For various reasons—like a transaction error or an unhappy customer—you might need to adjust a card. This functionality allows you to add or remove:
from any card as needed in the DataCandy Backoffice.
Keep in mind that adjustments must follow the existing rules for minimum and maximum transaction amounts and card balances. Also, adjustments can only be made on cards that are active.
Before you start, make sure to have the following information in hand:
The card number.
An invoice number to track the adjustment.
A merchant to charge the adjustment to.
Useful tips:
Make sure to select the correct merchant as they will be the merchant of record for the transaction, reports and clearinghouse transactions.
If you do not have an invoice number related to the adjustment you wish to do, entering the date and your initials is a great way to keep track of these manual transactions!
You cannot remove more than the balance available on the card.
New Adjustment
From the main menu select Transactions / Adjustments / Add.
OR
From the card details screen, click New Adjustment
In the adjustment screen, enter the card number to make the adjustment. If you navigating from the card details page, your card number will already be populated.
The available card details will be displayed; the system will automatically detect whether it is a gift or loyalty card.
Dollars Adjustment (Gift Card)
Select whether you want to Add or Remove dollars.
Enter the desired dollars to add or remove in the Amount field. Enter a positive number with up to two decimal places. The Balance after Adjustment shows what the card balance will be after the adjustment.
Enter an invoice number to track the adjustment.
Select a merchant to charge the adjustment to.
Select a reason code for the adjustment from the drop down.
Enter a comment if desired. The comment must be no more than 2000 characters.
Click Save.
Points (Loyalty Card)
Select whether you want to Add or Remove points.
Enter the desired number of points to add or remove in the Points field. It must be a positive number with up to two decimal places.
The Points after Adjustment shows what the card balance will be after the adjustment and the Monetary Value shows how much the adjusted points are worth in dollars.
Enter an invoice number to track the adjustment.
Select a merchant to charge the adjustment to.
Select a reason code for the adjustment.
Enter a comment if desired. The comment must be no more than 2000 characters.
Click Save.
Rewards (Loyalty Card)
Add a reward
Select Add Reward.
Enter the
Reward Code : This is generally the free item SKU from your POS
Redeemable items: This is generally the items choices available to exchange the reward. Note that this section might not appear if your POS integration does not allow for it.
Cost: This is the cost of the item for the merchant
Labels: This is the name that will appear on receipts, apps and the member portal.
Set the Expiry date, if desired.
Enter an invoice number to track the adjustment.
Select a merchant to charge the adjustment to.
Select a reason code for the adjustment.
Enter a comment if desired. The comment must be no more than 2000 characters.
Click Save.
Remove a reward
Select Remove Reward.
Select the desired reward from the list.
Enter an invoice number to track the adjustment.
Select a reason code for the adjustment.
Enter a comment if desired. The comment must be no more than 2000 characters.
Click Save.
Punches (Loyalty Card)
Select whether you want to Add or Remove punches.
Start typing the punch card rule name you wish to adjust the punches for; once you start typing the name a drop down list will appear.
Enter the desired number of punches to add or remove. It must be a positive number.
Enter an invoice number to track the adjustment.
Select a merchant to charge the adjustment to.
Select a reason code for the adjustment.
Enter a comment if desired. The comment must be no more than 2000 characters.
Click Save.
View Adjustments
You can consult the full list of all adjustments done through the platform.
From the main menu select Transactions / Adjustments / Search. All existing Adjustments are displayed.
Enter the desired search criteria. The Advanced search criteria includes a date range.
Click Search.
To add a new Adjustment, click Add.
To view an Adjustment, double-click on it or select it and click Details.
To export the list, click Export on the top right of the list and select the desired format. For lists containing more than 50,000 lines, only CSV is available.
Adjustment Reason Codes
Adjustment reason codes are required when making adjustments in the back office. A few defaults are provided by DataCandy to get you started:
Customer Service
Pricing
Promotion
Other
If you wish to add a reason code to the list, please reach out to your DataCandy contact!
Got questions or need a hand? Just pop into the chat to talk to our team, or shoot us an email at [email protected]—we’re here to help!