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Back to Wallets Main Page

Excerpt
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Understand the usage of Wallets within CRM.COM

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Table of Contents

Table of Contents

 

What are Wallets?

A Wallet is a financial account which allows customers to use a credit balance to fund transactions within CRM.COM. It works as a mini-ledger that can easily be topped up by various payment methods or spent by CRM.COM functions such as Prepaid Subscriptions or the Redemption of Awards.

Wallets are managed through Wallet-specific processes which can create, update or cancel Wallets manually or automatically, as well as generate Wallet Transactions that credit, debit or refund Wallets.

Optionally, Wallets can be configured so that on every top up a sales invoice is generated, allowing the Company to record revenue and VAT on the top up rather than the spend transactions which tend to be multiple time more.

Wallets Glossary

TermsDescriptions

Wallet Balance

The amount of money which is available (credits fewer debits) in a Wallet and can be used to carry out transactions within CRM.COM.

Wallet Opening Balance

Status
colourBlue
titleAvailable from CRM.COM R12.0.0

The Wallet balance brought forward from the previous Wallet balance period, as calculated by the Wallet Balance Period Closing closing process.
Wallet TransactionsTransactions which are used to debit or credit a Wallet.

Wallet Credit Transaction

A transaction that funds the Wallet. Credit Wallet Transaction amounts:

  1. can be allotted to specific products
  2. can be assigned specific days of the week or times of the day when they can be spent
  3. can be appointed specific shops/departments where they can be spent.
  4. can have a validity date set to designate the day, from which the amount can be spent

Credit Transactions created automatically are defined in the Wallet Definitions - Crediting Causes.

Wallet Debit Transaction

A transaction that deducts funds from the Wallet.

  Debit Transactions created automatically are defined in the Wallet Definitions - Debiting Causes 

Wallet Reimburse Transaction

A transaction that deducts funds from the Wallet to pay back an amount of money.  The Reimburse Transaction can also use that amount for processes other than payback.  It can,  for example, convert the amount remaining in the Wallet into a credit Financial Transaction and allocate it against the Wallet holder's Accounts Receivable. 

Reimburse Transactions created automatically are defined in the Wallet Definitions - Reimburse Causes 

Wallet Void Transaction

A transaction that cancels or reverses any type of Wallet Transaction (credit, debit, reimburse) by voiding it. A Wallet Void Transaction is always related to the Wallet Transaction that it cancelled

Wallet Transactions can either be voided by the System or manually. Events causing the voiding of Transactions by the System are defined in the Wallet Definitions - Void Causes

Wallet Transfer TransactionA transaction which is used to transfer money from one Wallet to another. The Wallet Transfer Transaction refers to two Wallets, the (debit) Wallet from which money is transferred and the (credit) Wallet to which money is transferred.
Wallet Allotments

Restrictions on how the amount available in the Wallet can be spent. For example, from a Balance of €20, there can be an Allotment of €15 to be spent exclusively on Product A.
Allotments on Debit Transactions provide information on how the Balance was spent.

  • Credit Wallet Allotments: Wallet Allotments that credit the Wallet, which can be created by Credit Wallet Transactions, Voided Debit Transactions or Voided Reimburse Transactions.
  • Debit Wallet Allotments: Wallet Allotments that debit the Wallet, which can be created by Debit Wallet Transactions, Reimburse Wallet Transactions or Voided Credit Wallet Transactions.
Validity Consumption DateThe date from which allotment funds are available for spending. Before this date, the funds are not considered in the calculation of the Wallet Balance.

Wallet Transaction Expiration Date

Status
colourGreen
titleAvailable from CRM.COM R10.0.0

A date available on Credit Transactions (Credit Wallet Transactions, Transfer Wallet Transactions) that indicates the expiration of the credit amount.

Note

Used by the System Allocation Process to allocate debit transactions on credit transactions, and by Wallet Balance Expiration Runs to expire Wallet Amount that has not been spent and is expired.

Wallets Key Processes and Concepts

Processes / ConceptDescription
Transfer Money between WalletsMoney can be transferred between Wallets belonging to different owners. Transferring money triggers the creation of two new Wallet Transactions, a debit for the current Wallet from which money is transferred and a credit for the new Wallet to which the money is transferred. The transfer function can be accessed from the Wallets Data Entry or the Wallets Transactions Data Entry pages.

Expiration of Wallet Balance

Status
colourGreen
titleAvailable from CRM.COM R10.0.0

The Wallet Balance Expiration process is available and is used to identify the Wallet Amount that has not been spent and has expired.
The process identifies the amount to expire, based on the Expiration Date found in Credit Transactions and the amount that is already spent. The unspent amount is then debited from the Wallet.

The resulting debit reflecting the expired amount is directly allocated against the expired credit amount.
View Using Wallet Balance Expiration Run Definitions for more information on expiring Wallet Balance. 

Note

If the expired amount is created by Reward Award Transactions, then the respective Award Expiration Transactions will be created.

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allocation
Allocation for Wallet Transaction Allotments

Status
colourGreen
titleAvailable from CRM.COM R10.0.0

Funds spent from the Wallet (e.g. Debit Wallet Transactions) are allocated against funds available in the Wallet (money from Credit Wallet Transactions).
The System first allocates the debit to the credit with the oldest Expiration Date. In case a Credit Transactions with an expiration Date is not present, then the FIFO principle is applied, i.e. the Debit Transactions are allocated against the Credit Transactions with the earliest Created Date.

Note

The allocation takes place within the same allotment group, and the Validity Consumption Date is also taken into consideration.

Wallet Balance Calculations

A positive Wallet Balance indicates how much money is available in the Wallet to be spent, while a negative Wallet Balance indicates how much money is owed.

Note

The balance logic of a Wallet is opposite to that of the Accounts Receivable, where a positive amount indicates money owed to the company and a negative amount indicates money owed to the customer by the company.


Two fields provide information related to Wallet balance:

  • Wallet Balance
    Balance = (credit WT amounts + voided debit WT amounts + voided reimburse WT amounts) - ( debit WT amounts + reimburse WT amounts + voided credit WT amounts)
    Status
    colourBlue
    titleAvailable from CRM.COM R12.0.0

    As from CRM.COM R12.0.0 the Wallet's opening balance is also taken into account in the Wallet's total Balance. The opening balance is summed with the aggregated amounts of Wallet Transactions which are not related to a Wallet Balance Period.
  • Product Balance
    Balance = (credit WTA amounts + voided debit WTA amounts + voided reimburse WTA amounts) - ( debit WTA amounts + reimburse WTA amounts + voided credit WTA amounts)
    WTA = Wallet Transaction Allotment (related to a specific product)
    Status
    colourBlue
    titleAvailable from CRM.COM R12.0.0

    As from CRM.COM R12.0.0 the Product's opening balance is also taken into account in the Product's total Balance. The opening balance is summed with the aggregated amounts of Wallet Transaction Allotments (related to a specific product) which are not related to a Wallet Balance Period.

 

Note
titleIgnored by the calculation
  • Transfer Wallet Transactions are not taken into account during the calculation of the Wallet Balance calculations, as they are derived from already accounted debit and credit Wallet transactions.
  • If a Wallet Transaction has a 'Valid From' date set in the future, then it is not taken into account by the Wallet Balance calculation.

View Wallet Future Balance CalculationsBalance amount, which is valid only in the future

Status
colourBlue
titleAvailable from CRM.COM R12.0.0

The Wallet's Future Balance is calculated based on a specific future date and may differ from the current balance since Wallet Allotments might exist with a future validity 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).

The Future Balance is calculated for:

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

This process also considers the Wallet's opening balance (if available) plus any Wallet Allotments without any relation to a Wallet balance periodbalance of a Wallet for a day in the future may differ to the current balance, due to amounts that will be made available in the future, i.e they have a future Validity Date.

Note

Money that will expire between current day and the future date are not taken into consideration.

Estimated Consumption Values

Wallets are used by Prepaid Billing process to fund Subscriptions. Wallets display the date on which a Prepaid Subscription expires (based on its products and the price plan rates).

Consumption Amount Calculation for long periods

The calculations below are performed by the Prepaid Billing Run:

  • Once a BR (Billing Run) is executed the amount on the Wallet, and the remaining product allotted amount are calculated.
  • The cost of the product is calculated per day according to the price on the Price Plan.
    • If more than one products exist then, the sum of all the products is calculated. For example:
      • Product Allotted = Cost per Product per day
      • Wallet = Sum of (Cost per Product per day)
  • Remaining consumption days (Wallet) = Remaining Balance / Sum of (Cost per Product per Day)

  • Remaining consumption days (Product) = Remaining Allotted Amount / Cost per Product per Day

Note

Unless the UOT (Unit of Time) of a product in the Price Plans is set to 'Daily', the calculation of the daily rate will vary according to the number of days in each month, as in the example below:

 January (31 Days)February (28 Days)April (30 days)
Monthly Product Rate313131
Daily Rate Estimation31/31 = 131/28 = 1.1131/30 = 1.03
Voiding Wallet Transactions

Wallet Transactions are voided (reversed) instead of cancelled. All types of Wallet Transactions can be voided except Transfer Wallet Transactions. When a Wallet Transaction is voided, the System creates a Void Wallet Transaction which is an exact opposite of the initial transaction.

  • If you void a (-) Debit Wallet Transaction, then a (+) Void Wallet Transaction is created. 
  • If you void a (-) Reimburse Wallet Transaction, then a (+) Void Wallet Transaction is created. 
  • If you void a (+) Credit Wallet Transaction, then a (-) Void Wallet Transaction is created. 
Automatic Generation of Wallet Transactions

Wallet Transactions can be manually created via the Wallet Transactions Data Entry page.

Provided it is configured to do so (via the active Wallets Definition), CRM.COM can automatically generate Wallet Transactions of any type through various System processes.

CRM.COM processes that can be configured to automatically generate Wallet Transactions are the following:

  • Creating Financial Transactions
  • Cancelling Financial Transactions
  • Executing Prepaid Billing Runs
  • Cancelling Wallets
  • Creation of Customer Events
  • Creation and cancellation of Spend Reward Transactions
  • Creation and cancellation of Award Reward Transactions
  • Creation and cancellation of Award Expiration Reward Transactions
    Status
    colourRed
    titleApplicable up to CRM.COM R9.0.0

Working with Wallet Balance Periods

Status
colourBlue
titleAvailable from CRM.COM R12.0.0

A Wallet Balance Period is defined as the time frame in which Wallet Transactions are posted. The time frame can be set to monthly and cannot be modified through the System.

There is always one open period in the System, which includes all new Wallet Transactions posted during that period.

The Wallet Balance Periods also affect the way that the Wallet Balance is calculated. During the process of closing a Period, the opening balance of all Wallets is calculated.

Wallets Viewing & Access Controls

Business Network Characteristics define the level of access for each record. i.e., whether it will be available for selection, viewing or editing.

EntityNetwork CharacteristicsDescription
Wallets
  • Implicit Viewing Entities: Wallet records can be accessed, viewed and modified by users that belong to the Group defined at the Owned By Group of the related Accounts Receivable, or that belong to a group that collaborates with the specified group, or by Super Users.
  • Accounts Receivable based Entities: Wallets cannot be created unless an Accounts Receivable is selected.
Wallet Transaction Types
  • A Wallet Transaction Typecan be added on a Wallet, provided the user adding the Wallet Transaction Typebelongs to one of the Allowed Organisational units defined in the Wallet Transaction Type, or a collaboration exists between the user's unit and the Allowed Organisational Unit of the Wallet Transaction Type, or if the user is a Super User.

 

Wallets Related Modules

EntityHow Wallets interact with Entity
Accounts ReceivableAn Accounts Receivable must be selected to create a Wallet.  The System can be configured as such that transactions affecting the Wallet also affect the Accounts Receivable (and vice versa).  For example, when a Payment is made to the Accounts Receivable, a Credit Wallet Transaction credits the Wallet, and an Invoice debits the Accounts Receivable. 
Rewards ParticipantsRewards Participants own a Wallet which contains Wallet Transactions created via Reward Award Transactions and Reward Spend Transactions.
Prepaid SubscriptionPrepaid Subscriptions Billing affect subscribers' Wallets, rather than their Accounts Receivable. When Prepaid Billing is executed, the Wallet is debited accordingly and its Balance evaluated to determine whether a Subscription should stay activated.
VouchersVouchers can be used as a payment to Top Up a Wallet by triggering Credit Wallet Transactions. If specific products are defined on the Vouchers, then Wallet Allotments are created, restricting the use of the available amount to these products.
RewardsCustomers participating in Rewards schemes can access their awards and spend funds via their Wallets.

 

Wallets - Business Examples

The following section provides business examples of how the CRM.COM Wallets module is used.

Calculation of Wallet estimated consumption for Prepaid Subscriptions

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titleCalculation of wallet estimated consumption for prepaid subscriptions

Business Requirement

Company ZX offers Prepaid Subscriptions to its customers.

  • In Prepaid Subscriptions, customers pay upfront for the services they chose to use.
  • The credited amount can be allotted to specific products on their Subscription.
  • When the customer's balance is insufficient to cover all the chosen services they are automatically disconnected.
  • Customers can call, to inquire on how much money is left in their Wallet and when their Subscription will be disconnected.

Case

The customer has paid €300 and has two products, Sports HD and Kids HD, on their Subscription. Customer has subscribed to the normal Price Plan with the following rates:

Kids HD: €20 per month

Sports HD: €30 per month

CRM.COM Solution

Customers with Prepaid Subscriptions have an Accounts Receivable and a Wallet. The Wallet contains the money that the customer has paid upfront for use on their Prepaid Subscription. Once the Prepaid Billing Run is executed the following information will be entered in the Wallet:

  • Current Date: 01.06 

    Wallet

    • Estimated Consumption Days:183 days
    • Estimated Consumption Date: 01.12
    • Estimated Consumption As of Date: 01.06
    • Balance: €300

    Per Product

    • Sports HD
      • Estimated Consumption Days: 183 days
      • Estimated Consumption Date: 01.12
      • Estimated Consumption As of Date: 01.06
    • Kids HD
      • Estimated Consumption Days: 183 days
      • Estimated Consumption Date: 01.12
      • Estimated Consumption As of Date: 01.06
         

  • Next Day: 02.06 

    Wallet

    • Estimated Consumption Days:182 days
    • Estimated Consumption Date: 01.12
    • Estimated Consumption As of Date: 02.06
    • Balance: €298.33

    Per Product

    • Sports HD
      • Estimated Consumption Days: 182 days
      • Estimated Consumption Date: 01.12
      • Estimated Consumption As of Date: 02.06
    • Kids HD
      • Estimated Consumption Days: 182 days
      • Estimated Consumption Date: 01.12
      • Estimated Consumption As of Date: 02.06

Allocation of Wallet Transactions - 
Status
colourGreen
titleAvailable from CRM.COM R10.0.0

Panel
nameblue
titleAllocation of Wallet Transactions

The following process demonstrates how funds spent from the consumer's Wallet are allocated against Credit Transactions (funds already available in the Wallet) based on the aforementioned allocation logic.

Table 1 lists a number of Debit and Credit Transactions reported into the System.

 

Note
  • Green and Pink Cells indicate Credit and Debit Transactions respectively.
  • Some Credit Transactions have an Expiration or Consumption Validity Date. Some have both or none.
  • Two Allotment Condition Groups are available indicating that allocation occurs within each Group.

Table 1 - Wallet Transactions Table

Order of creation
Created Date
Number
Wallet Transaction Type
Amount
Allotment Condition Group
Consumption Validity Date
Expiration Date
101/10/2016WT0001Credit€10Group 1N/AN/A
201/10/2016WT0002Credit€10Group 1N/A01/11/2016
302/10/2016WT0003Credit€10Group 1N/A15/10/2016
402/10/2016WT0004Credit€10Group 105/10/201610/10/2016
502/10/2016WT0005Credit€10Group 2N/A09/10/2016
603/10/2016WT0006Debit€-8Group 1N/AN/A
705/10/2016WT0007Debit€-15Group 1N/AN/A
805/10/2016WT0008Debit€-10Group 2N/AN/A
906/10/2016WT0009Credit€10Group 1N/A20/10/2016
1007/10/2016WT0010Debit€-15Group 1N/AN/A
1108/10/2016WT0011Credit€10Group 1N/AN/A
1209/10/2016WT0012Debit€-12Group 1N/AN/A
1310/10/2016WT0013Debit€-10Group 1N/AN/A

 

Table 2 - Allocations Table

Table 2 shows the allocation and the order in which it occurs in the System, taking into consideration the:

  • Allotment Condition Group
    • The Credit Transactions that belong to the same Allotment Condition Group as the Debit Transaction and are not fully allocated.
  • Expiration Date & Created Date
    • Credit Transactions with the earliest Expiration and Created Date are sorted by Expiration and Created Date from earliest to latest (if no Expiration Date exists then the sorting is done based on the Created Date only).
  • Consumption Validity Date
    • Credit Transactions whose Consumption Validity Date is before the current date.
Order of Allocation
Credit Allotment
Debit Allotment
Allocated Amount
Allocation Date
Unallocated Amount
1WT0003WT0006€803/10/2016€2
2WT0004WT0007€1005/10/2016€0
3WT0003WT0007€205/10/2016€0
4WT0002WT0007€305/10/2016€7
5WT0005WT0008€1005/10/2016€0
6WT0009WT0010€1007/10/2016€0
7WT0002WT0010€507/10/2016€2
8WT0002WT0012€209/10/2016€0
9WT0001WT0012€1009/10/2016€0
10WT0011WT0013€1010/10/2016€0

 


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