Adjustments

Customer Ledger Balance

The customer ledger keeps track of all sales associated with a customer account. This information is then available on the customer statement, a direct reflection of the customer ledger. The ledger keeps a running total of what a member charges to the account.

A manual adjustment can be made in order to change the ledger balance from what the software has calculated. This feature must be enabled from the options. Go to Tools > Options > Customer Management Options > Allow Manual Ledger Adjustments. To make a manual adjustment, select Adjust Ledger and fill out fields on the screen. The date field sets the date on which you would like the adjustment to be effective. The Item field allows the user to describe the adjustment or perhaps to include a reason. Then, specify whether the adjustment is a debit or credit, and the software will calculate totals accordingly.

Credit Book Balance

Credit book is the equivalent of store credit. You can check a credit book balance of a customer within the credit book tab.

Manual adjustments to the credit book are similar to manual ledger adjustments. Select Edit Credit Book Itemsat the bottom of the screen. Here, users can create a Credit Book Item to associate with manual adjustments. Click the Add New Member Credit button and select a credit book item and an amount to adjust for either a credit or debit. Select Save to complete this adjustment.

Prepaid Balance

The prepaid payment method is valuable because it is an even trade of income to dollars in a prepaid account. It allows for users to purchase dollars for use on items eligible for purchase with a prepaid account. Prepaid is purchased through the Sales screen, but balances are reflected in the Customer module. By clicking View, you can see the sale that is associated with the increase or decrease. To manually increase or decrease a prepaid balance, click the Add New Member Prepaid button. Select a date, indicate whether the change is a debit or credit, fill in a prepaid item or description, and click OK.

Smart Cart Quantity

Smart cards are virtual punch cards that are saved to a customer’s account. They eliminate the need for customers to carry a physical card for tracking how many credits the customer has left to redeem. If the amount of smart card credits needs to be adjusted, click the Edit button next to the journal entry and enter the new quantity desired. Click OK to complete the adjustment.

Loyalty Point Balance

If a customer already has accrued loyalty points, you can edit the amount within the Customer module. Select the Loyaty QTY tab from the customer's account. Click the Edit button and enter the new desired amount.