Handling Gift Certificates/Vouchers

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.

Important Note:

• 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 & CFPB) before adding an expiration date to gift certificates or gift cards, how to handle inactivity and any other applicable laws that may apply.

Step 1: Creating the Gift Certificate Product Profile

1. Create a new product profile with the No Inventory option selected.
2. Ensure that the Taxable option is not checked, then select the Gift Certificate option.
3. 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). 
4. 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 / Discontinued Items, or see Create a Custom Product Category to create a custom category instead. 

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Step 2: Selling a Gift Certificate

1. Add the gift certificate to the purchaser's invoice (A).
2. If applicable (based on Example 2 from above), enter the cost of the certificate under the Price column (D).
3. 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).
4. 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.

For additional tracking, add the invoice Number (C) and purchase Date (B) to the physical gift certificate as a reference. View Sample Invoice

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.

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Step 3: Gift Certificate Redemption

1. Create a new invoice and add items being purchased under the gift certificate recipient's profile.
2. Enter the original invoice number listed on the gift certificate in the Check Number field (C) if you would like cross-reference tracking.
3. 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).
4. 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). 

 

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Gift Certificate Transactions Report

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).

1. Under the Sales section, select Gift Certificate Transactions, then click   Print  to open the Date Range form.
2. From the Start and End drop-down menus or Quick Dates menu, choose a period, then click  OK  to print or preview.
3. From the preview window, click  to print (or  to export as a pdf). 

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