Adjust Gift Card Balance

How to add funds to, debit from, or void a gift card in Resytech, including balance adjustments and understanding the transaction history.

After a gift card is created, you may need to modify its balance -- for example, to add a courtesy credit, correct an error, or permanently deactivate a compromised card. Resytech provides two actions from the gift card detail page: Adjust Balance and Void Card.

Before you begin

You need access to the Resytech Dashboard.
Navigate to the gift card you want to modify by clicking Gift Cards in the sidebar, then clicking on the gift card in the list.

Adjusting the balance

Balance adjustments let you add or subtract funds from a gift card without voiding it.

Steps

On the gift card detail page, click the Adjust Balance button (only visible for Active gift cards).
The Adjust Balance modal opens, showing:
- Current balance -- the card's existing balance.
- Adjustment -- the amount you are about to add or remove.
- New balance -- a live preview of what the balance will be after the adjustment.
Configure the adjustment:

Field	Required	Description
Direction	Yes	Click the + button to add funds or the - button to debit funds.
Amount	Yes	The dollar amount to add or subtract. Cannot be zero.
Notes	Yes	A required explanation for the adjustment (max 500 characters). This is recorded in the transaction history and visible to staff reviewing the card.

Verify the New Balance preview. The balance cannot go below zero -- the system will show a warning if your adjustment would result in a negative balance.
Click Apply Adjustment.

What happens

The gift card's balance is updated immediately.
An Adjustment transaction is logged with the amount, before/after balance, your notes, and the staff member who made the change.
If the new balance is zero, the card status changes to Depleted.
If the card was previously Depleted and you add funds, the status changes back to Active.

Common adjustment scenarios

Scenario	Direction	Example
Customer complaint -- courtesy credit	+ (add)	Add $25.00 with note "Courtesy credit for rain cancellation"
Correcting an overpayment	+ (add)	Add $10.00 with note "Refund for overcharged booking #1234"
Manager-authorized deduction	- (subtract)	Subtract $15.00 with note "Applied to walk-in rental, no booking created"
Topping up a card	+ (add)	Add $50.00 with note "Customer purchased additional balance in-store"

Voiding a gift card

Voiding permanently deactivates a gift card. The remaining balance is set to zero and the card can never be used again. This action cannot be undone.

Steps

On the gift card detail page, click the Void Card button (only visible for Active gift cards).
The Void Gift Card modal opens with a warning that this action is permanent.
Enter a Reason (required, max 500 characters). Examples:
- "Card reported stolen"
- "Duplicate card issued in error"
- "Refund processed to original payment method instead"
Click Void Card to confirm.

What happens

The card status changes to Voided.
The remaining balance is set to $0.00.
A Void transaction is logged showing the balance that was zeroed out, along with your reason and timestamp.
The void date, voiding staff member, and reason are permanently recorded on the gift card.
The card code can no longer be used at checkout.

Gift card statuses

Status	Meaning	Can be adjusted?	Can be voided?
Active	Card has a positive balance and has not expired or been voided.	Yes	Yes
Depleted	Balance has reached zero through normal redemptions or adjustments.	Yes (adding funds reactivates it)	No (already at zero)
Expired	The card's expiration date has passed.	No	No
Voided	Permanently deactivated by a staff member.	No	No

Understanding the transaction history

Every gift card has a transaction history visible on its detail page. Each transaction records:

Field	Description
Type	The transaction category: Purchase, Redemption, Refund, Adjustment, or Void.
Amount	Positive amounts add to the balance; negative amounts subtract from it.
Balance Before	The card's balance before this transaction.
Balance After	The card's balance after this transaction.
Notes	Staff notes or system-generated descriptions.
Date	When the transaction occurred.

Transaction types and their meanings:

Type	Description
Purchase	Initial card creation (manual or online purchase). Always a positive amount.
Redemption	Card used as payment for a booking. Always a negative amount.
Refund	Funds returned to the card (e.g., when a booking paid with the card is refunded). Positive amount.
Adjustment	Manual balance change made by staff from the dashboard. Can be positive or negative.
Void	Card deactivation. Shows the negative amount equal to the remaining balance that was zeroed out.

Tips

Always include clear notes on adjustments. Future staff members need to understand why a balance was changed. Notes are permanent and cannot be edited.
Use adjustments instead of voiding when possible. If a customer wants to use the remaining balance differently, adjust it rather than voiding and reissuing.
Voided cards cannot be un-voided. If you void a card by mistake, you will need to create a new gift card with the same amount.
Check the transaction history before adjusting. It gives you context on how the card has been used, which helps prevent duplicate adjustments.

Adjust Gift Card Balance

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