Store Credits
Store credits allow customers to apply a pre-loaded balance toward their purchases. Credits are typically issued as refunds from returns, loyalty reward redemptions, or manual adjustments by a manager. At the POS register, you can view a customer's available credit and apply it during checkout.
How Store Credits Work
Each store credit is a separate record with its own:
- Credit code -- A unique identifier (e.g.,
SC1A2B3C4D5E6) used for tracking - Original amount -- The value when the credit was first issued
- Current balance -- The remaining value available to spend
- Status -- Active, used, expired, or voided
- Expiration date -- Optional; some credits expire after a set period
A single customer can have multiple active store credits at the same time. For example, a customer might have a $15 credit from a return last week and a $10 credit from a loyalty reward redemption.
Store credits are tied to the store where they were issued. In a multi-store environment, a credit issued at one location cannot be redeemed at another.
Viewing a Customer's Store Credits
Before Checkout
- Attach the customer to the sale using any lookup method (see Customer Lookup).
- Once attached, the customer's total available credit is displayed in the cart area alongside their name and loyalty information.
- To see a breakdown of individual credits, tap the customer's name to open the customer details panel. Each active credit is listed with its code, remaining balance, and expiration date (if applicable).
What You Will See
| Field | Description |
|---|---|
| Total Available | Sum of all active credit balances for this customer |
| Credit Code | Unique identifier for each individual credit (e.g., SC1A2B3C4D5E6) |
| Balance | Remaining amount on this specific credit |
| Original Amount | Value when the credit was first issued |
| Issued Date | When the credit was created |
| Expires | Expiration date, if one is set. Credits without an expiration date show "No expiration." |
| Source | How the credit was created (e.g., "Return #R00042", "Loyalty reward", "Manual adjustment") |
Applying Store Credit to a Sale
Step-by-Step
- Build the cart with the products the customer wants to purchase.
- Attach the customer to the sale (the customer must be attached before store credits can be applied).
- Proceed to payment. On the payment screen, you will see a "STORE CREDIT" button alongside the other payment method buttons (Cash, Debit, etc.).
The STORE CREDIT button only appears when the payment type is enabled in your store settings. An admin must enable it at Settings > Edit Settings > Operations tab, under Payment Types > Enable Store Credit Payments. See Operations Settings for details.
- Tap "STORE CREDIT" as the payment method (or as part of a split payment).
- The Store Credit Payment modal opens:
- If a customer is attached to the cart: The modal automatically loads their available credits as clickable buttons. Each button shows the credit code, balance, and reason. Tap a credit to select it.
- If no customer is attached (or you want to use a different code): A manual credit code entry field is available with a "Look Up" button. Enter the credit code and tap Look Up.
- After selecting or looking up a credit, the modal shows the credit details: credit code, customer name, available balance, and reason.
- The modal displays "Credit Applied: -$X.XX" and indicates whether the credit covers the full sale amount.
- Tap Complete Sale. The sale is created and the credit balance is deducted automatically.
If the selected credit does not cover the full sale amount, the modal shows a warning. You should use a split payment to cover the remainder with another payment method (cash, debit, etc.). See Split Payments for details.
Full Payment with Store Credit
If the customer's available credit covers the entire sale total:
- The full sale amount is deducted from the store credit.
- The remaining credit balance (if any) stays on the customer's account for future use.
- No additional payment method is needed.
Example: Sale total is $25.00. Customer has $40.00 in store credit. After the sale, $15.00 remains on the credit.
Partial Payment with Store Credit
If the customer's credit does not cover the full sale, or if they want to save some credit for later:
- Apply the store credit for part of the sale.
- Pay the remaining balance with another payment method (cash, card, debit, etc.).
- This is handled as a split payment -- see Split Payments for more details.
Example: Sale total is $50.00. Customer has $20.00 in store credit. Apply the $20.00 credit, then collect $30.00 via cash or card.
The Store Credit modal shows individual credit buttons for each available credit. Select the credit you want to apply -- credits are not automatically aggregated in FIFO order.
Multiple Store Credits
A customer may have several active credits. When you apply store credit to a sale, the Store Credit modal shows each credit as a separate button. You select the specific credit you want to use -- credits are not automatically aggregated or cascaded in FIFO order. Each transaction uses a single selected credit.
If the selected credit does not cover the full sale amount, you can use a split payment to cover the remainder with another payment method.
Store Credits from Returns
The most common way store credits are created is through returns. When a manager processes a return and selects "Store Credit" as the refund method:
- A new store credit is created for the return amount.
- The credit is linked to the customer and the return record.
- The credit is immediately available for use on the customer's next purchase.
See Returns for details on how returns work at the POS.
Store credits issued from returns are available instantly. The customer can use them on their very next transaction -- even immediately after the return is processed.
Expired and Voided Credits
Expired Credits
If a store credit has an expiration date and that date has passed:
- The credit will not appear in the list of available credits.
- It will not be included in the total available balance.
- The customer cannot use it for payment.
If a customer asks about an expired credit, you can see it in their credit history (it will show a status of "Expired"). Managers or admins can issue a replacement credit from the admin panel if appropriate.
Voided Credits
A manager or admin can void a store credit from the admin panel. Voided credits:
- Cannot be used for payment.
- Show a status of "Voided" in the credit history.
- Include a reason for the void (logged for audit purposes).
What the Receipt Shows
When store credit is applied to a sale, the receipt includes:
- Payment method: Store Credit with the amount applied
- Credit code used (e.g.,
SC1A2B3C4D5E6) - If it was a split payment, all payment methods are listed with their respective amounts
The remaining credit balance is not printed on the receipt. If the customer asks, you can look it up by opening their customer details panel.
Common Scenarios
Customer Wants to Check Their Credit Balance
- Search for the customer in the customer panel (no sale needed).
- Tap their name to view details.
- The total available store credit is displayed, along with individual credit details.
Customer Wants to Use Credit but Does Not Know Their Code
No problem. Store credits are linked to the customer account, not to the credit code. As long as the customer is attached to the sale, all their active credits are available automatically. The credit code is only used for administrative tracking.
Credit Balance Is Less Than Expected
Check the customer's credit history in the admin panel. Common reasons for a lower balance:
- Part of the credit was used on a previous purchase.
- A credit expired.
- A credit was voided by a manager.
Customer Wants to Apply Credit to an Already-Completed Sale
Store credits can only be applied during checkout, before the sale is completed. If a customer forgot to mention their credit, you would need to void the original sale and re-ring it with the credit applied.
If a sale needs to be voided and re-done to apply store credit, a manager or admin must authorize the void. Cashiers cannot void completed sales.
Troubleshooting
| Problem | Solution |
|---|---|
| "STORE CREDIT" button not showing | First, confirm that store credit payments are enabled in Settings > Edit Settings > Operations tab, under Payment Types. If the setting is enabled, make sure items are in the cart. Note that you can use store credit without attaching a customer by entering the credit code manually. |
| Credit balance is $0 but customer insists they have credit | Search for the customer in the admin panel and review their full credit history. The credit may be expired, voided, or already used. |
| Cannot apply more credit than the sale total | This is by design. Store credit can only be applied up to the sale total. Excess credit remains on the customer's account. |
| Sale failed after applying store credit | If a sale fails mid-transaction after credit was applied, the credit deduction is rolled back. The balance is restored to its previous amount. |
| Customer has credit at another store location | Store credits are store-specific and cannot be transferred between locations. The customer must use their credit at the store that issued it. |
What's Next?
- Customer Lookup -- Find customers at the POS.
- Loyalty Points & Tiers -- Earning and redeeming loyalty points.
- Split Payments -- Combining store credit with other payment methods.
- Store Credits Admin -- Issuing, managing, and voiding credits from the admin panel.