Refunds, the ledger, and liability

Every dollar of unredeemed gift-card, package, or account-credit value is money you owe. This article covers fixing individual instruments and reading the accounting picture.

The instrument ledger

In Gift cards & packages → Gift cards, click any row to open its ledger. You'll see the current balance, holder, source (online purchase or sold at register), and a full timeline — issuance, redemptions, refunds, adjustments, expiry — each with a running balance. Use the up/down arrow keys to flip between instruments.

From the ledger you can:

• Resend the delivery email.
• Copy balance link — the public balance-check page for the client.
• Refund — return the remaining balance. A reason is required (for example, "Customer returned unused card") and is stored in the ledger.

The liability dashboard

The Overview tab totals your outstanding liability — every open instrument, split into gift cards, packages, and account credit — with an aging chart by issue date. Use Export CSV with a date range for your accountant.

Breakage

Breakage is prepaid value that expires unredeemed. The Breakage card on the Overview tab reports the expired-unrecognized amount alongside lifetime issued, redeemed, and recognized totals. How it's handled follows your Policy tab setting:

• Report-only (default) — Randvu reports the number; you and your accountant decide when to recognize it as income.
• Auto-recognize — expired value is recognized per your policy.

Dormant balances (escheatment)

Below the instrument table, the Escheatment panel lists cards with long-inactive balances. In many jurisdictions, abandoned balances must eventually be remitted to the state. Randvu only reports candidates — when you've filed, use Record remittance with a note (for example, "Remitted to NY unclaimed property 2026") to mark the instrument escheated in the ledger.

Commission timing

Your Policy tab decides when staff commission on prepaid sales is recorded: at redemption (recommended — commission lands when the service is actually delivered) or at sale. This only affects reporting; nothing is paid out automatically.

Where to go next

• Getting started with gift cards & packages — the model in one page.
• Transactions, refunds, and voids — fixing the sale rather than the card.