Gift Certificates

by admin, January 6, 2011

Create, sell and redeem gift certificates

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Create a Gift Certificate
Channergy will generate random certificate numbers (including a specified prefix and/or suffix if you wish) that can be printed or redeemed online.

  1. First, add a new product with a Product Number of “GIFT CERTIFICATE” or whatever you wish. You can add a new product, or search to check first for an existing one, by clicking the appropriate link on the Channergy Explorer.
    1. If you add a new product the Product screen will open to a blank form. Type GIFT CERTIFICATE  in the Product # field: Gift Certificate Product
    2. Enter an amount for the certificate in the Retail field. Note: This amount can be changed at order entry. Gift Price Note: Additional information on this tab is optional (e.g., description, supplier etc.)
    3. Next, click the Stock Levels tab and check the Non Inventory Item checkbox.Non Inventory Item
    4. Check the Generate Gift Cert checkbox and click the Settings button.Check Gift Certificate
    5. In the dialog that opens enter a Prefix and Suffix if you wish. Then specify the number of random characters you wish for the unique certificate code. Select whether to use numbers, letters or both to make up the code.

      Gift Certificate Settings Enter the following data:

      1. Prefix – Any characters you enter here will always precede the randomly generated code (e.g., GC123456)
      2. Suffix – Any characters you enter here will always be appended to the end of the randomly generated code (e.g., 123456XX)
      3. Random Code Length – Enter the number of characters you would like to have generated by Channergy when the gift certificate number is created. This code will appear between the Prefix and Suffix (or by itself if they are left blank).
      4. Use Characters – The randomly generated code can be created with just numbers, just characters or both.
      5. Note: If you use a prefix of GC, a suffix of XX, a random code length of 5 and use characters = 5 a resulting code would be GC12345XX (where 12345 could be any number).
    6. Click the Close button to save your changes to settings.
    7. You can create as many gift certificate products as you wish. These products can now added to any order just like any other item you sell. Channergy will generate a number that you can provide to your customer as a code and/or a printed gift certificate.Note: By default new gift certificates are not redeemable. To make a gift certificate active see the Tracking Gift Certificates topic below.

Sell a Gift Certificate
You can sell gift certificates you create and then distribute the generated code or print a gift certificate.

  1. Add a new order, or gift order as per the instructions in the help topic – Take an Order or Take a Gift Order.
  2. Enter your Gift Certificate product as a new item on the order (press the F2 key to lookup an item or just type the code). Add Gift Cert
  3. You can manually change the amount of the certificate if you like by typing a new amount now. Or, you can change it later by right clicking the product and choosing “Change Item Qty/Price” from the menu that appears.
    1. Tip: If you would like to add a message to the invoice for the gift certificate, click the Customize button on the Item Detail tab at the bottom of the screen. Any text you enter in the dialog that opens will print below the Gift Certificate item on the invoice.
  4. Complete the order normally. When you are ready to provide the gift certificate number to the customer you can do so by previewing/printing the gift certificate.Complete the order normally. When you are ready to provide the gift certificate number to the customer you can do so by previewing/printing the gift certificate.  Click Reports button at the top of the screen and select T5250 This Gift Certificate from the menu. This Gift Certificate You can also print all the gift certificates for a date range by selecting report R5150 Gift Certificates for Date Range from the Report Center.

Redeem a Gift Certificate
You can apply Gift Certificate codes to an order as a payment. Gift Certificates can be redeemed in whole or in part.

Note: Partial use will result in the balance being applied to the customer’s Store Credit as displayed on the Additional Info tab of the Customer screen.

  1. Add a new order, or gift order as per the instructions in the help topic – Take an Order or Take a Gift Order.
  2. When you are ready to apply the gift certificate click the Payment tab at the bottom of the screen.

    Payment Tab

  3. Click the New button to open the Payment dialog to enter a new payment method. Then select Gift Cert from the pulldown.

    Payment Method

  4. Leave the Action set to Sale and enter the Gift Certificate Number in the Number field.

    Enter Gift Cert Enter the amount you wish to redeem and then click the Authorize button.

    1. Note: If the Gift Certificate is not redeemable see the instructions below for Tracking Gift Certificates to make is redeemable.
    2. If the amount of the purchase is greater than the value of the gift certificate you will get the following message.

      Confirm Click on the Yes button to apply the full credit.  You can now use another form of payment to complete the transaction by closing the payment dialog screen and clicking the New… button to create a new payment record.

    3. If the amount of the purchase is less than the value of the gift certificate you will get the following message.

      Balance Applied Message and if you check the customer record under the Additional Info tab you can view the store credit.

      Store Credit Example

Track Gift Certificates
Channergy tracks each Gift Certificate number, its original balance and when it has been used. This utility is also used to make Gift Certificate redeemable.

  1. You can access Gift Certificate Tracking by clicking the Settings tab on the Main Menu and select Gift Certificates.

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  2. This will show the gift certificates screen

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  3. To view the details of a specific gift certificate you can double-click on the record or click on the Edit Button button.
  4. In the dialog that opens you can see and change information specific to the selected Gift Certificate:

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    1. Gray fields – These are informational and cannot be edited.
    2. Certificate No – You can change the number here if you wish.
      1. Please note that you will need to reprint or distribute the revised number to your customer. Go to the order and click the Reports button at the top of the screen. Then select T5250 This Gift Certificate from the menu.
    3. Amount – You can change the amount of the certificate.
    4. Redeemable – By default this is unchecked for security reasons (i.e., to prevent unauthorized creation of gift certificates that are then deleted from the order). You can make a gift certificate redeemable by simply checking this box.
      1. Note: You can allow/disallow access to the Gift Certificate tracking system by setting up Operator ID’s and Security. Gift Certificate Tracking is controlled under the Actions tab in Security.
    5. Available Bal – Although Channergy applies remaining balances to the Store Credit balance on the customer’s account, you can enter a remaining balance manually in this field if you prefer.
      1. Note: You should also adjust the Store Credit for the customer by clicking the Adjust button next to Store Credit under the Additional Info tab on the Customer screen.
    6. Expire Dt – You can set an expiration date for a specific gift certificate by clicking the pull down arrow and selecting a date from the calendar that appears.
      1. Note: Expiration dates must be set manually for each gift certificate.
    7. Void and Void Reason – You can void a certificate and enter a short reason.

UNDER THE HOOD: The Gift Certificate feature uses the GiftCert table to track the details of gift certificates.  When an gift certificate is purchased, the software creates a random number based on the criteria that were set up in the related record in the Products table.  The gift certificate number is added to the GiftCert table in addition to the OrderNo, ItemNo, CustNo, Amount and the OrderDt information from the order.

When a gift certificate is used for payment the OrderNo is inserted into the RedeemOrderNo field, the PaymentNo is inserted into the RedeemPaymentNo field, the CustNo, is inserted into the RedeemCustNo field.   The amount that was used for the order is inserted into the RedeemAmout field and the remaining balance is inserted into the RedeemToCreditAmt and the OrderDt is inserted into the RedeemDt field.  If security is turned on the OperatorID is inserted into the RedeemOperatorID field.  The AvailableBalance is set to zero.  In addition, if there is credit remaining on the gift certificate, the amount of the credit is added to the CreditBalance field in the related customer record in the Customer table.

  • Void and Void Reason – You can void a certificate and enter a short reason.

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