Table of Contents
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Accessing the Tool
Gift Card Expiration Wizard
The Gift Card Expiration Wizard allows the user to edit the Expiration Date and reduce the Remaining Balance of existing Gift Cards.
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Note: Gift Card Balances cannot be increased using this tool.
To access the Gift Card Expiration Wizard, 1)
Navigate to the Membership module on the left user menu and select Gift Card Expiration.
2) The The Gift Card Expiration Wizard will launch.
As Of Date and Type
1)Expired As Of: enter the date the Gift Card was originally set to expire. All Gift Cards with an Expiration Date on or before the date entered will be listed on the following screen.
Or Items w/o expiration date: if you want to edit Gift Cards that were not originally set up with an expiration date, check this box.
Type: select the appropriate Gift Card Type by clicking the lookup icon. You can only select one type at a time.
Change the Expiration Date
1)Change the Expiration Date: select this field if you wish to decrease, extend, or expire the Gift Card. The system will list all Gift Cards on or before the As of Date selected in the previous step.
Automatically adjust all expired: select this field and enter the appropriate date if you want the system to adjust ALL Gift Cards that meet the As Of Date entered.
Note: Do not choose this option if the cards you want to maintain require different expiration dates.
Next: to move to the next screen.
4) Enter
Enter the New Expiration Date in the New Expiration Date column. Select Finish.
Note: if you checked “Automatically adjust all expired” the date you entered will be the same for all Gift Cards. At this point you can still change the date to something different.
Reduce Remaining Balance
To reduce the Remaining Balance of an existing Gift Card (balance cannot be increased),
1)Check Reduce Remaining: put a check to reduce all or a portion of the amount.
Using Payment Type: click the down arrow and select the Gift Card Settlement Type. The settlement type selected here should be the same as the Gift Card Settlement Type selected at the POS.
Automatically reduce all expired: if checked, ALL Gift Cards that meet the As of Date will be reduced to zero. For Example; if all Gift Cards expire at the end of the year use this option.
Note: You can change the amount to expire if there are cards you do not wish to reduce to zero.
Item: item to use for the credit (see your accountant if you are not sure). This is the unused portion of the Gift Card.
Next: to move to the next screen.
Enter the Expire Amount: this is the amount you want to reduce from the remaining balance of the Gift Card. Example: if the remaining is $50 and you want the new remaining to be $30 then you would enter $20 in the Expire Amount column. Select Finish when complete.
Note: if you checked “Automatically reduce all expired” all Gift Cards will be reduced to zero by their remaining amount.
Post the batch.
View Gift Cards in Manage Members
A Member’s Gift Card history and balance can be viewed within the Member’s profile. Please note that if a Gift Card is issued to a Member, the card will show on the account the Gift Card was issued to. However, if a Gift Card is issued to a guest or an event, the Gift Card will show on the Member’s account who purchased the Gift Card.
To view a Gift Card on an account,
1)Navigate to the Membership module and select Manage Members.
2) Select Locate the member and double click to access the member’s profile.
Select the Gift Cards tab from left pane.
The Gift Card’s Description, Transaction Date, Issued Amount, Unapplied Amount (Remaining Balance), and Expiration Date are available.
Gift Card Reports
There are several reporting options for Gift Cards available in Interactive Reports.
Navigate to Interactive Reports and expand Membership.
Gift Card Transactions Report
This report details the Gift Card Transactions for a certain time period and allows the user to filter by Detail Level, Gift Card Type, Gift Card Number, and Member.
Outstanding Gift Cards
This report details the Outstanding Gift Cards and can be filtered on Gift Card Type.
Best Practices
FAQsPlease see the Interactive Report Database for information on reports.
