Record when credits were added or deducted, the reason, the related account or order reference and the resulting balance. A ledger makes it possible to reconcile the panel with purchases without relying on memory or scattered messages.
Record each movement
Use one row per top-up, creation, renewal, adjustment or reversal. Keep the credit quantity separate from the money paid. A payment may purchase a balance, while individual account actions consume that balance later; those are different events.
Use limited identifiers
An internal customer or order code can link a row to the relevant record without storing passwords in the ledger. Restrict access to the people who need it. A spreadsheet circulated for accounting should not inadvertently become a list of working account credentials.
Reconcile regularly
Compare the expected closing balance with the panel’s displayed balance after a manageable period. Investigate differences while the underlying actions are still easy to identify. If support makes an adjustment, keep the explanation and reference rather than changing the opening figure to hide the discrepancy.