Credits

Credits are prepaid account balances assigned to specific people (creditors) in GEM. They represent amounts that can be automatically applied against future auction invoices, reducing what the buyer owes at billing time. Credits are created and managed by administrators and are applied per-person.

List - Edit Credits

This screen lets you view and manage all credits on record for a specific creditor.

To open it: Administration → Credits → List/Edit Credits

You will first be prompted to choose a creditor. Begin typing a name or GEM ID to search, then select the person from the results. Once selected, you will see a table of all credits associated with that person, with the following columns:

A totals row at the bottom summarizes the base amounts and amounts remaining across all listed credits.

Only credits with a remaining balance greater than zero are shown. To review fully consumed credits, use the Report My Used Credits report instead.

Creating a New Credit

Click the Create New Credit button at the bottom of the list to open the credit edit popup. Fill in the following fields:

• Amount — The credit amount. Must be greater than zero.
• Date Given — The date the credit is issued.
• Amount Remaining — Current available balance. Defaults to the full amount on new credits. Cannot exceed the original amount.
• Associated Auction — Optional. Links this credit to a specific auction for reference and reporting.
• Description — Optional notes about why the credit was issued.
• Date Last Used — Filled automatically when the credit is applied to an invoice. Can be set manually if needed.

Note: The creditor must have a private record in GEM before a credit can be created for them. If a record does not exist, create one via People → Edit before proceeding.

Editing an Existing Credit

Click any Credit No in the list to open the edit popup for that credit. All fields can be updated. Use this to correct amounts, add a description, or manually adjust the remaining balance.

Report All My Credits

Administration → Credits → Report All My Credits

Generates a report of all outstanding credits — that is, credits with a remaining balance greater than zero — for creditors you manage. This is the working view for seeing who has available credit and how much.

Each row shows:

• GEM ID
• Ranch Name
• Last Name / First Name
• Credit No
• Original Amount
• Date Given
• Amount Remaining
• Date Last Used
• Associated Auction
• Description

The report can be exported to Excel for use outside of GEM.

Report My Used Credits

Administration → Credits → Report My Used Credits

Generates a report of all fully consumed credits — credits where the amount remaining is zero and the original amount was greater than zero. Use this to review credit history and confirm that past credits have been fully applied.

The columns are identical to the Report All My Credits report. Excel export is available.

How Credits Are Applied to Invoices

When issuing invoices for an auction, GEM can automatically apply outstanding credits to reduce the invoice total. Credits are applied in order by credit number (lowest first). If a credit balance exceeds the invoice total, only enough credit is used to bring the invoice to zero — the remainder stays in the credit. If applying credits would produce a negative total, the excess is returned to the credit rather than creating a refund.

After application, the credit's Amount Remaining is reduced and its Date Last Used is updated automatically.