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💰 Cashback Payouts

The Cashback Payouts section allows you to track and manage payment records for customers who have earned incentives through your programs. This feature helps you keep track of your incentive obligations after customers have completed approved incentive requests.

Important Note: Incentise does not process actual money transfers. The real payout/money transfer is handled outside the Incentise app using external platforms like PayPal, bank transfers, or other payment services. Incentise serves as a tracking system to mirror the status and maintain records of payments you make through these external platforms.

Understanding Cashback Payouts​

💸 What are Cashback Payouts?​

Cashback payouts in Incentise are tracking records for payments made to customers who have successfully completed incentive requirements through approved incentive requests. These records help you maintain documentation of the rewards promised in your incentive programs and track their fulfillment status.

🔄 Payout Process Flow​

  1. Customer Request: Customer submits an incentive request
  2. Business Approval: You approve the incentive request
  3. Payout Creation: You create a payout record in Incentise for tracking
  4. External Payment: You process the actual payment through your chosen platform (PayPal, bank transfer, etc.)
  5. Status Updates: You update the payout status in Incentise to mirror your external payment progress
  6. Record Keeping: Maintain reference IDs and notes from your external payment platform

Payout Management Interface​

📊 Payout Overview​

The main payout dashboard displays:

  • Payout List: All cashback payouts with pagination
  • Search Functionality: Find specific payouts by keyword
  • Status Tracking: Monitor payout status changes
  • Pagination Controls: Navigate through multiple pages of payouts

💳 Payout Information​

Each payout includes:

  • Payout ID: Unique identifier for the payout
  • Incentive Request ID: Reference to the original customer request
  • Username: Customer receiving the payout
  • Status: Current payout status (Pending, On Process, Success, Failed)
  • Description: Additional payout details
  • External Reference: Reference ID for external payment processing
  • Created Date: When the payout was initiated

Creating Payout Records​

➕ Add New Payout Record​

  1. Click "Add Cashback Payout" button
  2. Select the incentive request for payout tracking
  3. System automatically retrieves customer payment account details for reference
  4. Confirm payout record creation

Note: This creates a tracking record in Incentise. You will need to separately process the actual payment through your preferred external platform using the customer's payment account information.

📋 Required Information​

When creating a payout record, the system captures:

  • Customer Payment Account: Pre-configured by the customer (for your reference when making external payments)
  • Incentive Request Details: Amount and currency from approved request
  • Payment Method: Customer's chosen payout account type (Bank or Digital Payment)

💡 Payment Account Types​

The system supports two types of customer payment accounts:

  • Bank Accounts: Traditional bank transfers with account number, IBAN, routing number, SWIFT code
  • Digital Payments: Digital wallet services and online payment platforms

Managing Payout Status​

📈 Payout Statuses​

  • Pending: Newly created payout awaiting processing
  • On Process: Payout is being processed (fees calculated, notifications sent)
  • Success: Payout completed successfully
  • Failed: Payout could not be completed

✏️ Updating Payout Records​

You can update the following payout details to reflect your external payment activities:

  • Status: Change payout status to mirror your external payment progress
  • External Reference ID: Add reference numbers from your payment provider (PayPal transaction ID, bank reference, etc.)
  • Description: Update notes about the external payment process or any issues encountered

🔍 Searching and Filtering​

  • Keyword Search: Search across payout details
  • Pagination: Navigate through multiple pages (5, 10, 20, or 50 per page)
  • Real-time Updates: Search results update automatically

Best Practices​

💳 External Payment Processing​

  1. Verify Customer Accounts: Ensure customers have valid payment accounts set up before creating payout records
  2. Choose Your Platform: Use your preferred external payment platform (PayPal, bank transfers, etc.) for actual money transfers
  3. Reference Tracking: Always add external reference IDs from your payment platform to the Incentise record
  4. Record Synchronization: Update Incentise status immediately after processing external payments

📈 Efficient Record Management​

  1. Create Records First: Create payout records in Incentise before processing external payments
  2. Status Updates: Keep Incentise payout status synchronized with your external payment progress
  3. Documentation: Use description fields to note external platform details and any payment issues
  4. Regular Reconciliation: Regularly match your external payment records with Incentise payout records

🤝 Customer Experience​

  1. Account Setup: Guide customers to set up their payment accounts properly
  2. Clear Process: Maintain transparent payout processing procedures
  3. Timely Processing: Process payouts within reasonable timeframes
  4. Status Communication: Keep customers informed about payout progress

Troubleshooting​

Common Issues​

  • Status Mismatch: Incentise records don't match your external payment platform status
  • Missing References: External payment IDs not recorded in Incentise
  • Failed External Payments: Issues with your external payment platform (PayPal, bank, etc.)
  • Missing Payment Accounts: Customers must set up payment accounts before payout records can be created

Resolution Steps​

  1. Verify Customer Data: Check that customer payment account details are correct for external payments
  2. Synchronize Records: Update Incentise status to match your external payment platform
  3. Add Missing References: Include external payment platform reference IDs in Incentise records
  4. External Platform Issues: Resolve payment problems directly with your payment provider (PayPal, bank, etc.)
  5. Contact Support: Reach out for assistance with Incentise record management issues

System Requirements​

📋 Prerequisites​

  • Customer Payment Accounts: Customers must configure their payment accounts in Incentise (for your reference)
  • Approved Incentive Requests: Payout records can only be created for approved requests
  • External Payment Platform: You must have your own payment processing service (PayPal, bank transfer system, etc.)
  • Manual Coordination: You are responsible for processing actual payments outside of Incentise

🔒 Incentise Features​

  • Record Management: Track payout status and maintain payment history
  • Customer Data: Access customer payment account information for external transfers
  • Audit Trail: Complete history of payout record creation and status changes
  • Reference Tracking: Store external payment platform reference IDs

💡 Important Reminders​

  • Incentise Role: Incentise is a tracking and record-keeping system only
  • Your Responsibility: You handle all actual money transfers through external platforms
  • Status Synchronization: Keep Incentise records updated to match your external payment activities
  • Record Keeping: Use Incentise to maintain organized documentation of all customer payments

The cashback payout system is designed to help you efficiently track and manage customer payment records while you handle actual transfers through your preferred external platforms. Focus on maintaining accurate records and keeping status information synchronized between Incentise and your payment platforms.