Set stock and wallet thresholds for remote outlets
Work out how much the outlet sells while it waits for a transfer or a delivery. Add a reserve for busier days, then have the operator request more funds or stock when the usable balance reaches that level. Give the operator a second threshold for when to stop accepting orders.
| Input | How to establish it |
|---|---|
| Expected usage | Recent sales for comparable days |
| Replenishment time | Time from request until funds or stock are usable |
| Reserve | Approved cover for variability or a delayed transfer |
| Escalation point | Balance or stock level that needs a supervisor |
| Stop rule | The point where a new promise would exceed available capacity |
By Freepaid · Published
Calculate the trigger on actual costs
Say an outlet spends R500 a day on prepaid purchases and funding takes two working days. That’s R1,000 in expected spend while the money is on the way. With an approved reserve of R250, request funds at R1,250. If the current usable balance is R1,200, request funding now. The amount to request depends on the approved funding level and the forecast, not the trigger alone.
Measure funding time until money becomes available to place a sale. A payment receipt can arrive before the money is available in the wallet. During month-end or a holiday period, use a separate forecast if observed demand or funding availability changes. Document who can authorise a bigger reserve.
Treat voucher stock by denomination
Count the stock the outlet can securely issue. If the shop has 40 vouchers of one value and two of another, the total count can obscure the shortage. Set a trigger for frequently requested denominations and review less common values in a scheduled stock count. Secure access to the PIN stock and report stock quantities without the PINs.
Keep both stock and wallet checks on the same shift checklist if an outlet handles both. A full wallet may not help a customer who needs a particular voucher that is out of stock. A large voucher inventory does not let an operator place a direct recharge through a depleted wallet.
Make the escalation useful to finance
Send the outlet ID, usable balance, recent confirmed spend and open requests for funding. Record what funds are already on the way. A supervisor can then decide whether to release a new transfer, investigate an unmatched debit or allocate existing approved stock. Ask the operator to confirm when the replenishment is usable so duplicate transfers can be avoided.
Review stockouts, urgent requests and unused balance after the first month. If the outlet regularly drops below the threshold before funds arrive, check the demand forecast and measure lead time again. If money is consistently idle, reduce the target cautiously and test it over comparable periods. Freepaid bulk airtime
Use the next settlement as a checkpoint
Set a review date for each outlet. Compare the threshold with actual usage, funds already on the way and the most recent time the operator had to refuse a sale. If the reserve is adequate but transfers regularly get approved after closing, fix the approval timing before increasing the reserve.