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Wallet Top-Ups
Wallet top-ups make funds available for wallet-funded payment flows, including mobile money and bulk payout processes.
Use top-ups when the tenant wallet, service wallet, or provider float does not have enough available balance for planned activity.
Open Wallets -> Operations or the wallet top-up workspace available to your role, then create a top-up request.
Workspace Reference
| Area | What The User Does |
|---|---|
| Top-up request list | Reviews requested, submitted, approved, rejected, cancelled, and completed top-ups. |
| New Top-Up Request | Opens the top-up form. |
| Submit | Sends a draft request for review where approval is required. |
| Approve or Reject | Reviewer confirms or rejects the funding evidence. |
| View Detail | Reviews wallet, amount, currency, evidence, requester, reviewer, status, and reconciliation notes. |
| Wallet balance | Confirms whether available balance changed after approval. |
When A Top-Up Is Needed
A top-up may be needed when:
- available balance is below expected payout amount
- provider fees must also be funded
- a service wallet needs separate funding
- large disbursement runs are scheduled
- previous holds reduced available balance
- reconciliation confirms external funding was received
Do not execute wallet-funded payment batches if available funds and expected fees are insufficient.
Typical Top-Up Flow
- Tenant deposits funds through the agreed bank, cash, transfer, or provider process.
- User creates a top-up request.
- User selects the wallet or service wallet.
- User enters amount, currency, funding method, and reference.
- User attaches or records supporting evidence.
- Authorised reviewer checks the request.
- Reviewer approves or rejects.
- Approved funds become available according to wallet rules.
- Finance reviews balance and reconciliation state.
Request Details
Useful request fields include:
| Field | Required | Meaning |
|---|---|---|
| Wallet or service wallet | Yes | Wallet receiving the funds. |
| Amount | Yes | Top-up amount. |
| Currency | Yes | Currency of the wallet and funding evidence. |
| Funding method | Recommended | Bank, cash, transfer, provider settlement, or other approved method. |
| Reference | Recommended | Bank slip, transfer reference, cash receipt, or provider reference. |
| Evidence | Required by policy | Attachment or note supporting the funding. |
| Notes | Recommended | Explanation for finance review. |
| Requested by | System-tracked | User who raised the request. |
| Reviewed by | System-tracked | User who approved or rejected. |
| Status | System-tracked | Draft, submitted, approved, rejected, cancelled, or completed. |
Approval Checks
Before approval, confirm:
- funding evidence is valid
- amount and currency match the evidence
- wallet or service wallet is correct
- request is not duplicated
- reference is clear
- requester selected the right rail or provider where applicable
- notes are sufficient
- accounting or reconciliation follow-up is understood
After Approval
After approving a top-up:
- confirm available balance changed as expected
- confirm held balance did not change unexpectedly
- review wallet transaction history
- check reconciliation status
- confirm the wallet is ready for planned payout activity
Common Mistakes
| Mistake | Better Practice |
|---|---|
| Topping up the wrong service wallet. | Filter and select the intended service wallet before approval. |
| Approving duplicate evidence. | Check reference, amount, date, and requester. |
| Ignoring currency mismatch. | Match top-up currency to wallet currency. |
| Running payouts immediately without balance review. | Confirm available balance after approval. |
| Treating a top-up as reconciled automatically. | Review reconciliation status separately. |