Introduction
The Balance Correction module is a powerful tool designed to efficiently manage and adjust user account balances in bulk. Its primary function is to allow administrators to correct balances, add transactions, and manage deposits for multiple users at once through a simple CSV file upload, ensuring data accuracy and saving significant administrative time.
In this article, you will learn how to use the Balance Correction feature to adjust user balances, add transactions, and manage deposits in bulk using a CSV file.
This article will be helpful for System Administrators, Accountants, and Support Agents.
Instruction
To access this feature, go to PGM -> Settings -> Support tools and click on Balance Correction.
Settings
This section details all the settings within the Balance Correction module.
CSV file (columns: UserNumber, Balance): This setting allows you to upload a CSV file containing the user numbers and the corresponding balance amounts to be corrected or added.
Example: You create a CSV file with two columns. The first column, 'UserNumber', contains PG12345, and the second column, 'Balance', contains 50.00. Uploading this file will target user PG12345 for a balance adjustment of 50.00.
Transaction description: A field to enter a descriptive text for the transaction that will be created. This description is visible in the user's transaction history.
Example: "Correction for invoice #INV-2023-07-A".
Transaction date: This date picker allows you to set the specific date for the transaction.
Example: You can backdate a correction to match the date of an original erroneous transaction, for instance, 2025-11-20.
Transaction type: A dropdown menu to classify the financial transaction. The available options are populated from the system's transaction type settings.
Example: Selecting "Manual Adjustment" from the list.
Vat: A dropdown to select the applicable VAT (Value Added Tax) rate for the transaction.
Example: Choosing "23%" if the adjustment is for a service that is taxed at that rate.
Transaction Category: This allows for assigning a specific category to the transaction for reporting and filtering purposes.
Example: You could select "Membership Fees" if the balance correction is related to a membership payment.
Deposit: A checkbox to indicate if the transaction should be treated as a deposit.
Example: Checking this box will mark the added amount as a deposit in the user's account.
Information Message: The module displays a message: "Be aware balance correction ignores any transaction blockades." This is a non-configurable informational setting. It serves as a reminder that this tool will bypass any automated restrictions on creating transactions.
Step-by-Step Instructions
How to View a Record's Status
The Balance Correction module is used for bulk processing, and individual record status is viewed through the user's account, not within this module itself. After running a balance correction, you can verify the status of the transactions by:
Navigating to the profile of a user included in the CSV file.
Opening their transaction history or account balance tab.
Here you will see the newly created transaction with the description and amount you provided. The status will typically be 'Finalized' or 'Completed' immediately after the operation.
How to Add a New Record
Adding new records means adding new transactions to user accounts.
Navigate to the Power Tools section and select Balance Correction.
Prepare a CSV file with 'UserNumber' and 'Balance' columns.
Click the 'Choose File' button to upload your CSV file.
Fill in the Transaction description and select a Transaction date.
Choose the appropriate Transaction type, Vat rate, and Transaction Category.
If the amount is a deposit, check the Deposit box.
Click one of the "Add" buttons, like Add transactions, to submit the new records. A confirmation message will appear with the results of the operation.
How to Edit an Existing Record
The Balance Correction module does not allow for editing of submitted records. To "edit" a correction, you must perform a new balance correction to reverse or adjust the previous one.
Identify the incorrect transaction in the user's account.
Create a new CSV file for that user with a new balance value that counteracts the error (e.g., a negative value to reverse a positive one).
Go to the Balance Correction module and upload the new file.
Enter a clear Transaction description, such as "Reversal of incorrect correction from [date]".
Fill in the other fields as you did for the original transaction.
Submit the new correction.
How to Delete (Cancel) a Record
Similar to editing, you cannot directly delete a transaction from the Balance Correction module once it has been processed. To "cancel" a record, you must create a new, opposing transaction to negate its effect.
A transaction can only be canceled if you have the authority to make a counter-transaction.
Create a CSV file for the user(s) whose transaction you want to cancel. The 'Balance' column should have the opposite value of the original transaction (e.g., -50.00 to cancel a 50.00 transaction).
In the Balance Correction module, upload this file.
For the Transaction description, write something like "Cancellation of transaction from [date]".
Click one of the action buttons (e.g., Add transactions) to process the cancellation.
Hints
Download the Sample File: Always use the Download sample file button to ensure your CSV is formatted correctly. This avoids upload errors.
Use Descriptive Descriptions: When entering a Transaction description, be specific. For example, "Q4 2025 Bonus Credit" is better than "Credit". This helps with future audits.
Check isDeposit Carefully: Only check the isDeposit box if the funds should be ring-fenced as a deposit. Incorrectly marking a payment as a deposit can affect how the funds are used by the system.
Understand the Action Buttons:
Correct balances: Use this to adjust the user's total balance without creating a detailed transaction record. It's a simple balance override.
Add transactions: This creates a full transaction record for each user in the CSV, which is better for accounting and history.
Add transactions by contracts: Use this when the financial adjustment is linked to a specific user contract.
Add prepaid: This is for adding funds to a prepaid account balance.
Use Case Examples
Scenario: A system glitch caused 50 users to be overcharged by $10.
Action: An administrator uploads a CSV with the 50 user numbers and a balance of -10 for each. They use the "Add transactions" button with the description "Refund for system overcharge on 2025-12-01".
Outcome: Each user receives a $10 credit, and a clear transaction record explains why.
Scenario: The gym wants to give a $25 holiday bonus credit to 200 specific members.
Action: A CSV of the 200 members is created with a balance of 25. The admin uses "Add transactions" with the description "Happy Holidays Bonus Credit".
Outcome: 200 members have their balances increased by $25.
Scenario: A user's payment was recorded manually but the balance was not updated.
Action: A CSV with one user and the missing payment amount is uploaded. The admin uses "Correct balances".
Outcome: The user's balance is corrected without creating a new transaction, as the payment transaction already exists.
Scenario: A corporate client pays for 30 employee memberships via a single bank transfer.
Action: An admin uses a CSV with the 30 employee user numbers and their share of the payment. The Transaction description is "Portion of corporate payment from XYZ Corp".
Outcome: Each employee account is credited with their membership fee.
Scenario: A user's cheque payment bounced.
Action: The admin uploads a CSV for that user with a negative amount equal to the bounced cheque. The description is "Reversal of bounced cheque #12345".
Outcome: The user's balance is reduced, accurately reflecting the failed payment.
Scenario: Migrating balances from an old system.
Action: An export of all user balances from the old system is formatted into the required CSV format and uploaded using the "Correct balances" button.
Outcome: All users start with their correct legacy balances in the new system.
Scenario: Adding security deposits for new locker rentals for a group of users.
Action: A CSV with the users is uploaded, the isDeposit checkbox is ticked, and "Add transactions" is clicked.
Outcome: Each user account is credited with a deposit amount that is reserved for the locker rental.
Scenario: A user's balance is negative, but they have a pending transaction blockade due to other reasons.
Action: The admin uses the Balance Correction tool to apply a credit.
Outcome: The credit is applied successfully, as the tool ignores transaction blockades.
Scenario: A data entry error was made where a user was credited with $100 instead of $10.
Action: The admin uploads a CSV for that user with a balance of -90.
Outcome: The user's balance is corrected to the intended amount.
Scenario: A user's prepaid card balance needs to be topped up manually.
Action: The admin uses a CSV for the user and clicks the "Add prepaid" button.
Outcome: The funds are added to the user's prepaid balance, available for future purchases.