Loyalty Transactions¶

Purpose¶

Loyalty Transactions provide a complete audit trail of all loyalty points activity in your store. This read-only interface allows administrators to track how customers earn, spend, and manage their loyalty points.

Every points-related action is automatically recorded including purchases, product reviews, registration bonuses, administrative adjustments, and point redemptions. This transparency helps resolve customer inquiries and provides valuable insights into loyalty program engagement.

Accessing Loyalty Transactions¶

To view loyalty transactions:

Navigate to Loyalty Program in the sidebar
Click on Loyalty Transactions

The transactions list will display all loyalty points activity across all customers, sorted by most recent first.

Prerequisites¶

Before using this feature, ensure:

The Loyalty Program is enabled in System Settings → Loyalty Program tab
You have configured User Levels (optional but recommended)
Note: The Loyalty Program is a premium feature and not available for free stores

Loyalty Transactions List¶

The Loyalty Transactions list displays all loyalty points activity in your store. By default, transactions are sorted by date (newest first).

Loyalty Transactions List

Available Columns¶

Date¶

Format: Date and time (e.g., "Jan 15, 2024 3:45 PM")
Purpose: When the transaction occurred

User¶

Format: Customer name
Purpose: Which customer the transaction belongs to

Type¶

Format: Badge with color coding
Purpose: Category of transaction
Types:
Earned (green) - Points added to balance
Spent (red) - Points deducted from balance
Adjusted (yellow) - Manual adjustment by admin
Expired (gray) - Points that have expired

Points¶

Format: Numeric with +/- prefix and color coding
Purpose: Number of points added (green, +) or deducted (red, -)
Display: "+250" for earned points, "-100" for spent points

Balance¶

Format: Numeric
Purpose: Customer's total points balance after this transaction

Source¶

Format: Badge
Purpose: What triggered this transaction
Common Sources:
Purchase - Points earned from completing an order
Review - Points earned from submitting a product review
Registration - Welcome bonus for new customer registration
Manual (Admin) - Administrative adjustment

Description¶

Format: Text (truncated to 50 characters)
Purpose: Additional details about the transaction

Created By¶

Format: Admin user name (hidden by default)
Purpose: Which admin created the transaction (for manual adjustments)
Default: "System" for automated transactions

Viewing Transaction Details¶

To view complete details of a transaction:

Click the View action (eye icon) next to any transaction
The transaction details page will display all information

Loyalty Transaction Details

Transaction Detail Fields¶

User: The customer who owns this transaction

Type: Transaction category (Earned, Spent, Adjusted, Expired)

Points: The number of points added or deducted

Balance After: Customer's total points balance immediately after this transaction

Source: What triggered the transaction (Purchase, Review, Registration, Manual)

Source Type: The system entity type that created this transaction (e.g., "Order", "Review")

Description: Detailed explanation of the transaction

Created By: Which admin user created the transaction (for manual entries) or "System" for automated

Created At: Exact date and time of the transaction

Filters¶

Use filters to find specific transactions quickly.

Type Filter¶

Filter by transaction category:

Earned - Show only points that were added
Spent - Show only points that were deducted
Adjusted - Show only manual adjustments
Expired - Show only expired points

Source Filter¶

Filter by what triggered the transaction:

Purchase - Points earned from orders
Review - Points earned from product reviews
Registration - Welcome bonuses
Manual (Admin) - Administrative adjustments

User Filter¶

Filter to show transactions for a specific customer:

Search by customer name
Shows only transactions for the selected user

Understanding Transaction Types¶

Earned Transactions (Green Badge)¶

Points added to a customer's balance. Common sources include:

Purchase¶

Customers earn points based on their order total
Calculation: Order total × Points per currency unit × User level multiplier
Example: $100 order × 10 points per $ × 1.5x multiplier = 1,500 points
Points are awarded when the order is confirmed/completed

Review¶

Customers earn points for submitting product reviews
Amount set in System Settings → Loyalty Program tab
Default: 50 points per review
Only approved reviews qualify for points

Registration¶

New customers receive a welcome bonus upon registration
Amount set in System Settings → Loyalty Program tab
Default: 100 points
Awarded once per customer account

Manual (Admin)¶

Administrators can manually add points
Used for: Customer service compensation, special promotions, contests
Reason should be documented in the description

Spent Transactions (Red Badge)¶

Points deducted from a customer's balance:

Redemption: Customer redeems points for discounts or rewards
Reversal: Points removed due to order cancellation or review rejection
Manual Adjustment: Administrator manually deducts points

Adjusted Transactions (Yellow Badge)¶

Manual modifications by administrators:

Balance corrections
Bulk adjustments for promotions
Error corrections
Compensation adjustments

Expired Transactions (Gray Badge)¶

Points that have reached their expiration date (if point expiration is configured):

Automatically created by the system
Points are removed from customer balance
Customer may receive notification

Bulk Actions¶

Export¶

Export transaction data to Excel for analysis or reporting:

Optionally select specific transactions using checkboxes
Click Export in the bulk actions dropdown
The Excel file will download with all transaction details

Export Uses: - Financial auditing - Customer loyalty analysis - Reporting for management - Data backup

Search Functionality¶

The search feature allows you to quickly find transactions:

Searchable Fields: - Date - Customer name - Source - Description

How to Search: 1. Type your query in the search box at the top of the list 2. Results filter in real-time as you type 3. Clear the search to show all transactions again

Common Use Cases¶

Investigating Customer Inquiries¶

When a customer questions their points balance:

Use the User Filter to show only that customer's transactions
Review their complete history of earned and spent points
Check the Balance column to see progression over time
Use transaction details to explain each entry

Monitoring Program Engagement¶

To understand how customers interact with the loyalty program:

Use the Source Filter to see breakdown by activity type
Compare "Purchase" vs "Review" vs "Registration" transactions
Identify which activities drive the most engagement
Adjust point values in System Settings based on insights

Auditing Points Distribution¶

For financial reconciliation and program cost analysis:

Filter by date range (if needed)
Use Export to download transaction data
Analyze total points earned vs spent over time period
Calculate program liability (total outstanding points × redemption value)

Finding Manual Adjustments¶

To review administrative actions:

Use Type Filter → select "Adjusted"
Or use Source Filter → select "Manual (Admin)"
Review "Created By" column to see which admin made adjustments
Verify descriptions for adjustment reasons

Points Calculation Examples¶

Example 1: Purchase Points (Standard Customer)¶

Scenario: - Customer: John Doe (Bronze Level, 1x multiplier) - Order Total: $150 - System Setting: 10 points per $1

Calculation: $150 × 10 points × 1x = 1,500 points

Transaction Record: - Type: Earned (green) - Points: +1,500 - Source: Purchase - Description: "Order #12345 - $150.00"

Example 2: Purchase Points (VIP Customer)¶

Scenario: - Customer: Jane Smith (Gold Level, 1.5x multiplier) - Order Total: $150 - System Setting: 10 points per $1

Calculation: $150 × 10 points × 1.5x = 2,250 points

Transaction Record: - Type: Earned (green) - Points: +2,250 - Source: Purchase - Description: "Order #12346 - $150.00 (1.5x Gold Member Bonus)"

Example 3: Review Points¶

Scenario: - Customer: Alice Johnson - Action: Approved product review - System Setting: 50 points per review

Transaction Record: - Type: Earned (green) - Points: +50 - Source: Review - Description: "Product review approved - Product ABC"

Example 4: Registration Bonus¶

Scenario: - Customer: New User - Action: Account registration - System Setting: 100 points welcome bonus

Transaction Record: - Type: Earned (green) - Points: +100 - Source: Registration - Description: "Welcome bonus for new customer"

Important Notes¶

Read-Only Access¶

This interface is view-only for data integrity:

No Create - Transactions are created automatically by the system
No Edit - Cannot modify existing transactions
No Delete - Cannot remove transaction records

This ensures accurate audit trails and prevents accidental data loss.

Manual Point Adjustments¶

While you cannot create transactions directly in this interface, administrators can manually adjust customer points:

Go to Users → Select a user → Edit
Use the appropriate action or field to adjust loyalty points
A transaction record will be automatically created

Transaction Timing¶

Understand when transactions are created:

Purchase points: Created when order status changes to confirmed/completed
Review points: Created when review is approved by admin
Registration points: Created immediately upon successful account creation
Adjustments: Created immediately when admin makes the change

Balance Accuracy¶

The "Balance After" column shows the customer's points balance at that moment in time:

Each transaction records the exact balance after it was applied
To see current balance, look at the most recent transaction for that user
Or check the user's profile in the Users section

Troubleshooting¶

Customer Didn't Receive Purchase Points¶

Check: 1. Is the loyalty program enabled in System Settings? 2. Has the order status been changed to confirmed/completed? 3. Does the customer's user level have an active points multiplier? 4. Check if there's a transaction with type "Earned" for that order

Points Balance Doesn't Match¶

To reconcile: 1. Filter transactions by the customer's user ID 2. Start from their first transaction (sort by oldest first) 3. Verify each transaction's "Balance After" value 4. The most recent transaction shows their current balance

Missing Transaction¶

If a transaction seems missing: 1. Verify the action actually occurred (order completed, review approved) 2. Check if filters are hiding the transaction 3. Search by customer name, date, or order number 4. Contact support if the transaction should exist but doesn't appear

User Levels - Configure loyalty level tiers and multipliers
System Settings - Configure loyalty program base points settings
Users - View and manage customer loyalty balances
Orders - Understand when purchase points are awarded
Reviews - Approve reviews that earn points

Need Help? For questions about loyalty transactions or program configuration, contact support.