Close an airtime distribution account cleanly
Pick a time for the outlet's last sale and switch off ordering access then. Keep an authorised way to look up old transactions. Before closing the account, agree what happens to the float, unused vouchers and customer cases that are still open.
| Closeout item | Sign-off evidence |
|---|---|
| Sales cut-off | Last authorised order and time |
| Access removal | Revoked users, credentials or permissions |
| Float and stock | Statement, count and agreed settlement |
| Open cases | References, owners and next action |
| Record handover | Secure location and contact for future queries |
By Freepaid · Published
Agree what stops and what still needs an owner
Tell operators the date, time and last authorised action. Arrange an alternative support route for customers who ask about older sales. Disable the ability to place new orders and remove access that the closing outlet no longer needs. Keep the business's approved way to investigate past purchases. Where a partner uses shared credentials, identify what other systems depend on them before changing access.
Export the order history, settlement statements and open-case list while they are still available. Include the original references and link them to the outlet's identifiers. Ask finance which records it needs and where to keep them. Avoid leaving a copy of voucher PINs or credentials in a general archive.
Reconcile the closing numbers
In this example, the wallet opens at R2,000. The supplier statement shows R1,550 in confirmed debits and a R50 credit. You would expect R500 left. If a further R100 order has no confirmed result, check whether the statement already includes it. Agree which amount you can settle now and record what still depends on that order.
Count unissued vouchers separately from PINs already handed out. Check whether the supplier allows returns or refunds on unused stock. Ask both parties to sign off on the stock count, order history and bank payments they can verify.
Hand over exceptions before the final sign-off
Record who owns each unresolved reference, how the customer can contact the business and what the next update depends on. Give the incoming support owner access to the appropriate evidence. Test one old receipt or support case to check that they can find it without contacting the former operator.
If a disputed order affects the settlement, set a review date and agree what finance needs to see before clearing it. File the last authorised order, the final statement and both parties’ sign-off together. Freepaid bulk airtime
Record the final acceptance date
Give the distributor and former outlet the same closing statement date. If a disputed debit could change settlement, document the current amount, the unresolved item and when the parties will review it. Keep the signed record with the evidence for future queries.