How it works

Prepaid credit

How a household tops up credit at the till, spends it on later sales, and gets it back. Credit is money held for the household, not income, until it is spent.

Who this is for: Anyone with “Use the till” or “Voids, refunds and overrides” (by default: Administrator, Head Coach, Casual Staff, Bar Manager, Bar Staff).

Prepaid credit is money a household pays the club in advance, to spend at the till later. It belongs to the household, held under the head of the household, so anyone in it can spend it. It is not income when it is paid in: it becomes income as it is spent.

Top up credit

Find the member in Visitor · find a member. Any member of the household will do.
Press the Credit group, then Top up. The dialog Top up prepaid credit says how much the household has now.
Press $20, $50, $100 or $200, or type another amount, then Add the top-up. The line shows the credit now and after.
Press Pay and take it in cash or by EFTPOS.

A top-up is a sale of its own: nothing else can be on it, and it cannot go on an account or be paid with credit. The till says A top-up of credit goes on a sale of its own. Finish this sale first. if the sale already has something on it.

Spend credit

Find the member before paying. Their card shows Credit and the balance.
Press Pay, then Prepaid credit. It says how much it will use, for example Use $5.00 of $60.00.

If the credit does not cover the whole sale, it uses what is left and the rest is paid another way. Credit never goes below nothing.

Credit is spent for the customer chosen on the sale. On a Guest sale, which has a host and no customer of its own, the Prepaid credit button says Choose the member first; the host's account can still be charged. See Charge to a member's account.

Juniors

A member under 18 can spend the household's credit only:

never on alcohol, and
only while the household allows it. The head of the household turns this off on My purchases, and the bar manager on the member's page.

Where it shows

The member's card on the till shows the balance.
The Purchases tab of a member's page shows the balance and every top-up, spend and refund, with who and when.
The member sees it on My purchases. See Your purchases and household account.
The Sales page and each session's Z read show Credit topped up apart from what was sold, as money held for members, not income.

For anyone who can: “Voids, refunds and overrides”

Give credit back

On the till, press the Sales and refunds button (or open the sale on POS > Sales), and open the top-up sale.
Press Give the credit back… (on the Sales page, Refund…), choose how much, and give a reason.
The money goes back the way the top-up was paid, and the household's credit goes down by the same amount. Only the credit still unspent can be given back.

A cash refund comes out of the drawer, so a session must be open on that till.

What it does not do

Credit is not a voucher or gift card, and it cannot be given to another household.
There is no expiry date on credit.

Last checked in release 2026.10.23, on 23 October 2026.