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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 wallet 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
- On Using Accounts Receivable in Reward Participants
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 Relation of Wallets with Any Subscriptions or Rewards Participants
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.
- On Spend Reward Transactions
  - 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 create 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 create the wallet transaction.
- On award reward transactions
  - Wallet Credit Transaction Type: The type of wallet transaction type that will be used to create 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 Reward Award Transaction
  - Wallet Void Transaction Type: The type of wallet transaction type that will be used to created the wallet transaction.
- On Cancelling a Reward Spend Transaction
  - Wallet Void Transaction Type: The type of wallet transaction type that will be used to created the wallet transaction.
- 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

Definition Rules

For all three types of Rule Definitions; conditions may be applied.

Crediting Rules
Reimbursing Rules
Voiding Rules

Conditions will be applied (if specified in the Conditions section) for the system decision, if a Financial Transaction of the specified type will be created. The conditions sections takes as input Wallet Transaction types. If you do not define any Wallet Transaction types then the system will create the Financial Transaction for any respective classification Wallet Transaction created.

In order to define Reimbursing Rules, you need to define Crediting Rules for all Wallet Transaction types

Examples

Assume that the system has 2 Wallet Transaction Types with Classification Credit:

Normal Credit
Exceptional Credit

Example A Business Requirement:

When a Wallet Transaction of Type Normal Credit is created, then create a Financial Transaction of type Invoice 1:

Required Setup

Example B Business Requirement:

When any Credit Type Wallet Transaction is created, then create a Financial Transaction of type Invoice 1:

Required Setup

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

Navigate to Module Configuration > Finance Application > Wallets > Set up Business Definitions
The summary page of Wallet Definitions is displayed
Either search for an existing one or from the Top Menu click on NEW
The Wallet Definitions detail Page is displayed in edit mode
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
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
3. On Using Accounts Receivable in Reward Participants
Go to Causes Cancelling Wallets section and select some of the followings:
1. On Terminating an Accounts Receivable.
2. On Terminating the Relation of Wallets with Any Subscriptions or Rewards Participants
Go to Causes Debiting Wallets section and select from the following:
1. During Prepaid Billing Run
2. On Spend Reward Transaction
  - Wallet Debit Transaction Type for each
Go to Causes Crediting Wallets section and select some of the followings:
1. On Award Reward Transaction
  - Wallet Credit Transaction Type
2. On Payments posting select
  - Wallet Credit Transaction Type (with conditions available)
3. On Credit Note posting select
  - Wallet Credit Transaction Type (with conditions available)
Go to Causes Reimbursing Wallets section and select some of the followings:
1. On Cancelling a Wallet select:
  - Wallet Reimburse Transaction Type (with conditions available)
2. On Changing a Prepaid Subscription Accounts Receivable select:
  - Wallet Reimburse Transaction Type (with conditions available)
Go to Causes Voiding Wallet Transactions section and select some of the followings:
1. On Cancelling a Reward Award Transaction
  - Wallet Void Transaction Type
2. On Cancelling a Reward Spend Transaction
  - Wallet Void Transaction Type
3. On Cancelling a Payment select:
  - Wallet Void Transaction Type (with conditions available)
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
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
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
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

Navigate to Module Configuration > Finance Application > Wallets > Set up Business Definitions
The summary page of Wallets Definitions is displayed
From the menu click on Actions > Activate Definition
Activate Definition modal will open
From the Drop Down select the definition you would like to set as active
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

Navigate to Module Configuration > Finance Application > Wallets > Set up Business Definitions
The summary page of Wallets Definitions is displayed
Search for the existing definition you wish to delete
Click on the Definition Number link
The detail page of the wallet is displayed
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."
If the definition is not active then it will be deleted

Related Areas

Page:

Creating Wallets - R5&R6 — Learn how to manually or automatically create a Wallet used in Prepaid Subscriptions
Page:

Modifying Wallets - R5&R6 — Navigate to Wallet and learn how to update and cancel an existing Wallet.
Page:

Creating Wallet Transactions - R5&R6 — Learn how Wallet Transactions can be created
Page:

Creating Automatic Wallet Transactions - R5&R6 — Learn how to Automatic (created by the system with no user intervention) Wallet Transactions are created
Page:

Creating Manual Wallet Transactions - R5&R6 — Learn how to create Wallet Transactions manually
Page:

Configuring Wallet Definitions - R5&R6 — Learn how you can configure Wallet Definitions.
Page:

Configuring Wallet Transaction Types - R5&R6 — Learn how you can configure Wallet Transaction Types.
Page:

Viewing Wallets - R5&R6 — Navigate to Wallets and view existing Wallets.
Page:

Modifying Wallet Transactions - R5&R6 — Navigate to Wallet Transaction and learn how to Void a Wallet Transaction
Page:

Viewing Wallet Transactions - R5&R6 — Navigate to Wallet Transactions and view existing Wallet Transactions
Page:

Working with Wallet Transaction Allotments - R5&R6 — Find out what are Wallet Transaction Allotments and how they work in CRM.COM.
Page:

Calculating Wallet Estimated Consumption - R5&R6 — Find out how consumption related values are being calculated.
Page:

Calculating Wallet Balance - R5&R6 — Find out how wallet balance and wallet allotment balance is calculated.

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