Edit Client Balance Manually
Manual balance editing in IZI works through the balance correction mechanism — there is no direct “edit balance” field. Every adjustment is a logged transaction with a mandatory reason, not a silent edit. This keeps your books auditable and gives staff a clear paper trail. From a business perspective, corrections fix accounting discrepancies without moving real money; from an admin perspective, they require a role with correction permission, an open shift, and a specific written reason.
When to use a correction
Section titled “When to use a correction”| Situation | What to do |
|---|---|
| Wrong amount entered during a top-up | Correction downward by the difference |
| Technical failure mid-session (client couldn’t finish) | Correction upward by the compensation amount |
| Duplicate credit posted | Correction downward to remove the duplicate |
| System error caused an incorrect deduction | Correction upward to restore the amount |
| Migrating from another system (setting an opening balance) | Correction upward to the opening balance amount |
A correction is a last resort. If the situation can be resolved with a refund, use the refund flow instead. Use a correction only when no real money is moving but the numbers in the system need to be aligned.
What you need
Section titled “What you need”- An open shift.
- The Administrator role, or a custom role with the balance correction permission enabled.
- A specific, concrete reason — it goes into the mandatory comment field.
1. Open the client card
Section titled “1. Open the client card”Find the client by name, phone number, or QR code. Open their card.
2. Find the correction button
Section titled “2. Find the correction button”In the client card, locate the balance block. Click Correction (or Edit Balance, depending on your CRM version). If the button is not visible, your role does not have the required permission.
3. Choose the direction
Section titled “3. Choose the direction”- Credit — increase the balance (add funds)
- Debit — decrease the balance (remove funds)
Note: a debit correction cannot exceed the client’s current balance. The system will block the confirmation if you try to go below zero.
4. Enter the amount
Section titled “4. Enter the amount”Enter the exact correction amount. Double-check before confirming — corrections cannot be undone.
5. Enter a reason (required)
Section titled “5. Enter a reason (required)”The reason field is mandatory. Be specific:
- Poor: “Error”
- Good: “Duplicate credit on 2026-05-31, top-up #TX00123 — removing the duplicate amount”
A detailed comment is your protection during audits and dispute reviews.
6. Confirm
Section titled “6. Confirm”After confirmation:
- The client’s balance changes by the entered amount immediately.
- A record appears in the transaction history with type “Correction”, the amount, staff name, timestamp, and comment.
- The shift cash register is not affected (no money moved).
How corrections appear in reports
Section titled “How corrections appear in reports”Corrections are tracked as a separate transaction type. In the shift report they appear on their own line and are not counted as top-up revenue. This lets you see actual cash flow separately from accounting adjustments.
During a financial audit, every correction must have a justifiable comment. Vague comments like “error” or “adjustment” make it impossible for an auditor to reconstruct the chain of events.
Correction vs Refund — which to use
Section titled “Correction vs Refund — which to use”| Parameter | Correction | Refund |
|---|---|---|
| Does real money move? | No | Yes (client receives money back) |
| Does shift cash register change? | No | Yes |
| Fiscal receipt printed? | No | Yes (if a fiscal printer is connected) |
| When to use | Accounting error, compensation without payout | Client wants money returned |
If the client is asking for their money back, use the refund flow, not a correction.
If you need to adjust a bonus balance, that is a separate operation — see Manual Bonus Top-up.
Audit and control
Section titled “Audit and control”All corrections are visible in two places:
- Client card → Transaction History → filter by type “Correction”
- Club-wide transaction register → filter by type “Correction”
To monitor for misuse, export the corrections list for a given period and verify that each comment corresponds to a real event. Frequent corrections without clear, specific reasons are a signal for an internal review.
See also
Section titled “See also”- Refund to client — when money actually goes back to the client
- Manual Bonus Top-up — correcting the bonus balance
- Transaction History — viewing all corrections in one place
- Transaction Types in IZI — how the operations ledger is structured
Frequently asked questions
Who can perform a manual balance correction?
Staff with the Administrator role or a custom role that includes the balance correction permission. This permission is intentionally restricted because corrections are a sensitive operation that must be accountable. If you need to give specific staff members this ability — for example, people in a manager or senior cashier position — create a custom role with the correction permission enabled and assign it to them.
Can a correction be undone?
No. Like all transactions in IZI, corrections are permanent. If you entered the wrong amount, create a reverse correction for the same amount to cancel it out.
Is the correction visible in the transaction history?
Yes. Every correction appears in the history with type 'Correction', the amount, timestamp, the staff member's name, and the mandatory comment.
How does a correction affect the shift cash register?
It does not. A balance correction changes the client's balance but does not increase or decrease the shift cash register — no money actually moved. Corrections appear as a separate line in the shift report.
Can I correct a bonus balance the same way?
No, bonus balance uses a separate operation. See Manual Bonus Top-up for details.