Wallets and balances
A wallet is the platform's record of an organisation's money in one currency: what it holds, what is reserved for orders not yet paid, and what it can still spend, including any platform credit.
Overview#
Every tenant and every merchant can have a wallet. A tenant's wallet pays for its orders; a merchant's wallet receives payments. Owners cannot top up or withdraw from the wallet page; money moves through orders and the wallet's payment provider. Every change to a wallet's balance is a permanent ledger entry, and each history line links to the entry that explains it. An organisation has one active wallet per currency and may also hold retired ones, some of which show money received rather than a balance; see Active and retired wallets.
Wallets are under Wallets, the first entry of the Finance section of the sidebar.
Balances#
| Figure | What it means |
|---|---|
| Balance | The money in the wallet: the sum of its ledger entries. |
| On Hold | Everything reserved for orders that are not paid yet, cash and credit together. |
| Available | Cash that can be spent: Balance minus the cash part of the holds, never below zero. It never includes credit. |
| Credit Balance | The headroom left on the wallet's platform credit line. For a line past its deadline it can still show headroom that cannot be spent; Total Available is the figure to rely on. |
| Credit On Hold | The credit part of On Hold. |
| Total Available | What can be spent now: Available plus usable credit (Credit Balance minus Credit On Hold, never below zero). A credit line that is overdue or exhausted adds nothing. |
A cancelled hold frees its money at once. An expired hold frees it at once in Available and Total Available; On Hold and Credit On Hold catch up at the next periodic sweep. Revoking a credit line removes its headroom but never reduces the cash side. How holds work is on Order funds holds and expiry; the credit line itself is on Platform credit lines.
Wallet list#
| Column | What it shows |
|---|---|
| Wallet | The wallet's number, such as #210, with its currency beside it. |
| Status | Operational for an active wallet, Inactive for a retired one. |
| Balance, On Hold, Available, Total Available | As above. |
| Provider | The wallet's payment provider and its account at that provider, or Pending when none is set up. Shown to roles that may see provider status. |
| Owner ID, Owner | Shown to platform operators only; other viewers see only their own wallets. |
The list exports to Excel. Platform operators can filter it by wallet ID, owner ID, owner name, provider and status; other viewers have no filters.
Wallet detail#
- Balances — the six figures above.
- Payment Provider — the provider, its status and the wallet's account there; see Payment providers.
- Balance History — the latest 100 entries, newest first: Date, Amount and the Balance after each (some retired wallets show no Balance column; see Active and retired wallets). Each date links to the ledger entry, which shows what caused it; when there are more entries, view full statement opens the Wallet Statement for this wallet. Viewers without access to ledger entries see the balances but not the history.
A wallet of another organisation cannot be opened. Owners and admins can ask for a payment provider with Request provider setup; see Request payment provider setup for your wallet. Platform operators also see Deactivate wallet and Reactivate wallet; see Active and retired wallets.
Permissions#
| Role | Wallets and balances | Balance History | Provider status |
|---|---|---|---|
| Tenant Owner, Tenant Admin | Own wallets | Yes | Yes |
| Tenant Accountant | Own wallets | Yes | No |
| Merchant Owner, Merchant Admin | Own wallets | Yes | Yes |
| Merchant Accountant | Own wallets | Yes | No |
| Tenant Supervisor, Merchant Supervisor | No | No | No |
| Platform Operator | All wallets | Yes | Yes |