Managing Account Credit in Spektrix

Dave McNamara
Dave McNamara
  • Updated

In this article, we’ll explain what Account Credit is and how to manage it. You’ll find information on Reporting on Account Credit, as well as links to other helpful resources.

 

What is Account Credit?

Account Credit is an amount of money you can add to a Customer’s Record. You may like to think of Account Credit as a form of credit note. Customers can spend Account Credit on anything you sell in your Spektrix system.

You may want to use Account Credit in the following scenarios:

 

Setting up Account Credit

Account Credit is an integral part of your system, there is no set up required.

You may wish to amend the expiry date of Account Credit. Go to Amending Account Credit Expiry Dates for more information.

 

Refunding an Order to Account Credit

There may be occasions when you want to refund an Order initially refunded to Account Credit, back to the Original Payment Method. You may also want to refund Account Credit given as a gesture of goodwill, for example if this credit is due to expire.

Read Refunding an Order to Account Credit for more information.

 

Redeeming Account Credit Online

If you want to let Customers spend Account Credit online, you’ll need to switch on the option to Display the Account Credit section on your website’s “My Account” Page.

TIP: You’ll need the Settings Administrator Role on your User Account before you can change this Setting. If you don’t have this, ask the Administrator in your organisation.

Once you have the correct user permissions, follow these steps:

  1. Click the Control Panel button (in the bottom left corner of Spektrix):

     

  2. Click Settings:

     

  3. Click Configuration > System Setup from the top menu:

     

  4. Click Website from the left menu:

     

  5. Click Display the Account Credit section on your website’s “My Account” page:

     

Here’s an example of how this would look in the iframe:

 

Reporting on Account Credit Balances

To report on Account Credit balance, use the Special Report.

TIP:  You’ll need the Insights & Mailings User Role on your User Account before you can access Reports. If you don’t have this, ask the Administrator in your organisation.

You can run the Special Report by following these steps:

  • Click the Control Panel button (in the bottom left corner of Spektrix):


    control_panel.png

  • Click Insights & Mailings:


    control_panel_insights.png

  • Click Special Reports:


    special_reports_menu.png

  • Choose the date range for the period you want to view:


    run_by_month_run_by_year.png

  • Click Run by month or Run by year:


    run_by_month_run_by_year.png

  • Click on BalanceReport.pdf when it appears in the top right corner of Spektrix. This will save the report to your computer:


    balance_report.png

The report will display the amount of Account Credit issued, spent and expired on your system over the specified time period.

If you run the report By Month, you’ll see the data for each month:


monthly_special_report.png

If you run the report By Year, you’ll see one section for each year in your chosen date range:


yearly_special_report.png

The Period Ending date is determined by the Financial Year setting in your system. While this example shows the 31st January, your report will reflect the date set in your system. If you need to change this date, please contact Support.

For more information about Account Credit, read How Does Spektrix Deal With Credits.

 

Reporting on Account Credit Spend

When Account Credit is issued, it will show in the Credits section of the Payments and Activities Report.

When Account Credit is used as payment in an Order, you’ll see this in the Payments by Type section of the report as Account Payment:

TIP: It’s not possible to break down sales where Account Credit is used as a method of payment if a customer uses multiple methods of payment, or buys other items within an Order.

This is because a Basket/Cart can include multiple Events, items and payments within the same transaction. An Order containing two or more methods of payment is called a Mixed Payment.

As each payment is made, it isn’t specifically for a particular item, but rather to pay for the combination of items in the Basket/Cart.

 

TIP: The Unused Account Credit Reminder Program Template can be used to automatically contact customers and inform them of the value of unused Credit they have on their account.

 

Amending Account Credit Expiry Dates

You can change the period for Account Credit Expiry, this change will only apply to Account Credit issued from the point the Expiry Date is changed.

REMINDER:  You’ll need the Settings Administrator Role on your User Account before you can change these Settings. If you don’t have this, ask the Administrator in your organisation.

To amend Account Credit Expiry, follow these steps:

  1. Click the Control Panel button (in the bottom left corner of Spektrix):


    control_panel.png

  2. Click Settings:


    control_panel_menu.png

  3. Click Configuration > System Setup from the top menu:


    spektrix_configuration.png

  4. Click Credits & Commissions from the left menu:


    credits_and_commissions.png

  5. Default Account Credit Expiry: Enter a value (in months), or set to Never Expire:


  6. Click Save Configuration:


    save_configuration.png

Expired Account Credit

If Account Credit has expired and you want to honour the credit value, you’ll need to add Account Credit to a Customer’s Record using a Custom Payment Type to pay for the transaction.

A Custom Payment Type is a method of payment used to complete a transaction without taking a payment, but when you still need to account for the full value of the transaction in Spektrix.

Check with your finance team before performing this type of sale, as your Organisation may have its own approach to using Custom Payment Types.

 

Extending Account Credit in Bulk

It isn’t possible for a Spektrix User to extend the Expiry Date of Account Credit previously added to a Customer Record. However, if you contact Support, our team can extend Account Credit Expiry Dates in bulk.

This is useful if your venue has been closed for an extended period and Customers have been unable to spend their Account Credit.

This procedure is only applicable where Account Credit is within its Expiry Date. If Account Credit has expired, read Expired Account Credit for further information.

This article should give you the information you need on Managing Account Credit. To learn more about Payments, visit the Manage Payments section of the Support Centre