H-Sphere Reseller Guide

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Managing User Accounts

 

Related Docs:  

Signing Up New Users Signup, Transaction and Revenue Reports

To perform any operations with an individual account, you need to find it in the system using the Search utility in the navigation menu. From the search results page you can:

 

Viewing User and Account Information

To view details of a particular user or account:

  1. Find the account using the Search utility.
  2. Click the username to view contact info and billing info.
  3. Click the account ID to view account details.
  4. Click the View icon in the Balance column to view balance details.

 

Crediting Accounts

Credited amounts are never added to credit card balances. H-Sphere can't put money on credit cards. Instead, credited amounts are put on the account balance. To credit a fixed amount to an account:

  1. Find the account using the Search utility.
  2. Click the Credit icon in the Billing column.
  3. Enter the amount:

    • Amount: don't enter negative amounts; instead, use the debit utility.
    • Description: the reason for crediting the account.
    • ID String: the explanation to the transaction that will show up in the invoice and the balance statement.
    • Comment: this comment won't show to users.

 

Changing Billing Period Starting Date
(version 2.08 and higher)

To change or reset the beginning of account's billing period:

  1. Find the account using the Search utility.
  2. Click the Date icon in the Billing column.
  3. Enter the starting date of the next billing period.
  4. Click Submit.

Be very cautious when using this feature. Changing the billing period starting date may result in major problems:

  • If you shift the period starting date backwards, the client will be charged the recurrent fees twice for the overlapping days (for the remainder of the old period AND for the new interval). For instance, the initial one month billing period started on November 11. If on November 26 you set the date to October 2, the system will:
    • Refund half of all the recurrent fees for the interrupted billing period.
    • Charge the recurrent fees for October 2 - November 2
    • Charge the recurrent fees for November 2 - December 2
    Thus, most likely, you will want to credit the extra charged amount back to user's account.
    Note that traffic won't be reset. User control panel will show the traffic that was used from the billing date you have set till the present.
  • If you shift the starting date forward, you will interrupt and close the current billing period which will cause the refunds of all recurrent fees prorated to the time left to the end of the billing period. The next payment interval, however, will start only on the date that you set. This way, you will create a gap between the billing periods. The system does not charge the customer for the time gap. The customers are only charged the recurrent fee for the resources like traffic or MySQL Quota that they actually use up. Also, if a user purchases some resources during the gap period, the system will charge the recurrent fee for these resources. However, it will calculate the price from the moment of purchase till the end of the new billing period. Say, you close the current billing period on November 11 and set the new starting date to December 1 (with a one-month payment interval). This way, the user does not pay any recurrent fees the remaining days of November. Still, if a user buys a resource on November 20, he/she will be charged the recurrent fee for the interval of 40 days (November 20 - January 1).
  • If you set the same billing date for many customers, the system may become overloaded on this billing day.

 

Debiting Accounts

When you debit a check payment user, the amount is subtracted from the account balance. When you debit a credit card payment user, the amount is first subtracted from the account balance, and when the credit limit is reached, all the negative balance is charged to the credit card. Once you have debited an account, you can't put the money back to the credit card, you can only credit the account balance or send this amount by check. To debit an account:

  1. Find the account using the Search utility.
  2. Click the Debit icon in the Billing column.
  3. Select from multiple debit options:

    • One-time debit
      Debit account once.



      Description: the title of the charge displayed in user' invoice and balance statement.
      Note: the comment displayed in small font in user' invoice and balance statement.
      Price: debit amount.
      E-mail invoicing send a separate e-mail invoice for this debit.
      Include taxes apply taxes to this debit.
    • Month based debit:
      Debit account every month for regular premium services.



      Description: the title of the charge displayed in user' invoice and balance statement.
      Duration: when this period expires, debit charges are discontinued.
      Frequency: the charge cycle; leave 1 to charge the account every month.
      Start:
      • on the first day of the month, pro-rated: account is debited on the 1st of each charge cycle, except for the first time. The first debit charge is conformed with the time left to the end of the charge cycle.
        Example: enabled - 20 April; frequency - 2 months; price - $6
        On 20 April the first debit charge will be applied. Account will be charged $4 ($3 for May + $1 for ten days of April). The next debit charge ($6) will be applied on 1 June.
      • on the first day of the month: account is debited on the 1st of each charge cycle. The whole debit amount is charged without being pro-rated.
        Example: enabled - 20 April; frequency - 2 months; price - $6
        On 20 April the first debit charge will be applied. Account will be charged $6. Next $6 charge will occur on 1 June.
      • right now: account is debited on the day you enabled it each charge cycle.
        Example: enabled - 20 April; frequency - 2 months; price - $6
        On 20 April the account will be debited $6. Next $6 charge will occur on 20 June, then on 20 August, and so on.
      Description: the title of the charge displayed in user' invoice and balance statement.
      Admin note: this note won't be visible to the user, for admin's use.
      Price: debit amount.

    • Billing period based debit
      Debit account at the beginning of each billing period for regular premium services.



      Description: the title of the charge displayed in user' invoice and balance statement.
      Note: the comment displayed in small font in user' invoice and balance statement.
      Admin note: this note won't show to the user.
      Price: debit amount.

    Active debiting rules are listed at the bottom of the page:



 

Enlarging Credit Limits

To enlarge or reduce credit limit for a particular account by a fixed amount:

  1. Find the account using the Search utility.
  2. Click the credit limit value in the Credit column.
  3. On the page that appears, enter the amount above plan's credit limit value. Entering a negative amount will decrease the Credit Limit. For example, the Credit Limit for the plan is $10. To make it $12 for a specific account, enter 2. To make it $8 for a specific account, enter -2.
  4. Click Enlarge.

 

Resetting credit limit
(version 2.09.6 and higher)

Sometimes you need to reset credit limits for all accounts to the plan's default value. To do it in one go, do the following:

  1. Select Other in the E. Manager menu.
  2. Click Reset Credit Limit to cut down all the personal credit enlargements in your customers' accounts.

Note: Remember that resetting credit limit for all accounts will set all enlarged credit limits, if any, to zero in all accounts under all plans. This will show on the Search result page in the Credit Limit section.

 

Logging In As User

To log into user's control panel:

  1. Find the account using the Search utility.
  2. Click the Login icon in the Controls column.

 

Suspending and Resuming Accounts

To suspend or resume an individual account:

  1. Find the account using the Search utility.
  2. Click the Suspend or Resume icon in the Controls column.

When you suspend account:

  • The current billing period is closed.
  • The account is refunded all the recurrent fees for the unused resources prorated to the period left to the end of the interrupted billing period
    * The "Full refund" message in the account Online Invoice implies that it isn't adjusted to the refund percentage.
When you resume account:
  • A new billing period is opened.
  • The account is accrued all the outstanding recurrent fees for a new billing period.

Owners of suspended accounts get e-mail notifications, and can view their invoices and billing profiles. The suspended account mail system is restricted by:
-d (sets no password changing flag)
-p (sets no pop access flag)
-w (sets no web mail access flag)
-i (sets no imap access flag)
-b (sets bounce mail flag)
-r (sets no external relay flag)

Note: If you resume an expired trial account, it will be suspended again in some 24 hours. To bring this account into operation, the trial user should create a valid billing profile.

 

Deleting Accounts

To delete an individual account permanently:

  1. Find the account using the Search utility.
  2. Suspend the account.
  3. Make sure all outstanding amounts are settled.
  4. Click the Delete icon in the Controls column.

 

Sending Mass Mails (Newsletters)

To send a newsletter to a group of customers:

  1. Select accounts using the Search utility.
  2. Click the Mass Mail link at the bottom of the search results page:

  3. Compose the message:

    • From: enter one of your e-mail addresses to send the message from.
    • Use charset from settings: message encoding will be set based on the language selected by the customer.
    • Use Message Templates: check this box to e-mail system notifications. In this case, any info you enter in the message body will be ignored.
    • Autoinserts (version 2.09 and higher): Use this feature to convert your mass mails into personalized letters. When composing a mass mail, insert generic variables that will be replaced with individual recipient's name, e-mail address, etc.
    • Subject: enter a subject of the message.
    • Message: enter a message to be sent to all customers. Remember: if you use message templates, this message will be ignored.
    •  
    • Spellcheck: version 2.3 and higher allows checking your mail messages for spelling. To do it:
      1. Click the spellcheck link under the message field. Pop-up window shows with misspelled words, if any, being underlined:
      2. Point your mouse to a misspelled word and a number of suggestions shows.
      3. Choose correct variants and click Done.
    • Send the message as (version 2.11 and higher): Select HTML to apply formatting to your message, e.g.:
      <i>text in italic</i><br>
      <b>text in bold</b>
      <ul>
      <li>unordered list (bullet)</li>
      <li>unordered list (bullet)</li>
      </ul>
    • One Message Per Email Address:
          -Yes - only one message will be sent to an address, regardless of how many accounts use it.
          -No - the message is sent to every account's e-mail address even if it is the same for different accounts.


Related Docs:  

Signing Up New Users Signup, Transaction and Revenue Reports