Adjusting a member's balance
Cashback Tracker → Members
Finding a member
The list shows everyone holding cashback, largest available balance first, with their pending, available, requested and paid totals.
Search by email, login, name or member number. A search finds members with no cashback too — which is how you reach someone to give them their first goodwill credit or signup bonus.
Press View ledger to open them.
What you see
Their four balances, and every entry behind them: the date, what kind of entry it is, which state it counts toward, the amount, and any note.
An entry still inside a holding period says when the money lands. An entry that has been corrected is struck through, with the correction shown beneath it.
Adding an adjustment
Enter an amount and a reason, then confirm.
Positive credits the member
Negative takes money back
It applies to the available balance straight away, and the member sees the result immediately.
Both a comma and a dot work as the decimal separator — 5,50 and 5.50 are the same amount. Anything that is not a number is refused rather than guessed at.
The reason is required, and it is for you. In six months an adjustment with no explanation is indistinguishable from a mistake. Write what happened: "goodwill — order 4471 never tracked" costs five seconds and answers the question permanently.
When to use one
Goodwill. A member's purchase genuinely did not track and you have decided to pay it anyway.
Corrections you cannot make any other way — a rate applied wrongly, an amount that came through mangled.
Clawbacks. Money paid out that should not have been. Be careful here: a negative adjustment on a member who has already spent their balance leaves them negative, and they will notice. Tell them before doing it.
Reversing an entry
For undoing one specific thing, Reverse on that row is better than an adjustment. It writes a matching entry for the opposite amount, in the same state, so a pending entry cancels pending money and available cancels available.
You give a reason, and both entries stay visible.
Some entries cannot be reversed, and the button is simply not there:
A payout
Cancel it on the Payouts screen, which returns the money properly. Reversing it here would credit the member while the payment still stands.
A declined entry
It counts toward no balance, so reversing it would take money the member never had.
One already reversed
The correction exists. A second would double it.
A reversal itself
To correct a correction, add an adjustment.
Nothing is ever deleted
There is no delete button anywhere in a member's ledger, deliberately.
Every correction is a new entry, so the history always shows what happened and what you did about it. When a member disputes a balance months later, you can show them exactly how it was built — which is worth far more than a tidy list.
See The cashback ledger.
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