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Expiring Customer Credits

foreUP Education
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Overview

Many facilities issue Customer Credit for league winnings, tournament payouts, rain checks, or service recovery. If your facility policy does not allow these credits to carry over year-to-year, you can expire unused balances during year-end close or the off season.

Expiring Customer Credit helps you:

  • Start a new season with clean, accurate customer balances
  • Prevent confusion at the counter ("Why is my credit still here?" or "Why did it disappear?")
  • Support accurate accounting closeout by confirming the total credit removed before balances are cleared

Preconditions

Before expiring Customer Credit, confirm the following:

  • You have access to the Customers module
  • You have permission to use Actions > Advanced Search and Bulk Edit
  • Your facility has a defined policy for when Customer Credit expires (for example, credits expire at year-end)

Before You Begin

⚠️ Caution: Clearing Customer Credit is irreversible.

  • Notify customers first. If your policy is that Customer Credit expires at year-end, communicate this in advance (for example: "Please use your credit before we close for the season.")
  • Capture totals for accounting. Before setting credits to $0, export the list of customers with credit and total the amounts. This supports end-of-year accounting reconciliation.

 

Steps

Step 1: Find customers with Customer Credit

  1. Navigate to the Customers module.
  2. Click Actions.
  3. Select Advanced Search.
  4. In the first filter dropdown, select Account Balance.
  5. In the middle dropdown, select Greater Than.
  6. In the value field, enter 0.
  7. Run the search.
  8. Review the returned list and confirm it includes only customers whose Customer Credit you intend to expire.

 

Step 2: Export the list (recommended)

💡 Tip: Exporting the list before clearing credits helps with financial reconciliation.

  1. In the search results, click Export to download the customer list (Excel or CSV).
  2. Open the export file and total the Customer Credit amounts.
  3. Save this total for your accountant or bookkeeper before proceeding.

 

Step 3: Bulk edit Customer Credit to $0

  1. In the customer results list, use the checkbox in the top left-hand corner to select all.
  2. Click Bulk Edit.
  3. Within the Accounts section. Locate your courses Customer Credit section and checkmark the box next to it.
  4. Update the associated dropdown box to Set amount to. In the field underneath, et the amount to 0.
  5. In the comment field, enter a clear note (example: "expiring 2025 Credits")
  6. Click Confirm.
  7. Review the confirmation screen to verify:
    • The number of customers being edited
    • The field being updated (Customer Credit)
    • The value being applied ($0)
  8. Click Start Edit to apply the change.

 

Step 4: Verify the credit was expired (optional)

⚙️ Note: This step is optional but recommended for spot-checking accuracy.

  1. Open a customer profile that previously had credit.
  2. Click the Accounts tab.
  3. Review the Customer Credit history to confirm:
    • The balance was reduced to $0
    • The expiration comment is logged

 

Best Practices

  • Perform credit expiration during year-end close or the off season when customer activity is lowest.
  • Always export and save totals before clearing balances to support accounting audits.
  • Use consistent comments when expiring credit so changes are easy to identify later.

 

FAQs

Does expiring Customer Credit affect Member Balance?
No. Customer Credit is separate from Member Balance and open invoices.

Can expired Customer Credit be restored?
No. Once Customer Credit is set to $0 using Bulk Edit, the action cannot be undone.

Does Customer Credit appear on AR Aging reports?
No. AR Aging reports reflect Member Balance/Open Invoices, not Customer Credit.

 

Troubleshooting Tips

No customers appear in Advanced Search

  • Confirm you are filtering for Customer Credit greater than $0.
  • Verify that customers currently have unused credit.

Bulk Edit option is unavailable

  • Confirm your user role has permission to use Bulk Edit.
  • Contact your system administrator if permissions need to be updated.

 

Additional Notes

⚙️ Customer Credit label may be customized.
Your system may display Customer Credit under a different name (for example, "Tournament Credit" or "League Winnings"). To view or update this label:

  • Navigate to Settings > Sales > Point of Sale
  • Locate Customer Credit Label

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