Gift certificates can be handled in a couple of different methods depending on whether the recipient is known or unknown at the time of the purchase.
- With either option, the Gift Certificate field must be checked, and the Taxable field must be left unchecked. Tax should never be collected when selling a gift certificate but instead when the gift certificate is redeemed.
- You'll also want to check the laws in your area (Office of the Attorney General in your state & Federal Trade Commission) before adding an expiration date to gift certificates or gift cards, how to handle inactivity and any other applicable laws that may apply.
- Create a new product profile with the No Inventory option selected.
- Ensure that the Taxable option is not checked, then select the Gift Certificate option.
- Enter the denomination of the gift certificate in the Retail/Cost field, as shown in Example 1. Or, if you want to set the amount when invoiced, leave it as $0.00, as shown in Example 2 (recommended).
- When finished, click Save.
The examples show the gift certificates being saved into a Gifting Bundles & Looks category. You can save the gift certificate to another category, such as Last Chance / Closeout Items, or see Create a Custom Product Category to create a custom category instead.
- Add the gift certificate to the purchaser's invoice (A).
- If applicable (based on Example 2 from above), enter the cost of the certificate under the Price column (D).
- If the recipient is known at the time of the sale and you have a contact profile created for them, select their name in the Product is For field (E).
- Add any applicable discounts being given and payment method, etc. When finished, click Save.
Optional: If you have a profile created for the intended recipient and want to add the amount of the gift certificate to their profile, add it as a payment. Otherwise, nothing further needs to be done until the gift certificate is redeemed.
Tips & Other Info:
- If the redemption amount of the gift certificate is greater than the actual amount paid (E.g., the customer paid $75, the gift certificate can be redeemed for $100), enter the redemption amount on the physical gift certificate given to the recipient.
- When selling gift certificates, the amount sold will be displayed on the Weekly Accomplishment form under the Income section in the Gift Certificate Sold column.
- Create a new invoice and add items being purchased under the gift certificate recipient's profile.
- Enter the original invoice number listed on the gift certificate in the Check Number field (C) if you would like cross-reference tracking.
- If you did not add the amount as a payment to the recipient's profile when the gift certificate was purchased, enter the entire gift certificate amount under the Gift Certificate payment method (D).
- If the certificate is not fully redeemed, the unused amount will remain a credit on their account. If they purchased more than the gift certificate amount, enter the amount in the field for the applicable payment method (Credit Card, Cash/Check).
To view a listing of gift certificates sold and redeemed, from the Business Tools menu, select Reports (or from the Reports - Tools group on the main toolbar, click Reports).
- Under the Sales section, select Gift Certificate Transactions, then click Print to open the Date Range form.
- From the Start and End drop-down menus or Quick Dates menu, choose a period, then click OK to print or preview.
- From the preview window, click to print (or to export as a pdf).