Prepaid wallet & customer balance
Customers top up their wallet on your website, pay for orders with the balance at POS and online, and check their own balance. Staff record top-ups, deductions, and adjustments with a full trail in Payment Wallet (Top-up history / Usage history) — every transaction is traceable, and amounts can't be quietly edited after saving. Wallet balance stays separate from loyalty points.
Prepaid balances, refunds issued as store balance, manual goodwill credits, or corrections after a mistake — without a proper record, it all lives in CRM notes or staff memory. A few weeks later, nobody is sure how much was added or deducted, for which customer, or why.
Every transaction is recorded by type, amount, note, and balance after the transaction; customers pay with their balance at POS and online, and amounts can't be quietly edited once saved.
Core capabilities
Payment Wallet is a dedicated balance ledger for each customer: they top up on the website or buy a top-up package at POS, then pay for orders at POS and online with the balance. Staff process top-up requests and record manual add/deduct entries in Payment Wallet; every change carries a transaction type, a note, and a timestamp, forming a searchable history.
Transactions recorded by type
4 transaction types: Added by staff, Top-up, Used, Adjustment — each tied to its real context (a paid top-up, a manual staff credit, the customer spending balance, a correction), instead of sharing one free-text note.
Balance and history shown instantly
Select a customer and see the current balance right away; the full transaction history, with the balance after every change, is searchable. Customers can also check their own balance and history on the website.
A note on the origin of every transaction
Each transaction carries a note and an external reference code (if any), for lookup and reconciliation later.
Amount locked after saving
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.
Pay with balance, separate from Loyalty
Customers use their balance to pay for orders at POS and online. Wallet balance is completely independent of loyalty points.
Feature details
From topping up and paying with balance, to recording transactions, locking data after saving, tracing, and keeping Loyalty separate.
Top-ups & transparent transaction records
Customers top up on the website or buy a top-up package at POS; staff record manual add/deduct entries when needed, with the balance shown as soon as the customer is selected.
- Customers top up their balance on the website, or buy a top-up package at POS
- Transaction types: Added by staff, Top-up, Used, Adjustment
- Select a customer and see the Current balance tag before entering anything
- Staff enter the amount as Add (+) or Deduct (-) with a reason note
Data integrity
Transaction amounts are immutable once saved — no back-dated edits later on.
- Once saved, the Customer, Add/Deduct direction, and Amount are locked
- The system warns clearly: a recorded transaction's value cannot be changed
- Only the Note can be updated after saving
- To correct a balance, post a new offsetting transaction instead of editing the old one
Traceability & reconciliation
A note on each transaction answers "how much, for whom, and why" precisely, at any time.
- Filter the transaction list by note keyword, type, or customer code
- Each row shows the balance after the transaction — quick to check without adding up by hand
- An external reference code, where present, links to an order or a support request
- Suited to period-end reconciliation or handling a customer complaint
Separate from loyalty
Wallet balance and loyalty points are never merged — two different customer-care mechanisms.
- Wallet balance is money the customer prepaid, used to pay for orders at POS and online
- Loyalty points are a separate reward mechanism, managed on another screen
- Staff never confuse the two balances when advising customers
- Wallet balance is for spending only — it can't be withdrawn or transferred
How customer balance is topped up and used
From the customer topping up → staff processing the top-up → the customer paying with balance → correcting with an offsetting entry — no step quietly rewrites old figures.
Customer tops up
The customer tops up on the website, or buys a top-up package at POS; staff process the top-up request in Payment Wallet.
Pay for orders with balance
The customer pays at POS or online with their balance; a Used transaction is written to the history.
Staff record manual entries
Select the customer, choose the type (Added by staff, Adjustment...), enter an Add/Deduct amount and a reason note; the balance updates immediately.
Correct later with a new entry
The amount on an old transaction can't be edited — to change it, create an offsetting entry and keep the trail intact.
Customer tops up
The customer tops up on the website, or buys a top-up package at POS; staff process the top-up request in Payment Wallet.
Pay for orders with balance
The customer pays at POS or online with their balance; a Used transaction is written to the history.
Staff record manual entries
Select the customer, choose the type (Added by staff, Adjustment...), enter an Add/Deduct amount and a reason note; the balance updates immediately.
Correct later with a new entry
The amount on an old transaction can't be edited — to change it, create an offsetting entry and keep the trail intact.
Real-world scenarios
Three everyday scenarios that need a dedicated balance ledger instead of a line in CRM notes.
Customers prepay and spend over time
Customers top up their wallet on the website or buy a top-up package in store, then pay for orders at POS or online with the balance. Balance and history are visible to both the customer and your staff.
Manual goodwill and compensation
VIP customers or after a service incident: staff add a goodwill amount (Added by staff) or refund as balance instead of cash, with a specific reason note so the same dispute doesn't come back.
Adjusting when a mistake surfaces
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.
A controlled ledger, not an editable note
Oviro keeps customer balance in its own ledger: customers top up and spend it at both POS and online, and every transaction has a type, a note, the balance after the transaction, and a locked amount once saved. Staff record top-ups, deductions, and adjustments with a full trail, and wallet balance always stays separate from loyalty points.
Customer balances with reconciliation — no more arguing over "was it added?"
Customers top up and spend their balance as they shop; every top-up, deduction, and adjustment carries a type, a note, and the balance after — searchable any time, and never quietly editable after saving.
