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Account Balance Adjustments

Akhil S
  • Updated

This tutorial will walk you through making account balance adjustments for an individual user or a list of users. This can be done within the admin area, and inputting an account balance for users will give them a credit to use in the store to make purchases. If they go over their balance, the user is then able to select another payment method to cover the remaining order total.

Article Sections

Activate the Account Balance Feature

You may need to first activate this feature. 

  1. Access the Features section.
  2. Verify you are on the Features page.
  3. For the Account Balance option, toggle the Active button to on.

Account Balance Adjustment for an Individual User

You can either make account balance adjustments for individual user accounts or a list of users.  These instructions explain how to make an individual adjustment.  To make adjustments in mass, follow the instructions here. 

To adjust a specific user’s balance, select the pencil (edit) button for the account you need to modify:

  1. Access the Users and Groups section
  2. Click into the Users section
  3. Click the pencil (edit) icon for the user to be modified

Next, select the Account Balance tab for that user.

Set an Account Balance

The SET option will change the user's balance to the input amount and will overwrite their current balance. 

set_with_note.png

  1. Select SET  from the drop-down list.
  2. Input the value you want to change the user's balance to.
  3. Input an account balance note if needed.
  4. Click the Make Adjustment  button.
  5. Click Save to submit changes. 

Clear an Account Balance

The CLEAR option will zero out the user's current balance. 

clear_with_note.png

  1. Select CLEAR  from the drop-down list.
  2. Input an account balance note if needed.
  3. Click the Make Adjustment  button.
  4. Click Save to submit changes. 

Add to an Account Balance

The ADD option will increase the user's balance by adding funds to their current balance. 

add_with_note.png

  1. Select ADD  from the drop-down list.
  2. Input the value you want to add to the user's balance.
  3. Input an account balance note if needed.
  4. Click the Make Adjustment  button.
  5. Click Save to submit changes. 

Subtract from an Account Balance

The SUBTRACT option will decrease the user's balance by removing funds from their current balance. 

subtract_with_note.png

  1. Select SUBTRACT  from the drop-down list.
  2. Input the value you want to remove from the user's balance.
  3. Input an account balance note if needed.
  4. Click the Make Adjustment  button.
  5. Click Save to submit changes. 

Switch to a Different User

Within the Account Balance screen, you can switch to a different user to update their balance as well.

  1. Click the drop-down for the Switch Users option.
  2. From the drop-down list, select the user you want to switch to. You can type the users name to narrow down the results.

Account Balance Adjustments for Multiple Users

To make account balance adjustments for multiple users, use the Update Existing Users feature and adjust the user balances within the spreadsheet that you download from the store.

Generate a List of Existing Users

To get started with this feature, login to the admin area and generate a list of existing users. 

  1. Access the Users page.
  2. Click the Update existing users button.
  3. Click the Generate user list button.

Update Balances in the Existing User List

In the spreadsheet emailed to you, you will see that the account balance adjustment options are broken out into its own columns. You can then go through and enter either an account balance addition, subtraction, or reset their balance.

acct_bal_notes_spreadsheet.png

  • Balance Addition: Adds on to the user’s current balance.
  • Balance Subtraction: Subtracts from the user’s current balance.
  • Reset Balance: Resets the balance to a completely new amount.
  • Balance Note: This allows you to include a note when adjusting a user's balance via spreadsheet update.

NOTE: The "Current Balance" column (Column M), states the account balance CURRENTLY on file for that user. Making changes to this column will have no affect on updating, adding to, or subtracting from the user's balance.

Keep in mind that you can only make 1 adjustment for a user. So, for example, if you’ve already entered a value into the “Balance addition” field for a user, you shouldn’t input a value into any of the other balance adjustment fields for that user because you will run into an error upon doing the upload.

Upload the Spreadsheet

Once you have the spreadsheet updated with the information needed, you will need to upload it to apply the change. 

  1. Click into the Users section.
  2. Click the Update existing users button.
  3. Drag and drop or click the box to select the modified file from your system.
  4. Click Upload to start the upload process.

After the file is added into the queue, you will receive an email letting you know that it’s processing and then you will receive a second email letting you know it was successful, or an email saying that it failed and what the errors were. If you’re having issues with doing the upload, we recommend taking a look at this guide for assistance.

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