Gift Cards


				

Contents

Overview

Gift Cards can be sold (issued) as a standard item either in Point of Sale or in a Bundle or as additional item in the Agreement Writer.

Currently, Gift Cards can only be issued as a monetary value i.e. with an assigned dollar value. Gift Cards can NOT be sold and designated for a specific Item (this feature will be coming in a future release).

For Accounting purposes, the initial sale of a Gift Card may be considered revenue but the money on the Gift Card belongs to another party and thus must applied to a Liability GL Code on your general ledger. Your standard business practices will determine under which accounts the money will be placed and subsequently held e.g. an escrow account. The liability information for Gift Cards can be reviewed in the Gift Card Liability report in Data Analytics.

Configuring Gift Cards

There are three (3) steps in making a Gift Card available for purchase and redemption. Before you start, ensure that you have set all of the proper Operation and Feature Security permissions.

  1. Create a Gift Card Category for use in POS (optional but recommended).
  2. Create Gift Card items in Item Setup.
    1. The critical elements as to how and to whom a Gift Card is sold are configured when you select the following check boxes:
      1. Available at POS - While this is not required, it is strongly recommended for any standalone item since in most cases, POS will be the most common method of issuance for a Gift Card.
      2. Member Required - This means that you are required to load a Member into POS before you can complete the transaction. It does not mean you can issue this Gift Card to Qualified Members ONLY.
      3. Qualified Member Only - This means that you can issue this Gift Card to Qualified Members ONLY.
      4. RECOMMENDATION: If you want the option of selling a specific Gift Card to non-members i.e. customers who are not in your database, do NOT select the latter two (2) options.
      5. You must select the Gift Card Item Type.
    2. Add the Price of the Gift Card, which is also the equivalent of the Gift Card "value". This is done as you would any other product.
    3. After you add a Price, set the Gift Card Restrictions. The Gift Card Restrictions tab is activated only if you selected the Gift Card Item Type. There are only two (2) types of restrictions:
      1. Location Restrictions - This restricts the use of the Gift Card to specific Business Units.
      2. Item Category Restrictions - This restricts the Gift Card to be applied to items within specific Item Categories in POS.
Gift Card Restrictions
Location Restrictions.
Item Category Restrictions.
  1. To redeem Gift Cards, you MUST create a Gift Card Tender Type and select the Gift Card Tender Interface to be used in POS.
  2. How to Issue a Gift Card

    Gift Cards can be issued directly in POS, in a Bundle, or in an Agreement.

    • If you configured the Bundle to be available at POS, the process for issuing a Gift Card is the same.
    • If you sell the Gift Card in an Agreement, you will be directed to POS from the Agreement Writer before finalizing the Agreement to assign it a number.

    If you have any Discounts configured, those can applied when you issue the Gift Card. This is a recommended option if you want to offer or give away reward-type i.e. free, Gift Cards.


    To Issue a Gift Card in POS:

    1. Click the POS icon on the Member's Profile page or click the POS icon in the left navigation. If you chose the latter, you may have to subsequently do a Search to select a Member if that is required to purchase and issue a Gift Card.
    2. In the left panel, search for and select a Gift Card item or click the Gift Card category (if you created that) and select the item. (Click HERE for more details on how to enter a transaction in POS.)
    3. After you have selected the item, the Issue Gift Card pop-up displays.
      1. The amount of the Gift Card, based on the amount in Item Setup for this item, auto-loads into the Amount field.
      2. Enter a Gift Card Number (REQUIRED). If you are issuing Gift Cards with magnetic strips, swipe the card at this point. This reads the number off the card and and auto-populates the Gift Card Number field. This also loads the monetary value that is reflected in this pop-up window onto the card.
        1. Important… A permission can be set to force the user to scan the barcode in order for the Gift Card Number field to be populated. This permission is listed as “Manually Enter Gift Card” which can be found under the POS folder grouping within Work Role permissions.
    Adding Gift Card information.
      1. Click the Add button. You are returned to the POS screen with the item added, including the Gift Card Number.
        Gift Card information added to the transaction.
    1. Finalize the transaction. The transaction will be added to the Member's Invoices tab and you can view the card's activity on the Manage Gift Cards page.

    How to Redeem a Gift Card

    Redeeming a Gift Card is done as a standard Tender Type. The Gift Card Tender Interface includes an option to swipe the Gift Card or you can manually enter the Number using the touch pad or your keyboard.

    1. Important… A permission can be set to force the user to scan the barcode in order for the Gift Card Number field to be populated. This permission is listed as “Manually Enter Gift Card” which can be found under the POS folder grouping within Work Role permissions.
    Gift Card Tender Interface

    The Check Balance button will not activate until a Gift Card Number is entered.

    Checking Balance on Gift Card.

    Click the Add Tender button to apply the Gift Card amount to the transaction. Important...The Gift Card tender will ONLY be applied against items within the Category Restrictions that you configured in Item Setup.

    Gift Card Tender added to transaction.

    How to Restrict Access to the Gift Card Screen

    A permission has been added that restricts access to the gift card screen. If a user does not have the permission, then they are unable to view the gift card screen from the POS Manage Gift Cards button and from the Member Manage drop-down links. The 'View Gift Card Screen' permission can be found under the Gift Card folder in the permission tree.

    View Gift Card Screen Permission

    When a user does not have permission, and tries to access the gift card screen through POS, an alert is displayed and the system prompts the user to enter a different pin. If the new pin entered has permission, then the gift card screen is opened. If the pin does not have permission, then the alert and pin prompt are displayed again. Without the permission, the 'Gift Cards' link will no longer display from the Member - Manage drop-down.

    POS Screen – View when Manage Gift Card button is selected without Permission

    POS Screen – View when Manage Gift Card button is selected without Permission

    Member Manage Drop-Down – Gift Cards Link Does Not Display

    Member Manage Drop-Down – Gift Cards Link Does Not Display


    In addition, in the Operation Security Settings view (accessible via right click), on the Gift Card tab, the only security permission available is 'View' which controls the 'View Gift Card Screen' feature. Note that the 'Find Gift Card by Number' feature must be enabled via the permission tree.

    Managing Gift Cards

    The Manage Gift Cards button on the Member Profile toolbar gives you the ability display and view all Gift Card activity.

    • You can Search for all Gift Cards purchased within a specific date range to display for that specific Member.
    • The top section of the Gift Card Management pop-up window displays the basic information for each issued Gift Card, including the current balance.
    • The bottom section chronicles all of the transactions for that specific card. To display the bottom section, simply click the Gift Card record in the top section.
      The Gift Card Management pop-up window.


    The above screen shot displays just the issuance of the Gift Card. Below is the display after the Card redemption. Note that the only adjustment is the Balance being updated.

    Fully redeemed Gift Card

    If you click the Gift Card record, the sale and the redemption record display.

    Gift Card record

    In POS, the Manage Gift Cards button on the toolbar also displays this same form, however, the font and buttons are slightly larger to accommodate a touch screen. In addition to the Date Range filter, you can search by Gift Card Number, Member Name, and Member ID. If you use the Date Range filter as your Search criteria, ALL of the Gift Cards sold within that date range will be returned.

    Manage Gift Cards in POS
    Search by Member.
    Search by Date Range.

    Security to Find Member's Gift Card

    You can enable a permission that prevents a user from searching for a gift card number within the gift card search screen. This restricts certain users from being able to just type in gift card numbers to find one with a remaining balance. The 'Find Gift Card by Number' permission can be found under the Gift Card folder in the permission tree.

    Find Gift Card by Number Permission

    Without this permission, the user can only search for gift cards by role ID or name. With the permission, the user can search by gift card number, role ID, or name.

    Gift Card Screen – Without 'Find Gift Card by Number' Permission

    Technical Information

    Related Information

    Members

    Member Profile
    Agreements
    Agreement Writer
    Agreement Rewrites
    Member Accounts
    Point of Sale


    Activity Management
    Members
    Statuses
    General Configuration
    Member Configuration
    Moso myClub


    System Configuration
    The MosoMRM User Interface
    The MosoMRM Glossary
    Setting Up Your MosoMRM System
    The MosoMRM Modules
    Operation Security
    Feature Security