In Retail POS, you can issue store credit to customers as part of a return. Store credit is placed on your customer's account and can be used to make future purchases. To get started with store credits, you will need to enable it for your store.

Enabling store credit

To enable store credit:

1. Navigate to Setup > Store Credit.
2. Toggle on Enable Store Credit. This will turn on the option to issue or redeem store credit in your store.

   

Mapping store credit in Xero and QuickBooks

If you use Xero or QuickBooks, you'll need to set up liability mapping before issuing store credit.

• Before using store credit with Retail POS and Xero, check that your liability and expense accounts are correctly mapped in your Retail POS-Xero mappings page.

  1. Navigate to Setup > Apps.
  2. Click the pencil icon (Edit) next to Xero.

     

  3. Scroll to the Liabilities section and select your accounts for both the Store credit expense and Store credit liability dropdowns.

     

  Once your accounts are correctly mapped, Retail POS will debit the store credit expense account and credit the store credit liability account in Xero when you issue store credit to a customer.

  Posting this information will create a journal entry in Xero. It will not create an invoice.

  If your manual store credits have failed to post to Xero, you will receive an error message on the store credit report page. You will be given the option to repost the failed transaction(s) to Xero. You will also receive a notification that the error has occurred.

• Before using manual store credit with Retail POS and Quickbooks Online, check that your liability and expense accounts are correctly mapped in your Retail POS-QuickBooks Online mappings page.

  1. Navigate to Setup > Apps.
  2. Click the pencil icon (Edit) next to QuickBooks Online.

     

  3. Scroll to the Liabilities section and select your accounts for both the Store credit expense and Store credit liability dropdowns.

     

  Once your accounts have been correctly mapped, Retail POS will debit the store credit expense account and credit the store credit liability account in QuickBooks Online when you issue manual store credit to a customer.

Setting store credit user permissions

By default, only Managers and Admins can issue and redeem store credits. To enable this feature for Cashiers or other roles:

1. Navigate to Setup > Users and click the Roles tab.

   

2. Click the role you want to edit.
3. Check the Issue store credit for a return sale box.

   

   This gives the role permission to perform returns and exchanges on normal sales.

4. Click Save changes.

Cashiers can now issue and redeem store credits during transactions.

Adjusting store credit balances using the Retail Imports team

Store credit balances are not On account balances, which are generated from On account sales. To clear an On account balance, the sale will need to be paid in full.

Store credit balances are not available in a regular Customers export. If you require a full report including all of your customers’ store credit balances, you can request it from the Retail Imports Team.

To update customers’ store credit balances by either replacing or adjusting the balances:

1. Navigate to the Customers page.
2. Click Export list. Your exported customers list will automatically download.
   • If needed, the Retail Imports Team can generate a special customer export for you, which may contain some additional data, including customer_id.
3. Open your customers list with Google Sheets or Excel.
4. Delete all columns except for customer_code, first_name, and last_name.

   

   You must include the customer_code for all the customers in your file. First and last names are required as a verification reference.

5. If you want to replace balances or adjust existing balances, add one of the following columns to your spreadsheet:
   • To replace balances, add a new column titled new_balance. Fill this column with the amounts that will replace the current balances. Values must be positive.
   • To adjust balances, add a new column titled amount. Fill this column with the amounts that will replace the current balances.

     Amount values can be positive or negative. Positive values will be added to the existing balance of the customer while negative values will be deducted from the current balance of the customer.

6. Save your file as an XLSX (preferred) or CSV.
7. Verify your file before submitting to avoid issues that may cause the data import to fail.
   • Remove special characters, like™,☺,©, etc.
   • Erase cells with N/A so the field is blank.
   • Format scientific numbers (4.001E+11) as regular integers (40010000000).
   • Format all cells, including cells with numbers, as plain text. In Google Sheets, click Format > Number > Plain text.
8. Submit your file to the Retail Imports Team.

Disabling store credit

If you no longer want to use store credit in your store, you can toggle off the feature anytime. You will not be able to issue any new store credit or redeem any existing store credit once the feature is turned off.

All store credit balances in your customers' accounts will be retained. If you re-enable store credit, your customers can continue to redeem their existing store credit.

To turn off store credit:

1. Navigate to Setup > Store credit.
2. Toggle off Enable store credit. This will remove the option to issue or redeem store credit in your store.

Store credit will now be disabled in your store.

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