Issuing and Managing Gift Cards

Gift cards, or prepaid money cards, are used as an alternative to cash for purchases within a particular store or related business. In DEACOM, gift cards may be issued from both the main and POS applications.

Configuration

  • Gift Card Part - A gift card part, used to add lines to sales orders when purchasing gift cards, must be added via Sales > Options.
  • Gift Card # Generation - Determines how new gift card numbers will be generated. Setup via Sales > Options.
  • Credit Card Readers - The appropriate credit card or magstripe readers will need to be attached to the PC that will issue or modify gift cards.
  • Master Order Part - Optional. Necessary if using the Master Order option as described in the process section below.

Process

Issuing new gift cards

  1. Navigate to Sales > Order Entry or access the cash register application.
  2. Fill in the appropriate Bill-to/Ship-to information.
  3. Click More > Gift Card to display the Edit Gift Card form.
  4. At this point users have the option to swipe a blank gift card which will be read and the number populated in the "Gift Card Number" field, or they may add a new card by clicking the "New Card" button. The gift number that is populated when using the "New Card" button will be based on the option selected in the "Gift Card # Generation" field set in Sales > Options. The swipe option is used in stores at POS terminals. The "New Card" button is mostly used for issuing new cards over the phone or via email.
  5. Click the "Add Value" button and add an initial value to the card.
  6. Once done, click the "Save" button and exit the Edit Gift Card form.
  7. The system will add a line to the order representing the amount added to the gift card. The gift card number will automatically be added to the "Line Notes" (or_notes) field on the order line.
  8. Complete any additional sales order entry and verification steps as required and save the order.
  9. If using the POS application, the Enter Payment form will be displayed. At this point the user will complete the this form to complete the sale. If using the main application, users have the option of saving the order and shipping and invoicing the order as normal or the option of clicking the "Invoice/Pre-Pay" button to enter payment and mark the order as shipped, invoiced, and paid immediately. Refer to the Invoice/Pre-Payment form section of the Order Entry page for information on the form and fields available when using this feature.

Issuing multiple gift cards to multiple Ship-Tos

Multiple gift cards can be issued to multiple Ship-Tos at once by using a Order Type of "Master Order." This is useful in situations where multiple gift cards will be paid on one order but sent to multiple Ship-Tos.

  1. Navigate to Sales > Order Entry.
  2. Select a Bill-To and Ship-To company.
  3. Select an Order Type of "Master Order."
  4. Click More > Gift Card.
  5. The system will display the Select Ship-To Companies form listing all the Ship-Tos associated with the selected Bill-To.
    • Note: Ship-To companies can be created, or modified, on the fly using the "Create Ship-To" and "Modify" buttons on this form.
  6. Use the mover form to move all the appropriate Ship-To companies to the right hand side of the form.
  7. Click the "Continue" button to display the Edit Gift Card Quantity form.
  8. If necessary, users can select a Ship-To Company and click the "Modify" button to indicate the number of gift cards that will be sold to each Ship-To.
  9. When finished click the "Continue" button to display the Edit Gift Cards Amounts form.
  10. Select a line and double click, or click the "Modify" button to display the Edit Gift Card form. This form displays a line for each gift card that will be shipped, including the gift card number.
    • Note: The gift card number that is populated will be based on the option selected in the "Gift Card # Generation" field set in Sales > Options.
  11. Enter the appropriate amount for the gift card. Use the "Next" button to cycle through all the gift cards, entering an amount each time.
  12. Exit the form when done to be returned to the Edit Gift Card Amounts form.
  13. Save and exit the form.
  14. The system will add a line on the sales order for each gift card.
  15. Complete any additional sales order entry and verification steps as required and save the order.
  16. At this point the system will add a line to the order with the Master Order Part number and also create a child sales order for each line on the Master Order except the Master Order Part.
  17. Users have the option of clicking the "Invoice/Pre-Pay" button to enter a pre-payment. Refer to the Invoice/Pre-Payment form section of the Order Entry page for information on the form and fields available when using this feature.
  18. Next, users will need to obtain the child order numbers by performing the steps below.
    1. Navigate to Sales > Order Reporting.
    2. Select a Report Type of "Masters Orders."
    3. Click "View" to display the report.
    4. Select the appropriate Master Order from the list and click the "Child Orders" button to display a list of all child orders linked to the selected Master Order.
  19. Form this point the shipping process is the same as shipping a normal sales order. Refer to the OutBound Inventory page for information on that process. Once all child orders are shipped, the master order will be marked as shipped.
  20. Invoicing and payment will occur against the master order as described on the Utilizing Master Orders page.

Managing gift cards

Gift cards can be closed, balances checked and additional values added to gift cards via Accounting > Maintenance > Gift Cards.

Closing gift cards

  1. Navigate to Accounting > Maintenance > Gift Cards.
  2. Use the Filter box to display the gift card(s) to be closed.
  3. Click the "Close All" button.
  4. The system will display a prompt asking the user to confirm the action of closing the card.
  5. Click "Yes" to complete the process.

Adding additional value to existing cards

  1. Navigate to Accounting > Maintenance > Gift Cards.
  2. Select the appropriate gift card from the list and click the "Modify" button to display the Edit Gift Card form.
  3. Click the "Add Value" button to display the Add Value form.
  4. Enter an appropriate value and hit the "Apply" button.
  5. The system will add the value to the existing card and close the Add Value form to complete the process.

Note: Additional value can be added to existing cards during sales order entry via the More > Gift Card button, both in the main and POS applications. To enter additional value click the "Add Value" button on the Edit Gift Card form to display the Add Value form. Enter an appropriate amount and click the "Apply" button. The system will close the Add Value form and return the user to the Edit Gift Card form. The user will click the "Save" button on this form to complete the process.

Checking gift card history

  1. Navigate to Accounting > Maintenance > Gift Cards.
  2. Select the appropriate gift card from the list and click the "Modify" button to display the Edit Gift Card form.
  3. Click the "History" button to display the Cash Receipts by Order report for the selected card.

FAQ & Diagnostic Tips

Tip: The "to_masterordnum" field can be added to the sales order summary grid to see which standard sales orders are a child order, and to which master order they belong.