Agree on reporting with an airtime distribution partner
Ask your partner for an order export with one row per transaction, a list of unresolved items and a statement finance can reconcile. Agree who sends each file and when. Run a trial with a pending or credited order so both sides can see how a mismatch would be handled.
| Report | Suggested starting frequency | Use |
|---|---|---|
| Order export | Daily | Match original references to outcomes |
| Exception register | Daily or on agreed trigger | Follow up pending, unmatched and disputed items |
| Wallet or settlement statement | At the agreed settlement cut-off | Check debits, fees, credits and balance |
| Product and outlet summary | Weekly or monthly | Review performance and catalogue changes |
By Freepaid · Published
Agree on fields as well as report names
An order export should identify the order with a reference your team can search. Request the partner reference, outlet identifier, product, amount, timestamps and final or latest outcome. Where a report includes recipient detail, agree whether it can be masked or omitted from the shared file. PINs and credentials have no place in the routine export.
Define whether a timestamp means submission, acceptance, fulfilment or final status. A partner may group orders by acceptance date while your finance team counts them on a settlement date. Document the basis, timezone and cut-off. If a file is corrected, require a version or date so that everyone works from the same evidence.
Try one mismatch on a sample day
Suppose the partner export lists 120 orders but your register lists 121. The extra order is a R30 purchase submitted a minute before cut-off with no final response. Check whether the partner export includes accepted orders only or whether the reference has moved to the next day's file. Keep the original reference in the exception list and record what the partner has verified. A fresh order would create a separate transaction.
Check the wallet statement as well. If the wallet shows a R30 debit but no completed order, keep it open until the supplier explains the debit. Use one exception record for the order and its charge so finance doesn’t count the R30 twice.
Put the agreement on one page
Record file format, delivery route, sender, backup sender, first recipient, due time and retention location. Add a named person to resolve questions about the source fields. Agree what happens if a file is late, missing or corrected. Include an example row with fictitious order details so new staff can see what each report looks like.
Ask both sides to complete a full reconciliation before committing to ongoing volume. Ask finance to match the period’s charges and support to look up a purchase. If either team can’t find the references it needs, change the export or agree where staff can look them up. Freepaid bulk airtime
Set a correction rule
If the partner sends a corrected file, keep both versions in the agreed record location and mark which one finance used for the close. Ask the sender to identify changed rows rather than posting a replacement without explanation. The report owner should confirm whether previously cleared cases need to be reopened.