Programme Setup
Part of Affiliate programme terms and publisher rules
Explaining commission reversals before a publisher joins
Explain pending commission, reversal grounds, review deadlines and query routes in affiliate joining terms.
Explain possible commission changes before a publisher invests in a placement. State why a recorded amount may be reduced or declined, when the decision becomes final under the applicable terms and platform, and how the publisher can query an error. “Sales are subject to validation” leaves those questions unanswered.
Explain the states
A joining explanation follows an order from recorded to pending review, then to an approved or declined amount and the agreed payment schedule. Platform labels and finality points differ.
A recorded conversion shows that an event was reported; the store order establishes what was bought, cancelled or refunded. Approval and payment may occur on different dates.
Define the payable event and calculation basis. If commission applies to eligible items after discount, explain how a partial return affects that eligible value. A subscription or lead programme needs its own qualifying event rather than borrowed retail wording.
Commission Validation and Reversal Process Timeline
- Recorded Conversion
- Event reported; order details captured (e.g., product, value, status)
- Pending Review
- Under validation; subject to platform or advertiser checks for eligibility
- Approved or Declined
- Final decision made based on terms; payment schedule set if approved
- Payment Processed
- Funds disbursed according to agreed schedule (e.g., monthly via ATO-compliant reporting)
Name the grounds
Possible grounds include cancellation, full or partial refund, excluded product, duplicate transaction, failed qualifying condition and promotion outside an active term. Include attribution correction only where the programme has a stated rule for competing claims. Do not call an ordinary return or tracking error “fraud”.
| Situation | What the publisher needs to know |
|---|---|
| Full cancellation or refund | Whether commission falls to zero and when the order is checked |
| Partial return | Whether payment is recalculated on retained eligible value |
| Excluded item in a mixed basket | Which items remain commissionable |
| Duplicate or competing claim | Which record or credit rule decides the result |
| Alleged rule breach | Which term applies and how the publisher may respond |
A decision should carry a reason tied to the order and the terms in force. These categories are possible policy grounds, not evidence against any publisher.
Reversal Grounds and Publisher Implications
- Full Cancellation or Refund
- Commission falls to zero; validated after refund confirmation
- Partial Return
- Commission recalculated on remaining eligible items; no double payment
- Excluded Item in Mixed Basket
- Only eligible items qualify; excluded ones reduce commission proportionally
- Duplicate or Competing Claim
- Resolution based on attribution rules; first valid claim typically prevails
- Alleged Rule Breach
- Publisher may respond within defined window; decision tied to contract terms
Match the review window to the platform
Awin documents automatic approval when a pending transaction remains unreviewed past its configured validation period; its maximum period depends on plan or contract.
impact.com documents action modification and reversal before the locking date set by the partner contract. Its batch process cannot change an action after locking. A later correction may need a separate remedy rather than an ordinary reversal.
State the actual review deadline and where a publisher can see a changed amount. Give a route for missing or disputed orders and ask only for the reference and relevant placement evidence needed to investigate. Payment timing should be explained separately from the review deadline.
Publisher Query Process for Disputed Commissions
- Identify IssueCheck transaction status and reason code in platform dashboard
- Gather EvidenceCollect order reference, placement ID, and supporting proof (e.g., tracking logs, invoice)
- Submit QueryUse platform portal or contact partner support within the review window
- Await DecisionResponse within standard timeframe; outcome documented with reason
Key Platform Review Windows and Policies
- Awin Auto-Approval Period
- Up to 30 days (varies by plan); unreviewed transactions auto-approved
- Impact.com Locking Date
- Set by partner contract; no reversal after this date
- Query Window
- Varies; must be submitted before finalisation or locking
- Payment Schedule
- Typically monthly; aligns with ATO reporting cycles for superannuation and GST
Make the joining explanation usable
The terms should state the specific reversal grounds, the expected decision point, how reasons are recorded, the query route and period, and the payment schedule. A publisher should be able to assess the risk before accepting the offer.
Compare the proposed wording with the intended handling of a normal order, cancellation, partial refund and duplicate event. Record the expected amount and reason for each, then verify that the account can produce them before the terms are used.
