Office - POS Gift Cards - Gift Card Expiration Wizard
Table of Contents
Overview
In this guide you will learn how to run the Gift Card Expiration Wizard and how it expires and reduces gift card balances.
Required Permissions
Membership
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,
Navigate to the Membership module on the left user menu and select Gift Card Expiration.
The Gift Card Expiration Wizard will launch.
As Of Date and Type
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
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.
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),
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,
Navigate to the Membership module and select Manage Members.
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. Please see the Interactive Report Database for information on reports.
Best Practices
We would recommend that your Club establish a Gift Card policy, and ensure Members are aware of the policy. Covering items such as spouse/family usage of gift cards, expiration practices, and re-assignment of gift cards will help ensure your Club’s gift card program is a success!
To sell a gift card to a Non-member, follow the steps to issue a gift card but instead of applying the card to a member account, choose the Guest Member account that your club has set up. In the description field, enter the name of the non-member so that when the guest returns, you can utilize the Gift Card lookup to search and apply the non-member’s balance to their transaction.
FAQs
Q: Can a Family Member use another Family Member’s gift card?
A: It is possible to allow a spouse/family member to utilize a gift card. Ensure Member’s profile is updated to reflect this.
Q: What if someone loses their Gift Card?
A: A record of the Member’s purchase is maintained in the system. In the event a gift card is lost/stolen, have your Member contact your Club to ensure the originally issued card is expired, and a new card can be issued.
Q: What magnetic stripe coercivity is required for the software?
A: our software will work with both however we recommend the lo-coercivity.
Difference between the two - Hi-co is typically recommended for cards that are used continuously (membership cards). Lo-co is typically used for cards with minimal swipes (gift cards).Q: What track or tracks should be used to encode the data?
A: Track 1 is recommended for our software (however 1, 2, or 3 will work).
Q: Are there any specific characters or number of characters necessary to be used in the encoded data?
A: There are no special characters or schematic for our software.
