Financial Operations Guide

This document provides guidance for administrators on managing payouts, commissions, refunds, and financial reporting in the IWM Platform.

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Payout Management

Payout Queue

The payout queue displays all pending payout requests requiring admin review.

Queue Columns

Column	Description
Request ID	Unique payout identifier
Partner	Partner name and ID
Amount	Requested payout amount
Method	Payment method selected
Requested At	Submission timestamp
Status	Current payout status
Priority	Processing priority
Assigned To	Admin assigned (if any)

Queue Filters

Filter	Options
Status	PENDING, APPROVED, PROCESSING, HELD
Method	Bank Transfer, YooMoney, QIWI, WebMoney
Amount Range	Min/Max amount
Date Range	Request date range
Partner Rank	Filter by partner rank
Priority	High, Normal, Low

Priority Rules

Priority	Criteria	SLA
HIGH	Top Leader rank, amount < 50,000 RUB	Same day
NORMAL	Active partner, standard request	1-2 business days
REVIEW	Amount > 500,000 RUB, new partner, flagged	Manual review

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Review Checklist

Before approving any payout, verify:

Partner Verification

Check	Description	Action if Failed
KYC Status	Must be APPROVED	Hold until KYC complete
Partner Status	Must be ACTIVE	Reject if suspended
Account Age	Minimum 7 days for first payout	Hold if too new
Pending Disputes	No unresolved disputes	Hold until resolved

Financial Verification

Check	Description	Action if Failed
Balance Sufficient	available_balance >= request amount	Reject
Within Limits	Amount within per-request limit	Partial or reject
Daily Limit	Not exceeding daily cap	Queue for next day
No Duplicate	No duplicate pending requests	Reject duplicate

Payment Method Verification

Check	Description	Action if Failed
Method Valid	Payment details verified	Request re-entry
Name Match	Account name matches KYC name	Hold for verification
Account Active	External account is active	Request update

Fraud Checks

Check	Description	Action if Failed
Velocity	Not exceeding request frequency	Hold for review
Amount Pattern	Not unusual for partner	Flag for review
Geographic	Login location consistent	Additional verification
Commission Source	Commissions from legitimate orders	Investigate

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Approve/Reject Workflow

Approval Process

1. Select payout from queue
2. Review partner information
3. Complete verification checklist
4. Click "Approve"
5. Add approval notes (optional)
6. Confirm with admin 2FA
7. System updates:
   - Status changed to APPROVED
   - Queued for processing
   - Partner notified
   - Audit log created

Rejection Process

1. Select payout from queue
2. Identify reason for rejection
3. Click "Reject"
4. Select rejection reason:
   - KYC not approved
   - Partner suspended
   - Invalid payment details
   - Suspicious activity
   - Other (specify)
5. Add detailed explanation
6. Confirm action
7. System updates:
   - Status changed to REJECTED
   - Amount restored to partner balance
   - Partner notified with reason
   - Audit log created

Rejection Reasons

Code	Reason	Balance Impact
KYC_REQUIRED	KYC verification needed	Restored
ACCOUNT_SUSPENDED	Partner account suspended	Restored
INVALID_METHOD	Payment details invalid	Restored
FRAUD_SUSPECTED	Suspicious activity detected	Held for investigation
LIMIT_EXCEEDED	Amount exceeds limits	Restored
DUPLICATE_REQUEST	Duplicate payout request	Restored

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Processing Payouts

Manual vs Automatic Processing

Mode	Description	When Used
Automatic	System sends to payment provider	Standard requests within limits
Manual	Admin initiates payment manually	Large amounts, special cases

Automatic Processing

1. Approved payouts enter processing queue
2. System batches payouts by method
3. Batch sent to payment provider
4. Provider returns confirmation/error
5. Status updated per response
6. Partner notified of completion/failure

Manual Processing

1. Select approved payout
2. Click "Process Manually"
3. Initiate external payment
4. Enter external reference number
5. Upload payment confirmation (optional)
6. Click "Mark as Processed"
7. Status changed to PROCESSING
8. Wait for confirmation or mark COMPLETED

Processing Status Flow

APPROVED -> PROCESSING -> COMPLETED
                |
                +-> FAILED (retry or cancel)

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Failed Payout Handling

Failure Reasons

Code	Description	Auto-Retry
INVALID_ACCOUNT	Account does not exist	No
ACCOUNT_CLOSED	Account has been closed	No
NAME_MISMATCH	Account name mismatch	No
PROVIDER_ERROR	Payment provider issue	Yes
LIMIT_EXCEEDED	External limit exceeded	Yes (next day)
TIMEOUT	Processing timeout	Yes

Retry Process

1. System identifies failed payout
2. Check retry eligibility:
   - Auto-retryable error?
   - Retry attempts < 3?
3. If eligible:
   - Schedule retry per policy
   - Update retry count
4. If not eligible:
   - Move to manual review queue
   - Notify admin
   - Partner notified of failure

Manual Failure Resolution

1. Review failed payout
2. Determine cause:
   - Partner error -> Request correction
   - Provider error -> Retry manually
   - Fraud indication -> Escalate
3. Take action:
   - Retry with corrections
   - Cancel and restore balance
   - Hold for investigation
4. Document resolution

Balance Restoration

When a payout fails permanently:

Step	Action
1	Set payout status to FAILED
2	Restore full amount to available_balance
3	Create audit log entry
4	Notify partner via email
5	Partner can request new payout

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Commission Management

Viewing Commission Transactions

Commission List View

Column	Description
Transaction ID	Unique identifier
Partner	Earning partner
Source	Order/Investment that generated commission
Level	Commission level depth
Amount	Gross and net amounts
Status	PENDING, APPROVED, PAID, REVERSED
Created At	When commission was calculated

Filter Options

Filter	Options
Status	PENDING, APPROVED, PAID, REVERSED, HELD
Partner	Specific partner
Source Type	ORDER, INVESTMENT
Level	1-10
Date Range	Creation date range
Amount Range	Min/Max amount

Commission Detail View

Section	Information
Transaction Info	ID, status, timestamps
Partner Info	Name, rank, balance
Source Info	Order/Investment details
Calculation	Base amount, percentage, final amount
History	Status changes, modifications

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Commission Adjustments

When to Adjust

Scenario	Action
Calculation Error	Add correcting transaction
System Bug	Add correcting transaction
Promotional Bonus	Add bonus commission
Penalty	Remove with clawback
Customer Goodwill	Add bonus commission

Add Commission (Manual)

1. Navigate to Partner > Commissions > Add
2. Enter commission details:
   - Amount (gross)
   - Source type (BONUS, ADJUSTMENT, OTHER)
   - Reason (mandatory)
   - Period assignment
3. Select status:
   - PENDING (goes through normal approval)
   - APPROVED (immediate availability)
4. Add supporting documentation
5. Submit for approval (if required)
6. Confirm with admin 2FA
7. Commission created
8. Partner notified

Remove Commission (Clawback)

1. Navigate to Commission Transaction
2. Click "Create Clawback"
3. Enter reason (mandatory)
4. Select clawback type:
   - Full (100% of original)
   - Partial (specify amount)
5. Review impact on partner balance
6. Submit for approval
7. Confirm with admin 2FA
8. Clawback processed:
   - Negative transaction created
   - Balance deducted
   - Original marked as REVERSED
   - Partner notified

Adjustment Audit Requirements

Requirement	Description
Reason	Mandatory detailed reason
Approval	Senior admin for amounts > 10,000 RUB
Documentation	Supporting evidence attached
Notification	Partner notified of adjustment
Audit Trail	Full history maintained

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Bulk Adjustments

Use Cases

Scenario	Description
System Error Correction	Incorrect percentage applied to many commissions
Promotional Campaign	Bonus for qualifying partners
Rank Achievement	Bonus for partners reaching rank
Seasonal Bonus	Holiday or special event bonus

Bulk Adjustment Process

1. Navigate to Commissions > Bulk Adjustment
2. Define target group:
   - By partner IDs
   - By filter criteria (rank, date, etc.)
   - By upload (CSV of partner IDs)
3. Define adjustment:
   - Type (ADD, REMOVE)
   - Amount (fixed or percentage)
   - Reason
   - Period
4. Preview affected partners and total impact
5. Submit for approval
6. Senior admin reviews and approves
7. Adjustment executed in batch
8. Results report generated
9. Partners notified

Bulk Adjustment Approval Levels

Total Impact	Approval Required
< 50,000 RUB	Standard admin
50,000 - 500,000 RUB	Senior admin
> 500,000 RUB	Finance director

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Refund Processing

Refund Requests Queue

Queue Columns

Column	Description
Request ID	Unique identifier
Order ID	Related order
Customer	Customer name and email
Amount	Refund amount
Type	Full or Partial
Reason	Refund reason
Status	PENDING, APPROVED, PROCESSED
Requested At	Submission timestamp

Refund Reasons

Code	Reason	Commission Impact
PRODUCT_DEFECTIVE	Product arrived damaged	Full reversal
WRONG_ITEM	Wrong item delivered	Full reversal
NOT_AS_DESCRIBED	Product not as described	Full reversal
BUYER_REMORSE	Customer changed mind	Full reversal
NON_DELIVERY	Order never arrived	Full reversal
PARTIAL_DAMAGE	Partial damage	Proportional reversal
GOODWILL	Customer satisfaction	Full reversal

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Full vs Partial Refunds

Full Refund

Aspect	Details
Amount	100% of order value
Commission Impact	All commissions reversed
Inventory	Items returned to inventory (if applicable)
Customer	Full amount credited/refunded

Partial Refund

Aspect	Details
Amount	Specified portion of order
Commission Impact	Proportional reversal
Calculation	Reversal = Original Commission * (Refund / Order Total)
Customer	Partial amount credited/refunded

Partial Refund Example

Order Total: 10,000 RUB
Original Level 1 Commission: 1,000 RUB (10%)
Refund Amount: 2,500 RUB (25%)

Commission Reversal: 1,000 * 0.25 = 250 RUB

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Commission Reversal Handling

Automatic Reversal Process

1. Refund approved
2. System identifies related commissions
3. For each commission:
   - Calculate reversal amount
   - Create reversal transaction
   - Update partner balance
4. Original commissions marked as REVERSED
5. Partners notified of reversal
6. Audit log created

Reversal Status Mapping

Commission Status	Reversal Action
PENDING	Cancel commission (no balance impact)
APPROVED	Deduct from pending_balance
PAID	Clawback from available_balance

Negative Balance Handling

When clawback exceeds available balance:

Scenario	Action
Partial balance	Deduct available, record remainder as debt
Zero balance	Full amount recorded as debt
Debt limit reached	Account flagged for review

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Financial Reporting

Daily Reconciliation

Required Daily Checks

Check	Description	Frequency
Balance Summary	Total platform balances	Daily
Payout Summary	Payouts processed vs approved	Daily
Commission Summary	Commissions created vs paid	Daily
Variance Check	Identify discrepancies	Daily

Daily Reconciliation Report

Section	Metrics
Opening Balances	Total available, pending, earned
Transactions	Commissions added, payouts processed
Adjustments	Manual adjustments made
Closing Balances	End of day totals
Variance	Calculated vs actual difference

Reconciliation Process

1. Run daily reconciliation report
2. Review variance section
3. If variance detected:
   - Investigate source
   - Document findings
   - Create adjustment if needed
4. Sign off on reconciliation
5. Archive report

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Commission Summary Reports

Report Types

Report	Description	Frequency
Daily Commission	Commissions generated per day	Daily
Partner Commission	Commissions by partner	On-demand
Level Analysis	Commission distribution by level	Weekly
Source Analysis	Commission by source type	Weekly
Trend Report	Commission trends over time	Monthly

Commission Report Fields

Field	Description
Period	Report date range
Total Generated	Gross commissions created
Total Approved	Commissions approved for payment
Total Paid	Commissions moved to available
Total Reversed	Commissions reversed
Net Commissions	Generated minus reversed
By Level	Breakdown by commission level
By Source	Breakdown by ORDER vs INVESTMENT

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Payout Summary Reports

Report Types

Report	Description	Frequency
Daily Payout	Payouts processed per day	Daily
Partner Payout	Payout history by partner	On-demand
Method Analysis	Payouts by payment method	Weekly
Status Report	Payouts by status	Daily
Failure Report	Failed payouts analysis	Daily

Payout Report Fields

Field	Description
Period	Report date range
Requests Submitted	New payout requests
Requests Approved	Approved for processing
Requests Processed	Sent to payment provider
Requests Completed	Successfully completed
Requests Failed	Failed payouts
Requests Cancelled	Cancelled requests
Total Amount	Sum of completed payouts
By Method	Breakdown by payment method
Average Amount	Mean payout amount
Processing Time	Average time to completion

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Audit Requirements

All Financial Actions Logged

Every financial action must log:

Field	Description
Timestamp	Exact time of action
Action Type	Category of action
Actor ID	Admin who performed action
Target ID	Partner/Transaction affected
Amount	Financial amount involved
Balance Before	Balance before action
Balance After	Balance after action
Reason	Why action was taken
IP Address	Actor's IP address
Checksum	Integrity verification

Logged Action Types

Category	Actions
Commission	CREATE, APPROVE, REVERSE, ADJUST, CLAWBACK
Payout	REQUEST, APPROVE, REJECT, PROCESS, COMPLETE, FAIL, CANCEL
Balance	ADJUST, FREEZE, UNFREEZE
Refund	REQUEST, APPROVE, PROCESS

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Approval Chain for Large Amounts

Approval Thresholds

Amount Range	Approval Required
0 - 50,000 RUB	Standard admin
50,001 - 200,000 RUB	Senior admin
200,001 - 1,000,000 RUB	Finance manager + senior admin
> 1,000,000 RUB	Finance director + finance manager

Multi-Level Approval Process

1. Action initiated by admin
2. System checks approval requirements
3. If multi-approval needed:
   - Status set to AWAITING_APPROVAL
   - First approver notified
   - First approver reviews and approves/rejects
   - If more approvers needed, next notified
   - All approvers must approve for action to proceed
4. Once all approvals received:
   - Action executed
   - All approvers logged

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Regular Audits

Audit Schedule

Audit Type	Frequency	Scope
Transaction Sample	Weekly	Random 5% of transactions
Balance Verification	Monthly	All partner balances
Commission Accuracy	Monthly	Recalculate sample commissions
Payout Verification	Weekly	All payouts > 100,000 RUB
Access Review	Quarterly	Admin access permissions
Full Audit	Annually	Complete financial review

Audit Process

1. Define audit scope and sample
2. Extract relevant transactions
3. Verify calculations
4. Check approval chains
5. Verify balance integrity
6. Document findings
7. Report discrepancies
8. Implement corrections
9. Archive audit results

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Dispute Handling

Chargeback Process

Chargeback Notification

1. Payment provider notifies of chargeback
2. System creates dispute record
3. Related order identified
4. Related commissions identified
5. Admin notified
6. Partner account flagged

Chargeback Investigation

Step	Action
1	Review order details and delivery proof
2	Check customer communication history
3	Gather evidence for dispute
4	Submit evidence to payment provider
5	Await provider decision

Chargeback Outcomes

Outcome	Action
Won	Remove dispute flag, no further action
Lost	Process refund, reverse commissions
Partial	Proportional refund and reversal

Partner Impact

Chargeback Count	Action
1	Warning issued
2	Enhanced monitoring
3	Account review, possible suspension
4+	Account suspension

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Partner Disputes

Dispute Types

Type	Description	Resolution Path
Commission Dispute	Partner disagrees with commission amount	Review calculation
Reversal Dispute	Partner disputes commission reversal	Review refund validity
Payout Dispute	Partner claims payout not received	Verify with provider
Rank Dispute	Partner disputes rank calculation	Review qualifications

Dispute Process

1. Partner submits dispute
2. Dispute ticket created
3. Assigned to financial support
4. Review relevant transactions
5. Verify calculations/actions
6. Determine validity:
   - Valid: Process correction
   - Invalid: Provide explanation
7. Document resolution
8. Notify partner
9. Close dispute

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Resolution Workflow

Decision Tree

Dispute Received
      |
      v
Is dispute within 30 days of transaction?
      |
  No -+-> Reject: Outside dispute window
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  Yes v
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Is supporting evidence provided?
      |
  No -+-> Request additional information
      |
  Yes v
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Review transaction details
      |
      v
Was there a calculation error?
      |
  Yes +-> Process correction
      |   Notify partner
      |   Document resolution
      |
  No  v
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Was there a system error?
      |
  Yes +-> Process correction
      |   Notify partner
      |   Escalate for fix
      |
  No  v
      |
Explain decision to partner
Offer escalation path if needed
Close dispute

Resolution Types

Resolution	Description	Action
Correction	Error found, correction made	Adjust balance/commission
Explanation	No error, explained to partner	Provide detailed breakdown
Goodwill	No error but goodwill gesture	Small credit to partner
Escalation	Complex case needs senior review	Transfer to senior admin
Rejection	Invalid dispute	Close with explanation

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Quick Reference: Financial Operations

Common Tasks

Task	Path	Approval
Approve payout	Payouts > Queue > Approve	Standard admin
Reject payout	Payouts > Queue > Reject	Standard admin
Process manual payout	Payouts > Manual Process	Senior admin
Add commission	Partner > Commissions > Add	Varies by amount
Reverse commission	Commission > Create Clawback	Senior admin
Process refund	Orders > Refunds > Process	Standard admin
Run reconciliation	Reports > Daily Reconciliation	Finance team

Emergency Procedures

Emergency	Action
Suspected fraud	Suspend partner, hold payouts, investigate
System error	Pause processing, investigate, run reconciliation
Provider outage	Switch to manual processing, queue payouts
Balance discrepancy	Freeze affected accounts, investigate

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Related Documents

• User Management Guide
• KYC Review Guide
• Commission Rules
• Payout Rules
• MLM Database Schema