Wallets

The Wallets page (Finance > Wallets) is a ledger of every credit and debit that has affected a client's prepaid wallet balance in your organisation. Client wallets hold prepaid credit that clients spend on session bookings on your booking site. Almost every entry is created automatically by go flow as clients top up, pay, are refunded or redeem vouchers.

Users with Manage for Configuration & settings can additionally post a manual wallet adjustment — a credit to add funds or a debit to remove them — from this page (see below). Everyone else sees the ledger read-only: entries cannot be added, edited or removed here; only tags and internal notes can be added.

The page appears while the Wallets module is on (Configurations > Organisation, Modules tab; it needs the Payments module) and needs View for Clients.

Where wallet credit comes from

• Top-up — the client buys a wallet product on the booking site (see Create a product); the amount paid is credited. A customer who transfers vouchers into the wallet from their profile also gets a Top-up.
• Refund — a booking is cancelled with a refund to the wallet. The refund for a client's own cancellation in their booking profile always goes to the wallet: the share after the cancellation fee is credited. When you cancel a participant in the dashboard, the wallet is one of the destinations you can choose (see Cancel or refund). go flow checks every refund against Allowed refund destinations in the organisation settings, the automatic ones included, so keep the wallet allowed if clients may cancel themselves.
• Voucher — a client redeems a voucher's whole remaining value into the wallet on the booking site's voucher page.
• Adjustment — a manual credit or debit posted from this page.
• Payment — a debit: wallet credit applied to a booking at checkout.

Balance and expiry

A client's balance is what is left of their credit that has not expired. Each payment or debit uses up credit, the credit that expires soonest first. The client list's wallet column (wallet icon) on the Clients page, the Adjust wallet dialog and the checkout all use this same figure. This page shows no running balance.

Each credit expires on its own, Wallet credit expiry (days) after the day it was added (365 days unless changed; 0 means credit never expires; see Organisation). Changing the setting affects credit added afterwards; existing credit keeps its expiry. When a credit expires, only the part of it not yet spent lapses: a credit of 100 of which 80 was spent leaves a balance of 0 when it expires, not −80, and a refund of 50 afterwards shows a balance of 50. go flow writes no Expiry entry, so the original credit row stays in the list unchanged. The client list's wallet column shows the lower balance from the next sync after the credit lapses.

A wallet is never overdrawn. Wallet credit applied at checkout is taken when the payment completes. Until then, that credit is not available to anything else: another checkout of the same client, for example in a second browser tab, can use only the rest, and a manual debit is refused above what is left. Checkout never takes more than the wallet holds.

What the client sees

• In their profile on the booking site, the Wallet tab lists their wallet movements — type, amount (plus or minus), date and order reference. It shows no total and no expiry dates.
• In the cart of a session booking, Available credit shows the balance with a check button that applies it; the order summary then shows Credit applied. The cart offers wallet credit only when it holds at least one session or appointment; the credit then also pays for products in the same cart, such as a gift voucher or a top-up. A cart with products only offers no credit.
• A manual adjustment appears as Adjustment in the Wallet tab, and its reason appears in the Orders tab of the profile and on the document. go flow sends the client no message about an adjustment.

Overview

Wallet entries are shown in a paged table of 25 rows, newest first, with sorting handled server-side. Each row is one transaction. The Columns button in the last header cell adds the audit columns — who created and last changed each entry.

Columns

• Date — the date and time of the entry.
• Client — the client whose wallet was affected.
• Credit — the amount added to the wallet, formatted in your currency and right-aligned.
• Debit — the amount taken from the wallet, formatted in your currency and right-aligned.
• Event type — a colour-coded chip describing what caused the entry (see below).
• Reason — for a manual adjustment, the reason typed; for other entries, the first line of the order behind the entry. Long text is cut off; hover it to read all of it.

A trailing cell shows a small tag icon when the row has tags, a note icon when it has internal notes, and a PDF icon that downloads the document of the order behind the entry — the receipt or credit note. If no document exists, for example because no receipt or credit note template was uploaded when the entry was made, you see "The document could not be found or generated. Please try again."

Event types

Each entry carries one of these colour-coded event types:

• Top-up (green) — credit added to the wallet by buying a wallet product.
• Payment (blue) — wallet credit applied to a booking at checkout.
• Refund (orange) — credit returned to the wallet by a refund.
• Voucher (purple) — credit from redeeming a voucher into the wallet.
• Expiry (red) — credit removed because it expired; go flow does not currently create such entries (see Balance and expiry).
• Migration (grey) — an entry created during a data migration.
• Adjustment (teal) — a manual credit or debit posted from this page.

Adjusting a wallet manually

If you hold Manage for Configuration & settings, an Adjust wallet icon button (a wallet) appears above the table; hover it to see its tooltip, Adjust wallet. Users without that right do not see the button.

1. Click Adjust wallet and pick the client in the Select client dialog.
2. The full-screen Adjust wallet dialog shows the client's name and current Wallet balance.
3. Choose Credit (add funds) or Debit (remove funds) under Type.
4. Enter the Amount — at most two decimals. The hint below the field shows the Max amount you may enter.
5. Give a Reason (required, up to 500 characters). It is stored on the entry, printed on the document and shown to the client in their profile, so write it for the client to read.
6. Click Save.

The amount is bounded: a debit can never take a wallet below zero, nor take credit that an open checkout of the client is paying with (see Balance and expiry), and no adjustment may exceed the Max wallet adjustment set for your organisation (1000 in your currency unless changed; see Organisation). When a wallet has no balance to draw on, the amount field for a debit is disabled and shows "This wallet has no balance to debit." Entries outside the limits show "The wallet balance is not high enough for this debit." or "The amount is above the limit for a single adjustment." These limits are checked again when you save, and a refused adjustment shows its reason in the dialog; any other failure shows "The wallet adjustment could not be saved."

The Save button stays disabled until you have entered a valid amount and a reason, and while the adjustment is being saved. Saving posts the wallet entry and creates a backing order with a reference starting with MA- — a credit is documented as a credit note, a debit as a receipt — so the ledger stays audit-complete. The adjustment appears at once in the list as an Adjustment entry. Credit added this way expires like any other credit.

Searching and filtering

Use the search field ("Find wallet entry") to narrow the list; the search runs automatically a moment after you stop typing. It matches the client's name and email, the order reference, the reason, the amounts, the event type, the notes, and the name of whoever created the entry. While the search field holds text, the month is ignored and all months are searched.

With an empty search field, the month picker next to it restricts the list to one calendar month. It is the same month as on the Journal, Analytics, Emails, Payments and Orders pages: picking a month on one of them changes it on all of them for your session. You can pick any month from January five years back up to the current month. The month selects entries by their last change, not by their date: an entry you add a note to moves into the current month.

Expanding a row (tags & notes)

Click a row's chevron, or double-click the row, to expand it and reveal a tags and internal notes panel. You can add tags, type a note in Add note and add it with +; each note records who wrote it and when. Nothing is stored until you press the panel's Save button, which stays disabled until you have actually changed something. Notes cannot be edited or removed once saved. Saving needs Manage for Clients or for Configuration & settings, or the Billing contact role. A failed save shows no message: the note stays on screen and Save stays active. Reload the page to confirm the note was stored. Below the panel you see who created and last changed the entry. These tags and notes are the only data you can change on this page.

Use these notes to record what was agreed with a client about a wallet entry and what is still open; for passing open cases to the next shift, see Hand over the day.

Exporting to Excel

The Export to Excel button above the table exports the rows currently shown — date, client, credit, debit and event type. The button is disabled while the list is empty.

Online requirement

The ledger is loaded live from the server and is never cached locally, so this page needs an internet connection: when you are offline it shows a message that you need to be online instead of the table. The list reloads automatically when you switch organisation.