Retail:Gift Cards/Product Gift Cards and Gift Vouchers
Contents |
Introduction
This document describes how to install, configure and use the Gift Cards and Gift Vouchers module. This module includes functionality to sell and consume the credit of Gift cards and Gift Vouchers.
Gift Cards are documents that include a monetary credit. When sold, gift cards include an initial balance that can be consumed in point of sale orders until all the credit is consumed.
Gift Vouchers are documents that include credit in terms of a list of products or services. When sold, gift vouchers include an initial balance for each of the products or services, that can be consumed in point of sale orders that include one of several or the products listed in the gift voucher.
Related Documentation
Configuration
Gift cards and gift vouchers are ordinary products with extended properties. This section explains how to set up new gift cards and gift vouchers.
Gift cards
Go to the window Product, create a new record, fill in the common product properties and in the Price tab assign a price to the price lists used in your POS terminals.
In the section POS Properties fill in the following fields:
- Gift card type: select Gift card
- Allow partial return: This indicates whether it is allowed to return a partially consumed gift card or not.
- Gift card amount: select the initial balance gift cards will be created when sold. If you leave this field empty. The initial balance of the gift card created will be the same as the price it is sold.
 | This feature is available starting from 3.0RR20Q2. |
- The price used to sell the gift card will not be taken into account anymore as initial balance of the gift card. The initial balance will be manually set by the cashier when gift card is added to the product. - If the initial balance is set in the backend, it will be proposed as a default value for balance. - If it is not set, according to the preference (WebPOS Use List Price as Initial Balance For GiftCard) the field will be empty or will use the list price of the product. - Two preferences have been created to customize this process -> WebPOS Use List Price as Initial Balance For GiftCard (by default Y) -> WebPOS Allow to Edit GiftCard Initial Balance (by default Y)
- Grouped product: uncheck this field. Gift cards are never grouped. If you try to save a gift card product with this field checked an error will be raised.
Note that the Gift card amount field can be different as the price assigned in the price list. This allows to sell gift cards with a discount, at a less price of the initial balance. For example sell gift cards with a price of 95.00 € with an initial balance of 100.00 €.
In the general case gift card products MUST BE MARKED as TAX EXEMPT and NON STOCKED.
This is a sample gift card product:
Taxable gift cards
| | This feature is available starting from 3.0RR22Q4. |
Taxable gift cards are similar to normal gift cards, but they don't need to be marked as TAX EXEMPT. To set a gift card as taxable, just click the Taxable Gift Card check box (it will only be shown if the gift card type is Gift card).
To control the option of paying only same VAT Category products with the gift card, a new preference named “Web POS Taxable Gift Cards VAT % control” has been created. If this preference is disabled (N), when paying with it if it was purchased at a given rate (ie. 21%) but used to pay for a product having a different tax rate (ie. 10%), a negative line including previous tax amounts will be created in the basket together with a positive line including new tax amounts. This is the same behaviour as non-taxable gift cards.
If the preference is enabled (Y), the amount paid in gift card needs to be at least equal or minor to the amount sold in products having the same VAT category.
Gift vouchers
As in gift cards go to the window Product, create a new record, fill in the common product properties and in the Price tab assign a price to the price lists used in your POS terminals.
In the section POS Properties filling the following fields:
- Gift card type: select Gift voucher
- Grouped product: uncheck this field. Gift cards are never grouped. If you try to save a gift card product with this field checked an error will be raised.
Go to the tab Gift voucher summary and create all the products and initial quantity to include in this gift voucher. In each record you have to fill in the following fields:
- Product: Select the product included in this record of the gift card.
- Quantity: The initial quantity for this product gift vouchers will be created when sold.
In the general case gift voucher products should be marked as non stocked.
This is a sample gift voucher product:
Operation
Selling gift cards and gift vouchers
To sell gift cards and gift vouchers is used the same process used to sell regular products with only one difference, at the moment of adding a gift card or gift voucher, a dialog appears requesting for the mandatory ID field. This value will be used to find this created gift card or gift voucher in new sales to consume credit or display the details.
This dialog can be invoked again in the Edit tab, tapping on the Description button.
This is the dialog used to edit the ID field:
Gift Cards Selector
| | This feature is available starting from 3.0RR17Q2. |
Many changes have been introduced in the giftcards module during 3.0PR17Q2. Those changes also affects to the Product Gift Cards and Gift Vouchers work flows.
One of the most important change is that a new selector have been implemented to find gift cards, that have been replaced by the old Gift Card Dialog (used to find gift cards to consume).
This selector can apply several advanced filters. By default, when searching for any type of giftcard is filtered by the active business partner.
Paying with a gift card
The payment process using a gift card starts in the Payment tab. Here you select the payment method Gift Card. To select the credit to consume you have two possibilities:
- Tap on the OK button to consume the total amount of the receipt or the pending credit if the credit card does not have enough credit for the total of the receipt.
- To consume a fixed amount, type the amount to consume and tap on the ENTER button.
Now a dialog appears requesting the Gift Card ID to use. Tap on Apply to consume the credit, and tap on Details to show a dialog with the details of the Gift Card selected.
From 3.0PR17Q2 Gift Card Selector is used instead of the Gift Card Dialog.
After applying this Gift Card this is the result obtained and you can continue closing the receipt.
Paying with a gift voucher
The payment process using a gift voucher is very similar to the gift card process. It starts also in the Payment tab. Here you select the payment method Gift Voucher, and the dialog requesting the Gift Card ID appears directly. Tap on Apply to consume the credit, and tap on Details to show a dialog with the details of the Gift Card selected. The process of applying a gift voucher searches for all items in the receipt and validates for which of then the gift voucher has credit, and adds a discount line for each line the gift voucher has credit.
This is an example of the result obtained after applying a gift card that has credit for the products
Search gift cards and gift vouchers
In the point of sales menu you the option Gift cards/vouchers goes to the search dialog for Gift cards and gift vouchers. Here you can search gift cards and vouchers by ID and also by Business partner
This is a sample of this search dialog:
If you select one of the records you will see the details of the gift card or gift voucher selected, and also from this details dialog you can also consume the credit in the current receipt.
These are samples of the details for a gift card and a gift voucher:
Returning gift cards and gift vouchers
To return a gift card or a gift voucher you need first to create a return order. Then go to the menu option Gift cards/vouchers and select the gift card or voucher to return, once selected press on the button Return and a new line returning the gift card or voucher will be added to the return order.
Once the gift card or voucher is returned it will appear in the Gift cards instances window as cancelled.
Transactions information
In the window Gift cards instances, you can inspect all the information related with active cards. Its status and all the transactions performed with each gift card.
In the Gift card transaction tab there are common fields for gift cards and gift vouchers:
- Order Date: The date the transaction was processed.
- Sales Order Line: The reference to order line related to this transaction.
And for gift cards:
- Amount: The credit consumed in this transaction.
And for gift vouchers:
- Product: The product consumed in this transaction.
- Quantity: The product quantity credit consumed in this transaction.
Update balance
This process receive an input parameter with the amount to reflect the new balance of the related gift card.
A validation prevent entering a new remaining amount equal to zero. If the user wants to do so, first he will need to use the Cancel button.
This action button is only visible when the status is one of the following:
- Closed
- Partial
Once the process is executed, the new balance is reflected, the status is Partial and if the Gift Card was cancelled, it will be unchecked.
A new Gift Card Transaction will be created reflecting the amount difference. This transaction will hold a negative amount for the difference between the remaining balance and the new balance when the new balance is higher than the current balance, and positive when the new balance is lower than the current balance.
Change expiration date
Expiration Date field is editable when the status is one of the following:
- Partial
- New
- Draft
