Setting Up Gift Cards and Gift Certificates

To sell gift cards and gift certificates and to accept them as payment, complete the following setup.

Creating Gift Card/Certificate Products

To sell gift cards/certificates on sales orders, you need to set up a gift card/certificate miscellaneous charge product in Product Maintenance with specific settings.

General ledger account set to an account that is specific for gift cards/certificates.
Status of MiscCharg.
Sell unit of measure of one each (1 ea).
Tax exempt. You do not collect tax on gift cards/certificates sales.
Gift card/certificate maintenance settings described below.

You can set up multiple gift card/certificate products in your system. For example, you might want to set up products for predetermined amounts, such as $25 and $50. You can also set which branches can sell the gift card/certificate products in your system using the accessible branches settings in Product Maintenance.

Create or open the miscellaneous charge product you are using for gift cards/certificates.
Use the Add'l hot key and then the Gift Card Maint hot key to display the Gift Card Maintenance screen.
Enter the following information for the product and press Esc to return back to the Product Maintenance screen:

Field	Description
Gift Card	Enter Y to indicate that this product is a gift card/certificate. Setting this field to Y tells the system that when this product is added to an order, the order requires complete payment for that product.
Expire Days	Enter the number of days the gift card/certificate is valid after it is placed on a sales order. Use expiration dates for your gift cards/certificates so you do not carry the amount as a liability for an undetermined amount of time.
Verify	Enter Y in this field to require the order writer to enter the gift card/certificate number a second time when placing this product on a sales order. Gift card/certificate numbers can be long and cumbersome to enter. Setting this field to Y decreases the risk of entering a gift card/certificate number incorrectly on the sales order. Entering a number incorrectly can result in a customer not being able to redeem their gift card/certificate.

Press Esc to save your changes and exit the screen.
Press Esc again to save the product record.

For more information about creating miscellaneous charge products, see Creating Miscellaneous Charge Products.

Creating the Gift Card/Certificate General Ledger Account for Posting

To sell and accept gift cards/certificates as payment, you need to set up a miscellaneous charge general ledger account. Set up the account as the following:

You can set up multiple general ledger accounts for gift cards/certificates. For example, if you give gift cards/certificates to employees as incentive bonuses, you might track those in an account separate from gift cards/certificates that you sell.

Authorizing Users to Override Expired Gift Cards/Certificates

Assign the GIFT.CERTIFICATE.EDIT authorization key to each user that you want to be able to accept expired gift cards/certificates as payment. If a user is not assigned this authorization key and enters an expired gift card/certificate as payment, the system does not accept the payment. However, an authorized user can override the expiration.