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Store credit balances ​

For
Manager
Where
Back office
Permission
View reports, All sales at assigned stores
Checked on

The "Store credit balances" report shows how much store credit was issued and used over a period, and how much remains in circulation, customer by customer. Store credit that has not been spent is money the business still owes its customers: use this report to know that.

The report always covers all stores: credit issued in one store can be spent in the others.

Showing the report ​

To see the summary of a period:

  1. Open Reports > Store credit balances.

    The Store credit balances entry of the Reports menu outlined, and the report criteria: the period

  2. Choose the period under Period (the report opens on This year), then click Show report.

The summary gives four figures:

The summary: credit issued $183.50, credit used $16.09, balance in circulation $167.41, 3 accounts with a balance

  • Credit issued: the credit given to customers during the period (returns refunded as credit, cancelled layaways, credit imported from a former system);
  • Credit used: the credit spent during the period;
  • Balance in circulation: what remains at the end of the period;
  • Accounts with a balance: the number of customers who still have credit.

Reading a customer's account ​

Under the summary, the table has one row per customer who has a store credit account.

  1. Find the customer's row.

    A customer's row: $45.00 issued, $16.09 used, $28.91 balance

The Balance is what was Issued minus what was Used. An account at zero stays in the list: it has a history.

The row of a customer who has spent nothing: $120.00 issued, $120.00 balance

The table shows the current state of each account, not its state at the end of the period. Only the summary follows the period.

Opening a customer's account ​

To see what happened on an account:

  1. Click View the account of followed by the customer's name, in the customer's row.

    The View the account of Adèle Fontenelle button outlined, in the customer's row

The account opens under the table.

The top of the account: balance $28.91, available $28.91, no active hold, 2 movements

It shows:

  • Account: the Balance, the Available amount (the balance minus active holds), the Active holds, the number of Movements, the Last movement and Account opened;
  • Movement history: each issue and each spend, with its date, store, register and origin;
  • Holds: the credit held while a sale is being paid. An expired hold no longer holds anything.

Click Close account to close it again.

Changing the period ​

  1. Choose another period under Period, then click Show report.

    The period Last year chosen: no credit issued or used, no account with a balance at the end of the year

Understanding the columns ​

ColumnWhat it shows
CustomerThe customer's name. Without the Manage customers permission, the column shows "Customer".
IssuedThe credit the customer received: return refunded as credit, cancelled layaway, credit imported from a former system.
UsedThe credit the customer spent.
BalanceWhat remains: issued minus used.
AccountView the account of followed by the customer's name: opens the account under the table.

The Export to CSV button, above the table, saves this table to a file (guide "Exporting a report to CSV").

Troubleshooting ​

"Imported credit not yet converted" ​

This banner, under the summary, says that accounts imported from a former system have not been converted yet: their amount is owed, on top of the balance in circulation in the summary.

A name is missing in the Customer column ​

A customer's name shows only if your role has the Manage customers permission. Otherwise, the column says "Customer".

See also ​