Gift Card Instructions Daxko Spectrum

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1 Gift Cards Gift card are good to use for a variety of reason: 1. You can track the declining balance on them. 2. You can recharge them; treat it as a cash card. The cards can be attached to a recipient. This means you can look the card up by the person and they don t need the physical card. 3. Site security The physical cards have no value until they are sold at PoS, so stolen cards are worthless. Initial Setup Step 1 - Setting up a Gift Card Item code (Corporate User Guide Page 9) Many facilities offer gift cards in exchange for goods and services. In order to sell and redeem these cards, it is necessary to first set up gift card item codes as part of the product catalog under a non-inventory product category. To set up gift card item codes, use the following procedure. Corporate > Product Catalog > Gift Card Product Setup 1. From the Corporate menu, expand the Product Catalog option, and then click Gift Card Product Setup. 2. Select a category from the Product Category list. 3. Click Add New. 4. Enter an item code for the item in the Item Code field. You can enter up to 16 alphanumeric characters. 5. Enter a scan code in the Scan Code field. 6. Enter a description of the item in the Description field. The description can be up to 50 alphanumeric characters. 7. Enter the price in the Price field. 8. In the G/L Accounts section, use the Liability and Expiration/Revenue buttons to select the appropriate accounts. 9. Choose a department from the Department list. 10. Include any notes in the Notes section. 11. To push the item to all or selected sites, click Site Functions in the toolbar and select Push Product to Site(s). 12. Click Save to add the item code to the list of gift card item codes. Might have different item codes if you want to hard code the amounts on the gift cards, or if you want different types of Gift Cards, going to different G/L accounts. The Liability G/L account is the Liability account that will be credited on the sale of the gift card, and debited on the refund. Page 1 of 9

2 The Expiration/Revenue account is only used if the Gift Card is Cancelled or Expired. When it is redeemed, the revenue goes to the account associated with the item that was purchased. Step 2 - Adding a Payment Type (Corporate User Guide Page 10) Use the following procedure to add a new payment type. Corporate > Product Catalog > Payment Type 1. From the Corporate menu, expand the Product Catalog option, and click Payment Type. 2. Click Add New. 3. In the Payment Code field, enter a code for a payment type. 4. Enter a description of the payment type in the Description field. 5. Select one of the following payment types from the Payment Type list: Cash, Check, Credit, Debit, Gift Card, or Other. 6. If you selected Credit, choose either a card type in the Card Type Accepted field, or select All to include all cards. 7. In the Cash Back field, select whether you want to allow cash back for the payment type. 8. In the Allow at POS field, select whether you want to allow this payment type to be used at POS. 9. Click Save when you are finished. 10. Repeat steps 2 through 9 for each additional payment type15. Setting the payment type tells the system what to do when that payment type is selected at PoS. Step 3 - Setting Up Banks (Site Administration User Guide Page 12) The Bank Setup feature allows the complete setup of banks for each site, including EFT draft accounts, and merchant information. Pre-note and Test EFT files can be generated and Credit Card Batch Reports can be viewed using this feature. To add a new bank, use the following procedure. Site Administration > Bank > Bank Setup 1. From the Site Administration menu, expand the Bank option. 2. Click Bank Setup. 3. Choose a site from the Select Site list1. 4. Click Add New. 5. Enter the name of the bank in the Bank Name field. 6. Enter the account number in the Account field. 7. The Next Check # field has no relevance in this version of the software and can be ignored. Page 2 of 9

3 8. Under the General, EFT, and Merchant Info tabs, enter the appropriate information. Use the tables explaining the fields of these tabs below to determine the function of each field. 9. When you complete your selections, click Save. 10. Repeat steps 4 through 9 for each additional bank. Need a Gift Card bank so we can link our Gift Card payment type to the correct G/L. The G/L account here must be the same as the liability account that is on the Gift Card product that you setup in Corporate. That is because this will reduce the gift card liability that you increase when it s purchased. Step 4 - Selecting Payment Types for Your Site (Site Administration User Guide Page 15) Once you have created a payment type in Corporate -> Product Catalog, you can select it for a site. To add a payment type to a site, use the following procedure. Site Administration > Bank > Payment Type 1. From the Site Administration menu, expand the Bank option. 2. Click Payment Type. 3. Choose a site from the Select Site list. 4. Choose a bank from the Bank list. 5. Choose a payment type from the Payment Type list. 6. Click Add New. 7. Repeat steps 4 through 6 to add more payment types to this site. Step 5 - Adding a Gift Card Product to a Site (Site Administration User Guide Page 20) After you have created your Gift Card items in Corporate -> Product Catalog -> Gift Card Setup, you can add and configure some additional options for the gift card at each site. Use the following procedure to add a Gift Card item to this site. Site Administration > Products > Gift Card Setup 1. From the Site Administration menu, expand the Products option, and click Gift Card Setup. 2. Click Add New. 3. Select a site from the Site List. 4. Select a product category from the Product Category list. 5. Select the gift card item from the Available Products list. 6. (Optional) Enter a pre-set price for this gift card at this site. 7. Specify whether or not the price is editable in the Price Editable field. 8. Choose whether or not this gift card item can be sold at Point of Sale in the Display at POS field. 9. Choose whether or not the operator must specify the gift card recipient when selling this gift card item in the Recipient field. Page 3 of 9

4 10. Enter a number of months after which the gift card will expire in the Expire After field. If the gift card does not expire, enter Click Save. 12. Repeat steps 2 through 11 to add any other gift card items to this site. If your gift cards do not have pre-set prices, leave the price at $0.00 and set Price Editable to Yes. Different states have differing laws regarding whether or not gift cards can be expired. Be sure to check with a qualified legal advisor before changing this option. If Recipient is set to Yes, the Gift Card will require a Recipient to be set before it can be sold. The recipient can be a member, guest, prospect, or guarantor. Step 6 - Setting up Payment Keys (Programs User Guide Page 28) You can add shortcut keys for frequently used payment types to help make sales transactions quick and easy. These keys are set up by location, and are displayed on the POS payment screen. The following procedure allows managers to define the payment keys. Programs > Point of Sale > Setup Point of Sale Keys 1. From the Programs menu, expand the Point of Sale option. 2. Click Setup Point of Sale Keys. 3. Select the site from the Select Site list, and then select the location. 4. Click Payment Keys in the menu bar. 5. Click on a blank button in the bottom row Enter the payment type in the Button Name field as you want it to appear in the POS payment screen. 7. Select the corresponding payment type from the Payment Type list. 8. Click Button Color, and choose from the selection of basic colors, or click Define Custom Colors, and create a color for the payment button. 9. Click OK. 10. Click the Font Color button, and choose from the selection of basic colors, or click Define Custom Colors, and create a font color. 11. Click OK. 12. If necessary, click the Font Size list to define the font size of the button label. 13. Click Save. 14. Repeat steps 5 through 13 for any other desired payment buttons. If you need to add a page of buttons, click Add Page. 15. Click Save when finished. Page 4 of 9

5 Now you are ready to add gift cards into the system. You will do this every time you receive a new stack of gift cards into your site and want to get them ready to be sold. You will normally only want to do this for a small stack at a time. Setting up Gift Cards in Programs (Programs User Guide Pages 83 85) Use this procedure to enter gift card numbers in the system. Use the number that is printed on the card. Programs > Gift Cards > Gift Card List 1. From the Programs menu, expand the Gift Cards option, and then select Gift Card List. 2. Click Add New. 3. From the Product list, select the kind of card you would like to enter. The price should appear in the Price field. 4. If the gift card has a prefix, enter it in the Prefix field. 5. In the # of Digits field, enter the total number of digits in the gift card number. This number does not include the prefix. 6. Enter the beginning number in the From # field. 7. Enter the ending number in the To # field. 8. If the gift card has a suffix, enter it in the Suffix field. 9. Click Save. The message, "Gift card creation successful." displays. 10. Click OK to complete the process. Your newly-created cards will be in the Gift Card list. The Gift Card # you set up must match the number on the back of the pre-printed gift cards. Otherwise, the system will not recognize the cards when you scan them. You can also use this screen to delete Unactivated Gift Cards, and to view the balance and transaction history on Gift Cards. Page 5 of 9

6 The gift cards have now been entered into the system and are ready to be sold to your members. They do not have any value associated with them at this point. To Activate the gift card, you sell it at Point of Sale. Activating Gift Cards at POS (Selling a Gift Card) After gift cards have been entered in the system, they can be sold at POS. Gift cards are activated when sold through POS or A/R Transaction Entry. In addition, activation must occur at the site where the gift cards were entered. However, they can be redeemed at any site. Use this procedure to sell gift cards at POS. Programs > Point of Sale > Start Point of Sale 1. From the Programs menu, expand the Point of Sale option, and then click Start Point of Sale. 2. If the operator login window appears, enter your user name and password in the Username and Password fields or simply enter your POS Password and click OK. 3. Enter the account number of the customer purchasing the card in the Account No. field, and press ENTER. If you do not know the number, click Find Member to select from a list of members, guests, and prospects. 4. Click Gift Card. 5. Enter the gift card number or swipe the gift card in the Gift Certificate # field and press TAB on your keyboard. The product code, description and existing value display. 6. If a recipient is required for the gift card, select a recipient by clicking the Find Member/ Guest button. To select the member or guest who is purchasing the card, click the Select Default Member button3. 7. Click Find Salesperson to select an employee responsible for the sale of the gift card. To select the employee who is logged on to POS, click Select Default Salesperson. 8. If you need to change the value of the gift card, highlight the price in the Total Price/Value field, and enter the new price. 9. Click Sell Card. 10. Click Payments. 11. Select the method of payment for this transaction. 12. When finished, click Finish or Print Receipt. The gift card is now activated and can be redeemed for purchases at POS or through On-Line Services. Page 6 of 9

7 Redeeming Gift Cards As a security measure, only activated gift cards can be redeemed at POS. The only way to activate them is by selling them at POS or A/R Transaction Entry. Use the following procedure to redeem gift cards for purchases at POS. Programs > Point of Sale > Start Point of Sale 1. From the Programs menu, expand the Point of Sale option, and click Start Point of Sale. 2. Select the items the customer wants to purchase. 3. Click Payments. 4. Click the payment button corresponding to the gift card payment type. 5. Scan the gift card or enter the number in the Gift Certificate # field. Or, click the Recipient button and select the customer to see a list of cards they have received. Select the desired card and click Redeem. 6. If necessary, you can change the amount in the Payment field. 7. Click Apply. 8. When finished, click Finish or Print Receipt. Adding Additional Value to an Activated Gift Card Additional value can be added to activated gift cards which have full or partial amounts, as well as cards with no remaining value, provided they are not expired. To add additional value to an activated gift card, use the following procedure. Programs > Point of Sale > Start Point of Sale 1. In the POS screen, Enter the member s, guest s, or prospect's account number in the Account No. field, and press ENTER. If you do not know the number, click Find Member to select from a list of members, guests, and prospects. 2. Click Gift Card. 3. Enter the gift card number or swipe the gift card in the Gift Certificate # field and press the TAB key. 4. Select the Apply New Amount option. 5. Enter the additional amount in the Add'l Amount field. 6. Click the Apply Additional Value button. 7. Click Payments. 8. Select the method of payment the member is using to pay for his transaction by clicking on the appropriate payment key. Use the top row of keys to indicate the cash amount paid. Use the bottom row of keys to indicate other payment types. 9. When finished, click Finish or Print Receipt. Page 7 of 9

8 Issuing Refunds as Gift Cards Use the following procedure to set up gift cards to be issued as refunds rather than cash or credit. Programs > Point of Sale > Start Point of Sale 1. Create a set of gift cards with a price of $0.00. This allows you to edit the price at POS according to the amount of each refund. 2. In POS, after selecting the customer to be reimbursed, select the item to be refunded, and click Refund. 3. Click Gift Card. 4. Enter the number of the refund gift card or swipe it in the Gift Certificate # field. 5. In the Total Price/Value field, enter the total amount of the refund, including tax (look at the Invoice Total in the bottom-right corner of the POS screen). 6. To select the member or guest who is receiving the refund card as the recipient, click the Select Default Member button. 7. Click Find Salesperson to select an employee responsible for the sale of the gift card. To select the employee who is logged on to POS, click Select Default Salesperson. 8. Click Sell Card. 9. Click Payments. 10. Click Finish or Print Receipt (without selecting a payment type since the Invoice Total is $0.00). The card is now activated. Viewing Gift Card Information You can select and view the history of any gift card using the Gift Card List screen. You can also Delete any gift card that has not yet been activated, or Cancel any gift card that has been activated. Use the following procedure to View, Delete, or Cancel any existing gift cards. Programs > Gift Cards > Gift Card List 1. From the Programs menu, expand the Gift Cards option, and then select Gift Card List. 2. Enter any desired search criteria, using the table below for reference, and click Search. Or, click Find Gift Card by Number to enter a gift card number and find a card via that method. 3. Select the desired gift card from the list and click Edit. 4. On the Gift Card Information/History screen, you can do the following functions: a. Set a new expiration date for the card (if it is not already expired) and click Update Expiration Date. b. View a list of usage transactions in the Usage Transaction History section. You can highlight any of these transactions and click View Transaction Detail to see the full transaction information and reprint the receipt. Page 8 of 9

9 c. View a list of purchase/recharge transactions in the Purchase/Recharge History section. You can highlight any of these transactions and click View Transaction Detail to see the full transaction information and reprint the receipt. d. Cancel the gift card by clicking the Cancel button. This will move any remaining value from the Gift Card liability General Ledger Account to the Expiration/Revenue revenue account you specified in the Gift Card Product Setup. e. Delete an Unactivated Gift Card by clicking Delete. 5. Close the Gift Card Information/History screen when finished by clicking on the red X in the top right corner. To transfer the balance on a gift card to a new gift card, use the old one to purchase the new one. Page 9 of 9