What does this section cover? 

What is a Wallet Definition?

Wallet Definition is a set of business settings/rules which are used in order to create and maintain wallets and wallet transactions throughout their whole life cycle. Wallet definitions are mandatory, thus, if no active wallet definitions exists then no wallet processes can be performed. Only one active wallet  definition can exist in the system at any given point.

Wallet Definitions attributes 

Wallet Definitions need to be configured in one of the Configuration Modules. Below is the information available for each Wallet Definitions configured in the system. 

• Number (Unique and Mandatory): An auto generated number that uniquely identifies the voucher definition
• Name (Unique and Mandatory): The name of the definition
• Alternative code (Unique and Mandatory): An alternative code for the definition. On creating a new definition it should default to the first letter of each word included in the name (in Capitals), if nothing else is specified
• Description: A description for the definition
• State (Mandatory): The state of the definition which can be active or inactive. Only one active definition can exist at any point
• Causes Creating Wallets: A definition of the causes that will result into automatically creating new wallets, and includes the following options:
  • On creating New Accounts Receivable
  • On using an Accounts Receivable on a Prepaid Subscription
• Causes Cancelling Wallets: A definition of the causes that will result into automatically cancelling wallets, and includes the following options:
  • On Terminating an Accounts Receivable
  • On Terminating the last Prepaid Subscription Related with Wallet
• Causes Debiting Wallets: A definition of the causes that will result into automatically debiting wallets, and includes the following options:
  • During Prepaid Billing Run
    • Wallet Debit Transaction Type: The type of wallet transaction type that will be used to create the wallet transaction.
      
• Causes Crediting Wallets: A definition of the causes that will result into automatically crediting wallets, and includes the following:
  • On Payments posting
    Applicable for all payment type or specific types
    • Wallet Credit Transaction Type: The type of wallet transaction type that will be used to created the wallet transaction. 
  • On Credit Note posting
    Applicable for all credit note type or specific types
    • Wallet Credit Transaction Type: The type of wallet transaction type that will be used to created the wallet transaction. 
• Causes Reimbursing Wallets: A definition of the causes that will result into automatically reimbursing wallets, and includes the following:
  • On Cancelling a Wallet
    • Wallet Reimburse Transaction Type: The type of wallet transaction type that will be used to create the wallet transaction. 
  • On Changing a Prepaid Subscription Accounts Receivable
    • Wallet Reimburse Transaction Type: The type of wallet transaction type that will be used to created the wallet transaction. 
• Causes Voiding Wallet Transactions: A definition of the causes that will result into automatically voiding wallet transactions, and includes the following:
  • On Cancelling a Payment (applicable for all payment cancellation types or specific types)
    • Wallet Void Transaction Type: The type of wallet transaction type that will be used to created the wallet transaction. 
• Crediting Rules: A set of rules that will be applied during crediting a wallet, which includes the following:
  • Debit the related Accounts Receivable (applicable for all wallet transaction type classified as credit or for specific types): If selected then an invoice will be posted against the related accounts receivable. The attributes below are used in order to automatically create the credit note
    • Invoice Type
    • Product
• Reimbursing Rules: A set of rules that will be applied during reimbursing a wallet, which includes the following:
  • Credit the related Accounts Receivable (applicable for all wallet transaction type classified as reimburse or for specific types): If selected then a credit note will be posted against the related accounts receivable. The attributes below are used in order to automatically create the credit note
    
    • Credit Note Type
    • Product
  • Maximum Reimburse amount (applicable for all wallet transaction type classified as reimburse or for specific types): The maximum amount that should be reimbursed. 
    • If the reimburse is done automatically and the reimburse amount is more than the maximum amount, then it is automatically set to the maximum amount.
• Voiding Rules:  A set of rules that will be applied during voiding a wallet transaction, which includes the following:
  • Cancel Any Related invoices on voiding wallet credit transactions (applicable for all wallet transaction type classified as credit or for specific types): If a wallet credit transaction is voided, and it was already related with an invoice, then the invoice will also get canceled. The attributes below are used in order to automatically cancel the related invoice:
    • Invoice Cancellation Type
  • Debit the related Accounts Receivable on voiding wallet reimburse transactions (applicable for all wallet transaction type classified as reimburse or for specific types): If a wallet reimburse transaction is voided, and it was already related with an credit note, then an invoice will be created mirroring the related credit note. The attributes below are used in order to automatically create the related invoice:
    • Invoice Type

Defining your own Wallet Definitions tailored to your company's needs

CRM.COM allows you to define your own Wallet Definitions. Wallet definitions are mandatory, if no active wallet definitions exists then no wallet processes can be performed. Only one active wallet  definition can exist in the system at any given point.

Read on to find out how to created/update Wallet Definitions

1. Navigate to Module Configuration > Finance Application > Wallets > Set up Business Definitions
   The summary page of Wallet Definitions is displayed
    
2. Either search for an existing one or from the Top Menu click on NEW
   The Wallet Definitions detail Page is displayed in edit mode
    
3. Under Main Information provide the following fields
   
   1. Name (Unique and Mandatory): The name of the definition
   2. Alternative code (Unique and Mandatory): An alternative code for the definition. On creating a new definition it should default to the first letter of each word included in the name (in Capitals), if nothing else is specified
   3. Description: A description for the definition
       
4. Go to Causes Creating Wallets section and select some of the followings:
   1. On using an Accounts Receivable on a Prepaid Subscription
   2. On creating New Accounts Receivable
      
      
5. Go to Causes Cancelling Wallets section and select some of the followings:
   1. On Terminating an Accounts Receivable.
      
   2. On Terminating the last Prepaid Subscription Related with Wallet
      
      
6. Go to Causes Debiting Wallets section and select some of the followings:
   1. From the During Prepaid Billing Run
      •  Wallet Debit Transaction Type 
        
        
        
7. Go to Causes Crediting Wallets section and select some of the followings:
   1. On Payments posting select
      
      • Wallet Credit Transaction Type
        
   2. On Credit Note posting select
      
      • Wallet Credit Transaction Type
         
8. Go to Causes Reimbursing Wallets section and select some of the followings:
   1. On Cancelling a Wallet select:
      • Wallet Reimburse Transaction Type
        
   2. On Changing a Prepaid Subscription Accounts Receivable select:
      • Wallet Reimburse Transaction Type
         
9. Go to Causes Voiding Wallet Transactions section and select some of the followings:
   
   1. On Cancelling a Payment select:
      
      • Wallet Void Transaction Type
        
10. Crediting Rules section and select one of the following:
    1. Debit the related Accounts Receivable 
    • • Invoice Type
      • Product
         
    1. Click on the conditions (if you would like to only apply the rule on specific Credit Types
       • Click on Add
       • From the drop down select the specific Wallet Transaction Type that you would like to trigger the Financial Transaction creation
11. Go to Reimbursing Rules section and select some of the followings:
    1. Credit the related Accounts Receivable:
       
       • Credit Note Type
       • Product
         
       • Max Refund Amount
          
    2. Click on the conditions (if you would like to only apply the rule on specific Reimburse Types
       • Click on Add
       • From the drop down select the specific Wallet Transaction Type that you would like to trigger the Financial Transaction creation
12. Go to Voiding Rules Section and select some of the followings:
    1. Cancel Any Related invoices on voiding wallet credit transactions:
       • Invoice Cancellation Type: The default invoice cancellation type
          
       • Click on the conditions (if you would like to only apply the rule on specific Credit Types
         • Click on Add
         • From the drop down select the specific Wallet Transaction Type that you would like to trigger the Financial Transaction creation
    2. Debit the related Accounts Receivable on voiding wallet reimburse transactions:
       • Invoice Type: The default invoice type
          
       • Click in the conditions (if you would like to only apply the rule on specific ReimburseTypes
         • Click on Add
         • From the drop down select the specific Wallet Transaction Type that you would like to trigger the Financial Transaction creation
13. Click Save

Setting a Definition as Effective (Active State)

If the definition you are creating is the first one then by default the system will set is as Effective. i.e. Set the Lifecycle state of the definition to Active.

However, if there are already exists in the system, a definition with state active then newly created definitions will be set automatically as Inactive.

In order to update a definition and set it as Active please follow the instructions below

1. Navigate toModule Configuration > Finance Application > Wallets > Set up Business Definitions
   The summary page of  Wallets Definitions is displayed
2. From the menu click on Actions > Activate Definition
   
   Activate Definition modal will open
3. From the Drop Down select the definition you would like to set as active
    
4. Click on Save on the top right corner of the modal
   The previously active definition will be updated to Inactive and the selected one will be updated to active

Deleting existing Wallet Definitions

Wallet Definitions cannot be deleted if they are set as Active. Read on to find out how you can delete a Wallet Definition

1. Navigate to Module Configuration > Finance Application > Wallets > Set up Business Definitions
   The summary page of Wallets Definitions is displayed
    
2. Search for the existing definition you wish to delete
3. Click on the Definition Number link
   The detail page of the wallet is displayed 
4. From the Top Menu click on Delete
   
   If the definition is the active one then the following error message will be shown
   "Cannot delete the active definition."
   
5. If the definition is not active then it will be deleted