Distributor Payments
Overview
The Distributor Payments section is used to record cash settlements received from card distributors. When a distributor sells recharge cards, they collect cash from customers and hold it. Periodically, the distributor pays this amount (minus their earned commission) to their parent operator or admin. This payment must be recorded in ISPBills to keep the distributor's balance accurate.
Business Flow
Distributor sells cards → Collects cash from customers
↓
Distributor holds the cash
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Distributor periodically settles with parent operator/admin
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Admin/Reseller records the cash received → Distributor balance updated
Recording a Payment from a Distributor
- Navigate to Recharge Card > Distributor Payments.
- Click "New Payment" or "Record Payment".
- Fill in the following details:
| Field | Description |
|---|---|
| Distributor | Select the card distributor making the payment |
| Amount | The cash amount received from the distributor |
| Payment Date | The date the cash was received |
| Notes | Optional reference or note (e.g., cheque number, receipt reference) |
- Click Save. The distributor's outstanding balance is reduced by the recorded amount.
Viewing Payment History
The Distributor Payments list shows all recorded cash receipts for each distributor:
| Column | Description |
|---|---|
| Distributor | The distributor who made the payment |
| Amount | Cash received |
| Date | Payment date |
| Recorded By | Admin or reseller who recorded the entry |
| Notes | Any additional reference |
Filter by distributor or date range to review a specific distributor's payment history.
Distributor Balance Tracking
ISPBills maintains a running balance for each distributor based on the following calculation:
Outstanding Balance = Total Card Value Sold − Commissions Earned − Payments Recorded
| Component | Effect on Balance |
|---|---|
| Card sold (redeemed) | Increases outstanding balance (distributor owes money) |
| Commission earned | Reduces outstanding balance (deducted from what's owed) |
| Payment recorded | Reduces outstanding balance (cash received) |
A positive outstanding balance means the distributor still owes money to the parent operator. A zero or negative balance means the distributor is settled or has overpaid.
Reconciliation
To reconcile a distributor's account:
- Navigate to Recharge Card > Card Distributors and view the distributor's record.
- Check the outstanding balance shown.
- Compare with the distributor's own records.
- Record any pending cash receipts via Distributor Payments.
Regular reconciliation (weekly or monthly) ensures distributor accounts remain accurate and disputes are minimised.