Managing Balance Change Reasons
Balance Change Reasons can be used to record balance adjustments against a customers loyalty points balance or a customers account (or gift card) balances within Cinchio Back Office.
The Balance Change Reason assigned to the adjustment is then available within customer audits and reporting.
For balance adjustments against accounts and gift cards, Balance Change Reasons can also be configured to create transactions to capture the balance change in payment reporting, if required.
Creating Balance Change Reasons
To create a new Balance Change Reason, head to Customers & Loyalty > Setup > Balance Change Reasons and select [New Balance Change Reason].
In the New Customer Balance Change Reason window, enter:
- Balance Change Reason: Enter a name for the Balance Change Reason.
- Balance Change Reason Type: Select whether this Balance Change Reason is used to record changes against the Customer Account Balance or Customer Loyalty Points against a customer.
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Adjustment Method: Select whether the Balance Change Reason is to act as a:
- Balance Reload: The account is being loaded with a balance or points top-up.
- Balance Redemption: The balance or points are being redeemed against a purchase.
- Adjustment Transaction Media: {Optional} If a transaction is also required to capture an account balance Reload or Redemption payment in standard payment reporting, select an alternative payment media to offset this against.
Then select [Save].
Editing Balance Change Reasons
Existing Balance Change Reason can be edited if required, however, take care when updated Balance Change Reasons as this will impact historical reporting. It may be better to archive the reason and create a new one if the changes are substantial.
To edit a Balance Change Reason, head to Customers & Loyalty > Setup > Balance Change Reasons, locate the required Balance Change Reason and select [Edit].
Within the Balance Change Reason, the following can be edited:
- Balance Change Reason: Enter a name for the Balance Change Reason.
- Balance Change Reason Type: Select whether this Balance Change Reason is used to record changes against the Customer Account Balance or Customer Loyalty Points against a customer.
-
Adjustment Method: Select whether the Balance Change Reason is to act as a:
- Balance Reload: The account is being loaded with a balance or points top-up.
- Balance Redemption: The balance or points are being redeemed against a purchase.
- Adjustment Transaction Media: {Optional} If a transaction is also required to capture an account balance Reload or Redemption payment in standard payment reporting, select an alternative payment media to offset this against.
Select [Save] to save any changes.
Searching Balance Change Reasons
Access the Balance Change Reasons section via: Customers & Loyalty > Setup > Balance Change Reasons.
All Balance Change Reason are shown by default when accessing this section.
If required, you can filter the list to see specific Balance Change Reason, by using the following filters within the Search panel at the top of the section:
- Balance Change Reason: Search based on the name of the Balance Change Reason (or part of).
- Balance Change Reason Type: Search based on the type of Balance Change Reason.
- Show Deleted: Specify whether to include previously deleted Balance Change Reasons in search results.
Select [Search], and all Balance Change Reason which meet your search criteria will be listed.
The Balance Change Reason list shows the following:
- Balance Change Reason: Displays the name of the Balance Change Reason.
- Balance Change Reason Type: Displays whether the Balance Change Reason is available for account balance changes or loyalty point changes.
Archiving Balance Change Reasons
Archiving Balance Change Reasons
A Balance Change Reason can be archived if no longer required, without impacting on historical reporting.
You can only archive a Balance Change Reason if you have rights to do so. Click Here if you do not have rights to delete but believe you should.
To archive a balance change reason, head to Customers & Loyalty > Setup > Balance Change Reasons, locate the required balance change reason and select [Edit].
Within the Balance Change Reason, select [Delete] and confirm.
The Balance Change Reason is now archived.
Restoring Balance Change Reasons
An archived Balance Change Reason can be restored if required.
To restore an archived Balance Change Reason, head to Customers & Loyalty > Setup > Balance Change Reasons and perform a search with Show Deleted filter enabled. Then, locate the required Balance Change Reason and select [Edit].
Within the Balance Change Reason, select [Undelete] and confirm.
The Balance Change Reason is now available again.