and additionally taking into account all Wallet Allotments which have a validity date up until or equal to the specified future date (inclusive). It is calculated for:

  • The Wallet's total future balance
  • The future balance per product
  • The future balance per Allotments Group of Conditions

Follow the steps below to get the Wallet's Future Balance

  1. Navigate to Wallets.
  2. Search for the Wallet for which the future balance will be calculated.
  3. Click on the Number/Name of the record you would like to access, to go to the Data Entry page.
  4. From the Actions Menu click on ACTIONS > VIEW FUTURE BALANCE.
  5. Provide a future As of Date.
  6. Click on CALCULATE.

Processes that Automatically Modify Wallets

Once Wallets are created, they can no longer be manually modified. Various System processes are responsible for updating Wallets accordingly. In the following table, you can find Wallet Attributes and the System processes responsible for updating them

Field(s)Responsible Update ProcessesDescription 
Balance Balance is a dynamically calculated field. It's the sum of all Debit and Credit transactions of the Wallet. 

Estimated Consumption Information Wallet Balance

 

  • Estimated Consumption Days: An estimate of the number of days until the total Wallet Balance will run out.
  • Estimated Consumption Date: An estimate of the date on which the Wallet Balance will run out.

This is information related to the consumed amount and remaining time for full consumption of the Wallet's positive balance.

 

Estimated Consumption Information (per product)

Wallet Product Consumption:
    • Estimated Days Left To Consume Full Amount:  An estimate on the number of days left until the total amount allotted for the specified product is consumed.
    • Estimated Date Of Full Amount Consumption: An estimate of the date by which the amount allotted for the specified product will be consumed.
    • Latest Date Of Estimation: The date that the latest estimate was performed.
This is information related to the consumed amount and remaining time for full consumption of the Wallet's positive balance, allotted on specific products. 
Life Cycle State Setting Life Cycle State to Effective - Update Processes
  1. Manual Creation
  2. Automatic Creation
    1. Account Receivable Creation
    2. Prepaid Subscription Creation
    3. Rewards Participant
This sets the Life Cycle State of the Wallet as 'Effective' or 'Cancelled'. 
 Setting Life Cycle State to Cancelled - Update Processes
  1. Manual Cancellation
  2. Automatic Cancellation
    1. Account Receivable Termination
    2. Prepaid Subscription Termination
    3. Rewards Participant
  
Log Information
  • CREATE
    • Created By Process Name: The process that created the Wallet.
    • Created by Entity Name: The entity that triggered the generation of the Wallet (i.e. Subscription or Accounts Receivable, Rewards Participant).
    • Created by Entity Value:  The value of the entity that triggered the generation of the Wallet (i.e. Subscription No., Accounts Receivable No., Rewards Participant No.).
Creation
  1. Manual Creation
  2. Automatic Creation
    1. Account Receivable Creation
    2. Prepaid Subscription Creation
    3. Rewards Participant
This is information additional to the standard Log, relevant to the creation and cancellation of the Wallet. 
 
  • CANCEL
    • Cancelled by Process Name: The process that cancelledtheWallet .
    • Cancelled by Entity Name: The entity that triggered the cancellation of the Wallet (i.e. Subscription or Accounts Receivable, Rewards Participant).
    • Cancelled by Entity Value: The value of the entity that triggered the cancellation of the Wallet (i.e. Subscription No., Accounts Receivable No., Rewards Participant No.).
Cancellation
  1. Manual Cancellation
  2. Automatic Cancellation
    1. Account Receivable Termination
    2. Prepaid Subscription Termination
    3. Rewards Participant
  
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