At this time, Altru cannot track balances of store credits or gift cards automatically. If you would like to see this implemented in a future release, we have an idea on our Community regarding this. Our Product Management team uses a variety of methods to determine new features in Altru, and the ideas in the Community is one way they do this, so your vote helps Product Management prioritize the new features that we put into the product.

We can manually track the constituent's balance by creating a Note on their Constituent record that will then display in Daily Sales alerting ticket sellers that they have a balance that can be applied to their order. You will need to use an 'Other' payment method to apply this credit to the order. This payment method can be dedicated for this process. For example it could be "Store Exchange: or "Gift Card Balance:". The ticket seller will need to manually edit the note to accurately reflect the constituent's remaining balance should they have one.

If the patron is requesting store credit while returning the item, make sure that the item is refunded using the "Store Exchange" payment method. This 'Other' payment method should be the same that will be utilized by the staff when the patron wishes to use their credit on another item. 

Step 1: Add a Note to the Constituent's Record and Configure this note to Display in Daily Sales
  1. Search and Select the Constituent's Record
  2. Navigate to the Documentation and Interactions tab, Click the Constituent Documentation Section
  3. Click Add Note
    1. Choose the Type
    2. Enter a Title
    3. Enter the Date
    4. Choose the Author
    5. Write the Note 
    6. Click Save 
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  4. Click Add Notification
  5. Mark the Box 'Display in Daily Sales' 
  6. Click Save
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Step 2: After a Purchase is made, Edit the Note to reflect the updated balance
  1. Search and Select the Constituent's Record
  2. Navigate to the Documentation and Interactions tab, Click the Constituent Documentation Section
  3. Click the arrows to the left of the note, Click Edit
  4. Adjust the Balance that is displayed in the Note
  5. Click Save 
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If your organization has a time limit on these credits or card balances, you can include the expiration date in these notes.

It is also advisable to review this step with your finance team to make sure they are aware of this arrangement. An additional option to consider is to set up a deposit template for creating a report that keep track of these specific 'Other' payment method transactions.

If you would like to create a specific 'other' method to track these credits, please reference: How to add other payment methods in Altru?