# Adjust Gift Card Balance (/how-to/promotions/adjust-gift-card-balance)



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 [#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 [#adjusting-the-balance]

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

Steps [#steps]

1. On the gift card detail page, click the **Adjust Balance** button (only visible for Active gift cards).
2. 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.
3. 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. |

4. 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.
5. Click **Apply Adjustment**.

What happens [#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 [#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-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 [#steps-1]

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

What happens [#what-happens-1]

* 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 [#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 [#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 [#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](/how-to/promotions/create-gift-cards) 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.