Financial settlement
💡 The compensation is based on a comparison of the items to be settled by Pepita Group to the Partner and the items to be settled by the Partner to Pepita Group in the given period.
💡 IMPORTANT: The amount to be transferred to the Pepita Group is not the amount shown in the commission invoice (and in the Product Advertising invoice, if any), but the “Final amount after compensation” shown in the table in the compensation notification letter, per currency! (If the total amount is positive.)
Table of contents
Settlement between Pepita Group and its Partner
In accordance with the Partner’s General Terms and Conditions in force, the financial settlement between Pepita Group and the Partner is as follows:
Compensation accounting
Pepita Group will issue a compensation order to the Partner every 2 weeks. The compensation notice will be sent by e-mail on the day following the settlement period.
| Settlement periods | Compensation notification |
|---|---|
| 1-15 of the month. | 16th day of the month. |
| From the 16th day of the month to the last day of the month. | 1st day of the following month. |
💡 The compensation is based on a comparison of the items to be settled by Pepita Group to the Partner and the items to be settled by the Partner to Pepita Group in the given period.
On the basis of a comparison of the items, a compensation order may give a positive or negative balance.
Compensation order – positive total
If the amount of fees to be charged by the Partner to Pepita Group in the commission accounting period exceeds the amounts collected, the Partner will be in debt to Pepita. Therefore, in case of a positive amount, you are required to transfer the difference to us.
Compensation order – negative total
If the amounts collected in the commission accounting period exceeds the amount of the fees, Pepita is required to transfer the difference to the Partner. So, in case of a negative amount, you have nothing to do.
| Items to be accounted by Pepita Group to the Partner | Fees to be charged by Partner to Pepita Group |
|---|---|
| Bank card transactions | Commission invoice |
| Voucher transactions | Product highlights |
| Pepita Delivery Program – cash on delivery orders |
Commission invoice
The commission account may include the following fees:
- Commission on orders
(Based on the orders confirmed in a given settlement period, from the 1st to the 15th day of a given month and from the 16th day of a given month to the last day of a given month.)
- Handling fee
(Based on credit card orders and Pepita Delivery Program cash on delivery orders received in a given accounting period.)
- Cancelled with commission
(Based on credit card orders received in a given settlement period that have been refused by the Partner, i.e. changed to “Not sent” status, or that have failed to be fulfilled.)
- Commission refund*
(Entered as a negative item in the commission invoice.)
- Subscription fee
It is shown on the invoice for the 2nd accounting period of the month.)
*A commission refund is possible if a commission item for a given order has been invoiced in the 2-week period, but after the settlement period has ended the order status has been changed to a non-commissionable order status. Order status change deadline: maximum 30 days after the date of dispatch of the package.
Compensation notification
The compensation notice, issued the day after the settlement period and sent by e-mail, contains the following information:
- Compensation orders by currency, sorted in a table.
- Attached pdf documents detailing the items to be settled by Pepita Group to the Partner and the items to be settled by the Partner to Pepita Group, by currency.
Payment of compensation orders
- Deadline for payment: 1 working day
- Please be sure to include the compensation order number in the comment field when transferring the amount! (eg. CO-43)
- Transfers must be made separately for each currency.
- Transfer each compensation order one by one, it is not possible to transfer them together.
- Compensation orders attached to the compensation notification e-mail are important documents for accountants and should be kept and given to them after the settlement.
💡IMPORTANT: The amount to be transferred to the Pepita Group is not the amount shown in the commission invoice (and in the Product Advertising invoice, if any), but the “Final amount after compensation” shown in the table in the compensation notification letter, per currency! (If the total amount is positive.)
!! Compensation only applies to the detailed items for the accounting period in question, not to other outstanding items. The 2-week periods will not be merged, i.e. debts outstanding in one period will not be rolled over to the next period, so each compensation order must be balanced!
Financial accounting menu items in the Pepita Admin interface
In the Pepita Admin interface under ” Invoicing ” you will find the following 4 menus:
- Commission items
- Commission negotiation
- Compensation orders
- Financial accounting
Commission items
In the “Commission items” menu, you can change the status of orders.
💡 Deadline for status modification: Maximum 30 days after the date of dispatch of the package.
(The dispatch date of the parcel is the “Delivery date” set when the order is processed.) After day 30, it is no longer possible to change the status!
After modification, the saving is automatic.
The default setting for the menu is to display orders completed in the last 30 days, but the display dates can be changed.
Filtering options
- Completion period: the dispatch date of the parcel, i.e. the “Delivery date” set when the order is processed
- Answer date: order confirmation date (when the send/not send status change occurred during the order process)
- Submit period: date of the order received
- Currency
- Country
- Items within the negotiation period only: list of items that can be modified
- Confirmed items only: a list of orders already confirmed
In the “Package ID” column, if the order was paid by credit card, the name of the online credit card payment provider (simple/stripe/paypal) for the country in question is shown under the package ID, as well as if the order was paid in full or in part by voucher.
The “Net commission” column shows the net commission amount corresponding to the order status.
Click on the “details” button to view the commission item ID, the date of the last modification, the net commission amount, the order status and settlement information.
!! For settled items, clicking on the link that appears will take you to the itemised breakdown for the given accounting period under the “Commission settlement” menu.
Order statuses
Sent = The order was fulfilled, the product was received by the customer.
Not taken over = The buyer did not accept the product.
- For bank card payment method/voucher: after status change, it will automatically change to Failed.
- Storno invoice is mandatory.
Buyer cancelled = The customer cancelled a previously confirmed order.
- Uploading of a proof of withdrawal is required
Not sent out = The product has not been dispatched after the order was confirmed.
- For bank card payment method/voucher: automatically switches to Failed fulfilment after status change.
In addition to confirmed orders, orders with the status “Unsuccessful completion” are also subject to commission.
All data in the menu can be exported as csv file.
Commission negotiation
In the “Commission negotiation” menu, all invoices for the selected accounting period are listed by country.
You can view the items in the ” Details” section and download the document by clicking on the download icon.
In the “Commission items” column, behind the “View” button, you will find an itemised list of commissions.
The itemised list can be filtered by commission type (handling fee, order commission, monthly subscription fee) and by order status (sent, failed, not taken over, buyer cancelled, not sent out).
All data in this menu can be exported as an excel file.
Compensation orders
Under “Compensation orders”, all compensation orders for the selected settlement period are listed by currency.
By clicking on the “details” button, you can download the commission invoice for the given compensation order, as well as the “Balance sheet” document containing the credit card and voucher transactions.
💡 IMPORTANT: The amount to be transferred to the Pepita Group is not the amount shown in the commission invoice, but the “Final amount after compensation” shown in the table in the compensation notification mail, per currency!
Financial accounting
Waiting for accounting
This tab contains orders that have been paid by credit card, voucher or cash on delivery in the case of Pepita Delivery Program, but have not yet been settled.
“Show transactions for the next accounting period only”: if you untick the checkbox, items that are not due to be settled in the current period will also be shown.
The default setting is “HUF”, which can be changed to any other currency.
Accounted
In this tab, you can find the settlement of all previous credit card, voucher or Pepita Delivery Program cash on delivery transactions. The itemised list can be downloaded by clicking on the icon under the “Operations” column.
Credit card transactions/Order refund
After choosing the credit card payment option, the order will be charged immediately. In case the customer needs a refund, the “Refund” button must be clicked. We can refund the full amount or only a part of it (after prior discussion with the customer).
If an error occurs during the refund process, the customer’s card is probably no longer valid. Contact them, ask for their bank account details and transfer the refund through your own system.
In the case of orders paid by cash on delivery or by bank transfer, no refunds can be made within the system, in which case the transfer must be initiated from your own account. Except for Pepita Delivery Program cash on delivery orders. For details on refunds for cash on delivery orders, please click HERE.
Voucher orders
You can view all orders paid in full or in part by voucher. If the order status is “By voucher + Credit card paid”, you can also start the refund from here.
For voucher payment methods, the maximum amount of the refund may not exceed the value of the voucher. Voucher reactivation is handled by Pepita Customer Service.
If you have any further questions do not hesitate to contact us!
[email protected]
Pepita Group Team
