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Manual Credit Adjustments & Refunds

Sometimes the automatic flow doesn’t fire - a payment processor glitches, an order was placed before you mapped the product, or a customer needs a comp credit. The Admin Credit Adjustment panel is where admins add or remove credits by hand.

Use this when:

  • You need to grant credits manually (comp, promotional, support gesture, migration).
  • You need to deduct credits manually (recoup credits after a chargeback or duplicate grant).
  • You need to return credits for a job that was rejected or disputed.

Where to find the panel

Section titled “Where to find the panel”

WP Career Board -> Settings -> Credits -> Admin Credit Adjustment.

It is a single card at the bottom of the Credits settings tab. There is no separate “Reports -> Credit Ledger” screen and no per-employer “Adjust” button - all manual adjustments happen from this one card.

Checking a balance first

Section titled “Checking a balance first”

The same card shows a balance lookup. Enter a User ID and submit to see that user’s current credit balance before you adjust it.

Granting credits

Section titled “Granting credits”
  1. Open Settings -> Credits and scroll to Admin Credit Adjustment.
  2. Enter the employer’s User ID.
  3. Enter the number of Credits to add.
  4. Set Type to Top-up (add).
  5. Enter a Note (the reason - for example “Comp for incident #4892” or “Migration grant”).
  6. Click Apply.

A topup row is written to the ledger with your note (stored as “Admin top-up: ”), and the employer’s balance updates immediately.

Deducting credits

Section titled “Deducting credits”
  1. Same card, but set Type to Deduct (remove).
  2. Enter the amount to remove and a note.
  3. Click Apply.

A deduct row is written with “Admin deduction: ”.

Returning credits for a rejected job

Section titled “Returning credits for a rejected job”

Job posting uses a hold -> deduct / refund cycle, so most returns are automatic:

  • If you reject a pending job, the held credits are released back to the employer automatically (a refund row is written) - you do not need to adjust anything by hand.
  • If a job was already approved (credits deducted) and you later need to return them, use the Admin Credit Adjustment card with Type: Top-up and a clear note referencing the job.

There is no per-job “refund credits” button on the job edit screen - use the adjustment card for after-the-fact returns.

Audit trail

Section titled “Audit trail”

Every manual action writes an append-only ledger row with the credit amount, the entry type (topup / deduct), your note, and a timestamp. Ledger rows are never edited or deleted - if you make a mistake, write a reversing entry with a clear note (“Reversing earlier comp - applied to the wrong account”).

Exporting the ledger

Section titled “Exporting the ledger”

To pull the whole credit ledger for accounting or an audit, use the bulk CSV export. It is a single REST download:

GET /wp-json/wcb/v1/analytics/credits.csv

The export streams every ledger row, newest first, with these columns: ID, Employer, Amount, Type, Job, Note, Date. “Employer” is the user ID and “Job” is the related job ID for that entry. The download is gated on the wcb/manage-credits ability, so only admins (and any role you have explicitly granted that ability) can fetch it. This is the path to use for a one-shot export of the entire ledger rather than reading rows one by one.

Refunding external payments

Section titled “Refunding external payments”

If a customer charges back a credit-pack purchase through their bank or the payment provider:

  1. Confirm the chargeback in WooCommerce / PMPro / MemberPress or the gateway dashboard first - that record is authoritative.
  2. Deduct the credits manually using the steps above, with a note like “Chargeback on order #X”.

The credit system does not automatically deduct credits when a WooCommerce order is refunded - that is intentional, because some refunds are goodwill gestures where you want the customer to keep the credits. Direct-gateway refunds (Stripe / PayPal) are the exception: when you refund from the provider dashboard, the gateway webhook fires and the SDK writes the matching deduct automatically (see Direct Payment Gateways).

Permissions

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The Admin Credit Adjustment card requires the wcb_manage_settings capability. Site administrators have it by default; grant it to other roles through your role manager if needed.

Troubleshooting

Section titled “Troubleshooting”

Adjustment applied but the dashboard balance didn’t change. The employer dashboard caches the balance briefly. Either wait, or have the employer reload the dashboard.

I deducted credits and the customer disputes it. The ledger row carries your note and timestamp - that is your record. If you genuinely made an error, write a reversing topup row; never try to edit or delete the original entry.

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