Accounting, Assignment & Payout

Accounting:

Three times a month, on the 10th, 20th and last day of each month, paid orders (order in status "received") are invoiced in the so-called billing cycle in Mirakl.
The corresponding invoice document is stored in Mirakl under the section "Accounting" > Billing and documents > tab Accounting documents > klick on the 3 points at the end of the row > Actions > Download

When does an order have the status "Received"? > that depends on the payment method:

1. For prepayment and credit card ("payment.prepayment.webhelp"& “payment.creditcard.webhelp”):

• the customer pays the amount
• the order is marked as paid
• the order is released to the seller
• the order is shipped by the seller
• 5 days after "shipped" the order status automatically changes to "received"
• the order is part of the next billing cycle and is paid out to the seller
  

2. In case of pay on due date ("payment.invoice.webhelp"):

• the order is sent by the seller
• customer pays the invoice/order
• order is marked as paid in Mirakl
• status changes to "received" after 1 hour (batch runs every 4 hours, so takes maximum 5 hours)
• order is part of the next billing cycle and is paid out to the seller
  

Payment by the customer:

• Customer payments are made via Commerzbank. IBAN: DE76 5004 0000 0406 1016 00.
  These payments are forwarded after D+1 to the CPS account at Société Generale.
• Based on the reconciliation data from Concentrix (CPS collects the account statement daily by 11 a.m., has it released by 1 p.m. and then transfers the file to Thunes)
• Thunes sets the TX to the status ‘Authorized’ (around 4 pm)
• we charge the TX and the order is marked as paid in Mirakl

Payment to the seller

The administration of the funds is carried out by our payment service provider Concentrix (CPS) - formerly Webhelp (WPS). 

The tasks include:

• Collecting payments that customers transfer to settle invoices for delivered orders or for advance payment orders.
• Disbursement to the seller in the invoice run. The seller invoice is sent to the seller at the e-mail address stored in the contact details.

Payout process in detail:

1. Payouts are triggered on Mirakl on 10th, 20th & last day of each month.

2. Processing is done at Thunes on the next day (11th, 21st & 01st) and 

3. transfers are done by CPS on the day after (12th, 22nd & 02nd) except if one of these days (12/22/02) is Saturday or Sunday, then the transfer is done the following Monday

Example:

1. Billing cycle ist on February, 10th (Thursday) 

2. Thunes processes the accounts on Friday, 11th of February 

3. so Concentrix is transferring the payout on Monday the 14th

That means that the Seller receives its money normally on Tuesday, February 15th  

As soon as the seller sets the order to "Shipped" by 6 p.m., the corresponding invoice will be generated by Concentrix on the evening of the same day and

1. sent to the customer as a PDF document by email and

   1. the eMail-Address of the customer used for login in the shop or the communication email set in shop

   2. if provided by the customer also on the invoice email address stored in his webshop account

2. a copy (in BCC) to the e-mail address stored by the seller in the shop account under "Contact details". 

Invoices are sent by noreply.marketplace@conrad.com - dunnings are sent by noreply.marketplace@conrad.de

Invoices for orders with a status change after 6 p.m. will be generated on the following day, but with the invoice date on which the status was set to "Shipped".

The “send email“ batch runs once a day at 8 a.m., so all invoices generated the day before are sent the next day.

After the due date and two more days of goodwill (e.g. 14 days + 2 = 16 days), if no money has been received by then, the customer is sent a friendly reminder by email. In this reminder, the customer is requested to pay within 7 days.

The first dunning is sent after a further 9 days have elapsed, the second dunning also follows after a further 9 days have passed without payment.

After a further 11 days (e.g. a total of 45 days in NL since putting the order to "shipped"),  the dunning process is completed by CPS and is passed on to the seller.

Any partial payments / split payments are visible in the order ("Additional information > Payment received") or "Orders> Filter " Partial payment received"