The software allows you to sell and track gift certificates. Note the following about gift certificates:
Maintains a record of the issuance and usage of gift certificates. The Program does not physically write the certificate document the business gives to the buyer, but you can easily purchase pre-made gift certificates at your local office supply store or print them yourself using a word processor program.
Gift certificates have a currency value that may be used the same as cash for purchasing business products and/or services.
The purchase prices of gift certificates may be different from their currency values. For example, the business might have a surcharge on certificates when purchased.
Gift certificates may offer products and/or services savings or may be for specific products and/or services. For example, there may be currency or percentage discounts on items purchased on a gift certificate.
Gift certificates may be for a combination of both currency and/or products and/or services.
Selling Gift Certificates: Gift Certificates must be purchased from the tickets screen. This creates a ticket associated with the gift certificate that allows you to track how the gift certificate was paid for
Add or edit a ticket.
The Ticket Information screen will appear.
Click the Gift Cert button located to the right of Purchase.
The Add Gift Certificate screen will appear with an ID that is automatically assigned.
You can change the ID by clicking the Change ID button.
Enter the following information of the General section:
Purchase cost: if there is no surcharge or discount applied to the gift certificate, check the Make equal to currency value box before entering the purchase price; clicking this box first will cause the currency value to update to equal the purchase price.
Status: as Open or Closed. The status will default to Open since this is a new gift certificate. The status becomes Closed when there are no more currency, products, or services left to redeem.
Currency Value (Useable as Cash): the currency value of the gift certificate is a strict cash value and is separate from any cash value inherent in products and services. The purchase cost of the gift certificate may be different than its currency value depending on whether the gift certificate also includes redeemable products and/or services.
Complete the To and From sections. The To and From sections are identical in setup and may be completed in two ways:
Enter the first and last names of the gift certificate recipient and giver in the appropriate fields.
Click the Select button in each field and select the client from the Find Client window.
If the purchaser desires the certificate to be used for specific products and services, move to the Item Savings section. This section maintains a list of the specified goods and services and enables the business to offer special currency or percent discounts on items purchased on gift certificates. If no products or services are to be added on the gift certificate, then skip to Step 11.
Click the Add button.
The Add Gift Certificate Item screen will appear.
Enter the ID or click the Search button to locate the product and/or service.
Enter the quantity.
Check the Apply taxes to this item box if applicable.
In the Discount Type and Amount (Per Item) section, enter applicable discounts as a percent and/or currency.
Click OK to return to the Add Gift Certificate screen.
If desired, click the Add button to add additional products and/or services to the Product and Services Savings section and repeat Steps a-e.
Complete the expiration date, created date, and comments information in the Miscellaneous section.
Click OK to return to the Ticket Information screen.
The Ticket Information screen will show the gift certificate as an entry on the ticket.
Close the ticket as you normally would. Taxes for products and services will be applied to the gift certificate at the time it is redeemed.
Redeeming a Gift Certificate: If you do not know the gift certificate number, you can look at a complete list of your business' gift certificates by selecting Edit Gift Certificates from the Tickets drop-down menu.
On the open ticket, enter all products and services that the customer is purchasing.
Click the Gift Cert button to the right of Redeem.
The Gift Certificate screen will appear.
Enter in the gift certificate number and click OK.
The Redeem Gift Certificate screen will appear.
If you are only redeeming products and/or services skip to Step 10. If you are redeeming a currency (cash) value, click the Redeem Currency button.
The Enter Currency to Redeem screen will appear.
Enter the currency to redeem and click OK.
If you are not redeeming products and/or services, skip to Step 15.
If you are redeeming products and/or services, all available products and services to use on this gift certificate will be listed in the Available Items section. Double-click on the item you wish to redeem.
The Enter Quantity to Redeem screen will appear.
Enter the quantity to redeem and click OK. That item will now appear in the Selected Items section. You can use the Remove Item button if necessary.
Repeat Steps 10-12 for all products and/or services that you wish to redeem.
If the gift certificate number is wrong, or if the client decides not to use the gift certificate, use the Remove this gift certificate from this ticket button.
Click OK after all currency, products and/or services to redeem are selected, and you will be returned to the Ticket Information screen.
Close the ticket as you normally would.
Viewing a Gift Certificate Balance and Activity: Lists the details of all gift certificates, open and closed, in a table on the Gift Certificates screen. To access this screen, select Edit Gift Certificates from the Tickets drop-down menu. The gift certificate table will display all of the gift certificates and their current status. They can be organized by clicking any of the column headings. Gift certificates will keep track of the current balance and the amount spent each time the certificate is used.
Click the Gift Certs button/icon or select Edit Gift Certificates from the Tickets drop-down menu.
The Gift Certificates screen will appear.
Double-click on the appropriate gift certificate.
The Edit Gift Certificate screen will appear.
Click the Usage History tab.
Review the information and click OK to exit.
Edit a Gift Certificate Balance: You cannot manually edit a gift certificate balance if there is a dispute or discrepancy. Balances can only be changed by closing tickets to accurately reflect the true balance of the gift certificate.
Delete a Gift Certificate: you can manually delete gift certificates in the instance that they are stolen, or some other reason would necessitate.
Click to highlight the certificate to be deleted.
Click the Delete Gift Certificate button.
The Are You Sure? window will appear.
Click the Yes button to permanently delete the gift certificate.
Printing a List of Gift Certificates: You cannot print out individual gift certificates within the software. If you want to make gift certificates, you can do so using a word processing program. You can also purchase pre-made gift certificates at an office supply store and hand write them as you sell them. The software does allow you to track gift certificates and print out a list of gift certificates that you have sold.
Click the Customize View button on the left to add or remove columns as desired.
You can use the Add, Remove, and Move Up and Move Down buttons to customize the information to view.
Click OK to return to the Gift Certificate screen.
You may click a column heading, such as Amount, to sort by that column.
Click the Print List button.
The Printing Options window will appear.
Make your printer and page selections and click Print.
The information that is displayed on the screen will print.
Donating a Gift Certificate: In order to donate a gift certificate, you would first want to add the gift certificate to the ticket as if you were going to sell it, but do not close the ticket yet.
Once you have added the gift certificate to the ticket, simply double click in the discount column for the row with a description of "Purchased gift cert #". Within the discount column, type 100% and press Enter. If there is nothing else on the ticket, you can then press Check Out/Close. If there are other items on the ticket, you would want to process the payment and close the ticket like you normally would.