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Managing Gift Cards and Certificates

Gift cards and gift certificates can be issued, modified, and recharged in the Functions frame of the POS.

Accessing the Gift Card/Certificate Page

In the Functions frame, do one of the following:

  • Click the Quick Items tab, and then click GIFT.
  • Click the Items by Dept. tab, and then click GIFT certificate.
  • The Gift Card/Certificate Management page appears in the frame.

GEN GC Management

NOTE: The label and location of the buttons to access the Gift Card/Certificate Management page are subject to your system setup. Consult your system administrator if you have any additional questions.

Issuing a Gift Card or Certificate

1. In the Gift Card/Certificate Management page, click Issue.
2. The Issue Gift Card/Certificate page appears in the frame.

GEN Issue GC

3. In the Number box, enter the number of the gift card/certificate.

  • You can choose any number that is not currently in use.

4. From the Valid at dropdown list, select a store at where the gift card/certificate is redeemable.
5. In the Expires date box, enter the expiry date with the calendar pop-up.

  • If the expiry checkbox is left unchecked, the gift card/certificate will not have an expiry date.

6. In the Alternate/Customer ID box, do one of the following:

  • Enter the appropriate ID of the customer by
  • Scan barcode or magstripe for an ID

7. In the Name box, enter the name of the customer.
8. In the Notes text box, enter any necessary notes for the issue.
9. Click Issue.

The gift card/certificate item SKU is added to the transaction grid.

NOTE: Depending on your system administrator’s settings, you may be able to Force a gift certificate.When you Force a payment using a gift certificate that does not exist in the database, the Date Issued and Remaining Balance are not shown on the receipt.

Searching for Gift Cards or Certificates

Before you can recharge or modify a gift card/certificate, you must be able to locate it in a search.

1. On the Gift Card/Certificate Management page, click Modify OR Recharge.
2. The Search for a Gift Card/Certificate page appears in the frame.

GEN Search GC

3. To narrow your search results, do one of the following:

  • To filter your results by number, click Number, and then enter the desired gift card/certificate number in the Number box.
  • To filter your results by name, click Name, and then enter the name associated with the gift card/certificate in the Name box.
  • To filter your results by customer, click Customer. The Search for a Customer window appears.
  • To filter your results by notes, click Notes, and then enter the desired note characters in the Notes box.

NOTE: Wildcard searches can be performed using the ‘%’ character. For example, by entering ‘% Bell%’, the system will look specifically for all last names that contain the element ‘Bell’.

4. Select checkboxes for any of the following optional filters:

  • Include Expired Gift Cards/Certificates
  • Include Depleted Gift Cards/Certificates
  • Limit to Rechargeable Gift Cards Only

5. Click Search.
6. The Gift Card/Certificate Search Results page appears in the frame.

GEN Inter. Gift Card

Interpreting the Gift Card/Certificate Search results page by column:

Number

  • Number of the gift card/certificate.

Name

  • Name associated with the gift card/certificate. If there is a note entry, a clickable Notes link will appear beneath their name. If the certificate has been expired, an ‘EXPIRED’ note will appear in this column.

Customer/Alternate ID

  • The customer or alternate ID attached to the gift card/certificate.

Balance

  • Current balance of the gift card/certificate.

Issued Date

  • Date of gift card/certificate’s issue.

Expires

  • Date of gift card/certificate’s expiry.

Modifying a Gift Card or Certificate

Please note that the ability to modify gift card/certificates will require that your login be given special security permissions. Please contact your administrator if you have any questions regarding access.

1. On the Gift Card/Certificate Management page, click Modify.
2. From the Search for Gift Card/Certificate page, perform your search for the desired gift card/certificate to modify.
3. From the search results, select the desired gift card/certificate.
4. The Modify Gift Card/Certificate page appears in the frame.

GEN Modify GC

5. You can make changes/revisions to the following fields:

  • Expires – Expiry date of gift card/certificate.
  • Rechargeable – Option to have gift card/certificate rechargeable.
  • Customer/Alternate ID – Gift card/certificate’s customer or alternate ID.
  • Name – Name associated with gift card/certificate.
  • Notes – Notes attached to gift card/certificate.

6. Click Modify.

Recharging a Gift Card or Certificate

1. On the Gift Card/Certificate Management page, click Recharge.
2. From the Search for Gift Card/Certificate page, perform your search for the desired gift card/certificate to recharge.
3. From the search results, select the desired gift card/certificate.
4. Recharge Gift Card/Certificate page appears in the frame.

GEN GC Recharge

5. In the Recharge box, enter the recharge amount.
6. Click the Recharge button.

The Gift Card/Certificate record will be updated, upon completion of the transaction, so that the balance reflects the prior balance (if any) plus the ‘Recharge’ amount.

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