Introduction
Crediting a customer's account is a vital operation within any business, including Ooooby. Credits can arise from various scenarios, such as direct payments, damaged or missing products, or bulk credit adjustments. Understanding the nuances of each situation ensures accurate account management and customer satisfaction. This guide will navigate you through the different types of credits, how to process them, and their implications on transaction history and reports.
Understanding Customer Credits
1. Crediting from Payments (Cheque, Direct Debit, Cash)
Scenario: A customer adds money to their account via cheque, direct debit, or cash. This creates a credit balance they can use for future purchases.
Process:
Navigate to the customer's account in their overview.
Click on More Options > Credit Account.
Select Bank Transfer / Cash / Cheque from the Credit Type dropdown.
Enter the amount and details, which will be noted in the customer's account.
Click Credit Customer.
2. Credit for Damaged or Missing Product
Scenario: Issues such as missing items or damaged goods necessitate a credit refund.
Process:
Access Credit Account as described above.
Choose Cash Credit from the credit type dropdown.
Select the appropriate Credit Code, edit Reason/Details, and press Credit Customer.
After an event has been completed you will have a couple of other ways to credit a customer.
Completing the event means the customers orders will be updated and you can now go into that order and use the Credit Helper (navigate to the Customer's Overview > Account section > press "More Options" > choose "Transaction History" > go to order you wish to credit > click credit).
In the example above, one box of eggs was damaged on delivery. By entering '1' into the refund quantity field a total refund amount will be calculated. Press credit customer and their account will be updated accordingly.
3. Bulk Credit
Scenario: Multiple customers need crediting for the same issue, e.g., a shortage of an item in a delivery round.
Process:
Use the Advanced Person Search, apply the relevant filters, and press Search.
Notify affected customers via email, then use the Bulk Credit button to credit their accounts simultaneously.
4. Credits in Transaction History
Credits appear in the customer's transaction history, offering a clear record of both the credit type and the amount.
Clicking on "details" will show any credit related information.
5. Credits in Reports
Finances Overview and Weekly Finances Summary Reports include credits, showing them as part of Total Revenue and Total Credits Given.
Below the cash credit for broken eggs is appearing in the Credit (£) column and the cash payment is appearing in the Direct Payment (DP) column.
If you click on any one of these figures a full breakdown will be displayed
Both have the option to Download a CSV of the given information.
Again, if you click on "details" the credit related information will be displayed as above.
FAQs
Q: Can I issue credits for multiple reasons?
A: Yes, credits can be issued for various reasons, including direct payments, product issues, or as part of bulk adjustments. Ensure you select the correct credit type to maintain accurate records.
Q: How do I communicate credits to customers?
A: It's best practice to inform customers via email when their account has been credited, especially in bulk credit scenarios. This keeps communication clear and transparent.
Q: Are credits visible in financial reports?
A: Yes, credits are included in financial reports, offering insights into total revenues and the impact of credits on your finances.
Conclusion
Effectively managing customer credits is crucial for maintaining trust and accuracy in financial reporting. Whether it's a simple cash deposit or a complex bulk credit operation, understanding the correct process for each scenario ensures that your accounts remain accurate and your customers stay informed. By following the guidelines outlined in this article, you can navigate the complexities of customer credits with confidence.