Invoices >>
Debit Notes >>

First you need to decide whether you are going to use an Invoice or Debit Note for this purpose. The decision making criteria is quite simple -

• If you wish to subtract funds from your Customer/Sub-Reseller for a specific Order in the system then you have to use an Invoice.

• If you wish to subtract Funds for any other reason other than an Order in the system you should use a Debit Note

Another important thing to note here is that by simply adding an Invoice or Debit Note the funds of your Customer/Sub-Reseller will not reduce. The Invoice or Debit Note will need to be balanced (paid for) in Order to reduce the Funds (unless it is a Greedy Invoice or Debit Note). This is explained below.

Follow the steps below to Subtract Funds from a Customers/Sub-Resellers Account:

1. Click on Customers -> Billing -> Add Debit Note/Add Invoice or Sub-Resellers -> Billing -> Add Debit Note/Add Invoice

2. For a Debit Note put in the Email Address of the Customer/Sub-Reseller, from whose Debit Account Balance you wish to subtract funds from. In case of an Invoice you will have to put in the Order Id of the Order for which you wish to add an Invoice.

3. The next page for verification purposes will show you the details of the Customer/Sub-Reseller for which you are Adding an Invoice/Debit Note. Incase of an Invoice you will also see the Order details.

4. Fill in the Amount you want to Debit to this Customer/Sub-Reseller. This is the main field that will be used to add funds to the Customer/Sub-Reseller. The remaining fields are chiefly information fields. Incase your Selling Currency and Accounting currency are different, you will have to enter both the values along with a Conversion rate. If you have chosen to allow the System to maintain your Conversion Rate, this box will be pre-filled for you. You can choose to modify the conversion rate incase you require it to be different. The important aspect to note is that we actually perform a calculation by multiplying the Selling Currency Amount with the Conversion rate and comparing with the Accounting Currency Amount to ensure that you make no mistakes in the entry. If these 3 values do not match we will not allow the transaction.
 

IMPORTANT

Up to 2 decimal places are permitted for any of these fields except the Currency Conversion field (this would appear only if your Selling Currency differs from your Accounting Currency), which can handle upto 5 decimal places.

5. A Debit Note can be raised for your Sub-Reseller or Customer for the following reasons

6. Mention an appropriate Description for the Invoice/Debit Note that will make identifying the reason for this charge ample clear to both yourself and your Sub-Reseller/Customer.

IMPORTANT

In case of a manually raised Invoice/Debit Note, the description of the Invoice/Debit Note can be modified at a later stage as mentioned below -

1. Login to your Reseller Admin Control Panel from http://manage.gi.net/reseller

2. Go to Customers -> Billing -> List Transactions for Customers / go to Sub Resellers -> Billing -> List Transactions for Sub Resellers.

3. Click on the description link of the Invoice/Debit Note to view the Invoice/Debit Note Details page.

4. Click on Modify Description button.

5. Modify the content in the Description field and click on Modify to submit the change.

7. In case of an Invoice you can specify the following additional fields

Order Suspension Date: This signifies the Date on which the Order will be Suspended if the Invoice is not paid
Order Deletion Date: This signifies the Date on which the Order will be Deleted if the Invoice is not paid

More details about the above two fields can be found here >>

8. You can select the Date when this Invoice/Debit Note should be raised.

9. Mention appropriate Payment Reminder Days (after the Transaction Date) to let the system automatically send Payment Reminders to your Customers/Sub-Resellers for due payments. If you do not wish the system to remind your Customers/Sub-Resellers about pending payments, leave this box as blank.

10. A Transaction Key is a per transaction unique set of characters or numbers or any word that would easily allow you to differentiate every instance of a manually raised Invoice or Debit Note. This key ensures that you do not add the same transaction twice into the system.
 

IMPORTANT

If you enter the same Transaction Key in multiple transactions, then you will receive an error message. You need to do the following when you encounter this error:

1. Depending upon whether you are subtracting funds from your Customer or Sub-Reseller, you need to go to either Customers -> Search or Sub-Resellers -> Search.

2. Mention the Customer/Sub-Reseller's Email Address (as the case maybe) and click on the Search button.

3. Click on the Customer/Sub-Reseller to view their details.

4. Click on the List Transactions button to review if these funds have already been debited to your Customer/Sub-Reseller. You may also perform an advanced search by clicking on the Advanced Search button on the top of this page.

Now,

• if these funds have been already subtracted from your Customer/Sub-Reseller's Debit Account Balance, then you should not proceed subtracting these funds again.

• if you can not locate a transaction of the same amount and date as the one you are subtracting at present, then this Transaction must be unique but the Transaction Key you are mentioning has already been associated to a previous transaction.
  
  In this case, you should press your Web Browser's Back button and continue this transaction with another Transaction Key.

11. You can choose to make both Invoices as well as Debit Notes Greedy. A Greedy Invoice/Debit Note gets automatically settled.

1. if there are Funds available in your Customer/Sub-Reseller's Debit Account, or
    
2. when your Customer/Sub-Reseller adds Funds in his Debit Account, or
    
3. at the time your Customer/Sub-Reseller starts paying for another Invoice/Debit Note, he is prompted to also pay for any Greedy Invoice or Debit Note.

Any Invoice/Debit Note which has been raised as a Greedy one, would get displayed in the List of Transactions with "(Greedy)" being displayed in the Transaction Type.

13. Once you finish filling the details and move onwards you will be displayed a Confirmation page with all Customer details and Transaction details for one final confirmation before adding the Invoice/Debit Note.

14. Clicking on Confirm Transaction will result in the addition of the Invoice/Debit Note.

IMPORTANT

1. If you chose to make an Invoice/Debit Note Greedy, then (as explained before) it would get settled depending upon whether the Customer/Sub-Reseller has funds in their Debit Account.

2. If you did not choose to make the Invoice/Debit Note Greedy, then you would need to settle the Invoice/Debit Note to deduct this amount from your Customer/Sub-Reseller's account. This is done by Paying for the Invoice/Debit Note.

IMPORTANT

If you have received a Chargeback or wish to Refund a particular Receipt/Credit Note, then you may raise a Debit Note from this Receipt/Credit Note itself. This is how you can do this:

1. Search for the Receipt/Credit Note for which you have received a Chargeback or wish to Refund, from Customers -> Billing -> Search Transactions or Sub-Resellers -> Billing -> Search Transactions

2. Click on the Receipt/Credit Note to view its details.

3. Select either Chargeback or Refund in the dropdown on the top of the page and click on the Go button

4. You will be taken to the Subtract Funds page, where the system would prefill the Amount, Debit Note Type, Description from the the details available in the Receipt/Credit Note. We recommend that you modify the Description to indicate to your Customer/Sub-Reseller the purpose of subtracting Funds from his/her account.

5. Fill in all the relevant values as per the instructions provided above.