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Gift Certificates/Credit Notes

This section will describe the use of gift certificates and credit notes. A gift certificate is sold to a customer to be later redeemed for other items. A credit note is a document we give to a customer to be later redeemed for an item. As you can see, they are basically the same thing. Gift certificates and credit notes are handled the same way, although each can be controlled separately. When reading the following, you can take gift certificate to also mean credit notes, unless otherwise stated.

The gift certificate itself is set up as non-taxable item. The item number of this item is added to the Gift Cert Items setting on the POS 1 tab of System Settings so POS can recognise the item as being a gift certificate item. You can set up more than one item to represent gift vouchers of different values.

When the item gift certificate item is sold it needs to be given a gift certificate number. You can set the system up in a number of different ways:

You can also choose whether or not your gift certificates can have expiry dates. If they don't you can redeem them at any time. If they do, POS can prompt for the expiry date when the gift certificate is sold. The certificate will not be allowed to be redeemed after this date.

The options to control these are in the Gift/Certs Credit Notes section on the Profile - Settings 2 tab of Till.

If you print the gift certificate on the POS receipt printer, use the Gift Cert Header option in the Location tab of Till to define your own header for the gift certificate.

When a gift certificate is redeemed it is simply tendered just as you would tender cash. You set up a tender code to represent the gift certificate and enter the tender code in the Gift option in the Tender Types section of System Settings. When you pay with this tender code, the system will ask for the gift certificate number. It will attempt to validate this against gift certificates issued from that location. If it can find one it will accept it. If it can't find one, it will ask you to confirm that you do want to accept the gift certificate.

A variety of reports are available to analyse the gift certificates:

Aged Gift Certificate Report

Gift Certificate Redemption Report

Gift Certificate Report

Gift Certificate Summary Report

Similar reports exist for credit notes:

Aged Credit Note Report

Credit Note Redemption Report

Credit Note Report

Credit Note Summary Report

The POS Credit function can be used to record lost or stolen gift certificates. It can also be used to bulk create gift certificates. For example, if a corporate client wants 1000 gift certificates, you could use this function to create them with one action, instead of adding each one individually to the POS.

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