As for keeping records....I am the "old-fashioned" type secretary. Back then, small companies didn't have computers. We kept paper spreadsheets and journals.
In mine and hubby's business now.....I have tried different software programs, but still prefer the old-fashioned way!
With my trade sites, I keep a small legal pad right next to computer.
When I request an item or items (even the special deal freebies), I list the titles, whether it's a book, dvd, cd, etc. Also list trader name, how many points it cost, condition stated, etc.
When they arrive in mail, after I check condition and leave feedback, I use a highlighter to mark it off my list.
If I have to file a dispute, have a trade cancelled or anything... I mark it so I know how many points and from which trader they are coming.
You could also start a new text document on your computer, and do the same thing. Just keep it handy on your computer desktop and make necessary changes as they apply.
Hope my old-fashioned habits help someone!

Marie