A staff-operated internal credit ledger: record top-ups, deductions, and adjustments to a customer's balance on a dedicated Customer balance screen, with a note on where each entry came from and the balance shown instantly — every transaction leaves a trail and cannot be quietly edited once saved. This is an internal management tool, separate from payment at POS/checkout and separate from loyalty points.
Refunding a customer as credit, adding a goodwill amount by hand, or correcting a balance after a mistake — without a system of record, all of it lives in a CRM note or in someone's memory. A few weeks later, nobody is sure how much was credited, to whom, or why.
Every credit transaction is recorded with its type, amount, note, and the resulting balance — shown the moment you pick the customer, and impossible to quietly edit once saved.
Customer balance is a separate credit ledger operated by staff on a dedicated Customer balance screen — not a self-service wallet for customers. Every change to a balance carries a transaction type, a note, and a timestamp, building a history you can look up.
Four transaction types: Staff-added, Top-up, Use, and Adjust — each tied to the situation it belongs to, rather than one free-text note covering everything.
Pick a customer and the current balance appears immediately; the full transaction history, including the balance after each change, is there to look up.
Spell out why the entry exists — an order, a promotion, a support case — for later lookup and reconciliation.
Once a transaction is recorded, its amount cannot be edited — only the note can be updated; to change anything else, post a new offsetting transaction.
This is a tool created and managed by staff on the Customer balance screen — entirely independent of loyalty points.
From recording transactions and locking data after saving to traceability and clear separation from loyalty.
Four transaction types cover every situation, and the balance appears as soon as you pick the customer.
Transaction amounts are immutable once saved — no back-dated edits later on.
A note on each transaction answers "how much, for whom, and why" precisely, at any time.
Credit balance and loyalty points are never merged — they are two different customer-care mechanisms.
From picking the customer → entering the transaction → saving → correcting with an offsetting entry — no step quietly rewrites an old figure.
Find the customer on the Customer balance screen — the system shows the Current balance tag right away.
Choose the transaction type — Staff-added, Top-up, Use, or Adjust — enter the amount to add or deduct, and note the reason.
The customer's balance updates immediately and the transaction is written into the history.
The amount on an existing transaction cannot be edited — to change it, post an offsetting transaction and leave the trail intact.
Find the customer on the Customer balance screen — the system shows the Current balance tag right away.
Choose the transaction type — Staff-added, Top-up, Use, or Adjust — enter the amount to add or deduct, and note the reason.
The customer's balance updates immediately and the transaction is written into the history.
The amount on an existing transaction cannot be edited — to change it, post an offsetting transaction and leave the trail intact.
Three everyday jobs that need a credit ledger rather than a line in a CRM note.
A customer returns goods or raises a complaint: instead of refunding cash, staff post a Top-up credit transaction on Customer balance, noting the related order code for later lookup.
For a VIP customer, or after a service incident, staff add a goodwill credit amount (Staff-added) with a specific note, so the same argument does not resurface later.
A balance was recorded incorrectly: post an Adjust transaction for the difference, plus or minus, with a clear note — the earlier, wrong transaction stays in the history for period-end reconciliation.
Many systems let you add to or subtract from a customer's balance through a free-text note in CRM — editable and deletable at will, with no history anyone can trace. Oviro makes Customer balance its own ledger: every transaction has a type, a note, and the resulting balance, and its amount is locked once saved. It is an internal management tool operated by staff — not yet a payment method customers can choose at POS/checkout, and not yet a screen where customers view their own balance.
Every top-up, deduction, and adjustment carries a type, a note, and the resulting balance — available to look up at any time, and impossible to quietly edit once saved.
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