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Gift Certificates

You can sell and redeem gift certificates through the point of sale. This document instructs you how to setup, sell and redeem gift certificates.


Selling Gift Certificates

Gift certificates are set up like any other item in your products list. Once set up, selling a gift certificate is as simple as selling any other item. Select it from a preset key or look it up from the item search. Gift certificates can be sold in any combination with other items.


Redeeming Gift Certificates

Redeeming a gift certificate is the same as accepting cash or credit. It is a form of payment. To redeem a Gift Certificate, ring in the items that make up your transaction and click Finalize. Then choose Gift Certificate from the payment options.


Setting up Gift Certificates

Setting up to sell a gift certificate requires you to add three Chart of Accounts entries, an Item Group and the Gift Certificate item.


Add Chart of Account entries


Gift Certificate Asset Account List

Click the New button on the toolbar to open the add/edit account screen:

Gift Certificate Asset Account Edit

Fields

Account Type: Select Asset from the list.

Account Number: Enter the account number.

Description: Enter Gift Certificate as the account description.

Sub Account: Leave blank for Asset account.

Next, setup the Income account. This will be the same general steps as the Asset account, except, you will choose Income account, use the Income account number and check the Subaccount checkbox and choose Income as the subaccount of.

Lastly, setup the Cost of Goods account. This will be the same general steps as the Asset account, except, you will choose Cost of Goods as the account type, use the Cost of Goods account number and check the Subaccount checkbox and choose Cost of Goods as the subaccount of.


Add Gift Certificate Item Group

Open System Setup | Item Groups.

Gift Certificate Item Group List

To add the Gift Certificate group, click the New button on the toolbar.

Gift Certificate Item Group Edit

Fields

Name: Enter ‘Gift Certificate’ to name the group.

Asset Account: Choose Gift Certificate from the drop-down list.

Income Account: Choose Gift Certificate from the drop-down list.

Cost Account: Choose Gift Certificate from the drop-down list.

Brand: Leave blank.

Enforce Compliance: Leave Unchecked.

Items Default %’s: Leave all at 0%.

Label Type: Change to None.

Cost Method: Change to Fixed.

Click OK to add the group.


Add the Gift Certificate Item

The Gift Certificate item is how you sell gift certificates. This is a non-inventoried item that prompts you for a price when sold.

To set up this item, from the Inventory Control menu, select Items. Click the New button on the toolbar and fill out the fields listed below:

Gift Certifiacte Item General Tab

Fields

Item No: Click the Auto button to auto-assign the next item number.

Description: Enter ‘Gift Certificate’ for the item description.

Group: Select Gift Certificate from the drop-down list.

Item Type: Select Non-Inventory from the drop-down list.

Click the Pricing Tab next:

Gift Certificate Item Pricing Tab

Fields

Tax Level: Choose Non-Taxable from the drop-down list.

Cost Method: Choose Fixed from the drop-down list.

Replace Cost: Enter 0.00.

Allow Discount: Uncheck this Box to disallow discounting on this item.

Prompt for Price: Check this box to be prompted for a price when selling a gift certificate.

If you want to sell pre-established denomination gift certificates (i.e. $25, $50, $100), you will need to create an item for each. Then, uncheck the Prompt for Price and enter the denomination in the pricing fields.


Setup Gift Certificate Payment Method

To setup a Gift Certificate payment method, you will need to add a Chart of Accounts entry and a Payment Method.

Click the New button on the toolbar to open the add/edit account screen:

Gift Certificate Asset Account Edit

Fields

Account Type: Choose Asset from the drop-down list.

Account Number: Enter the Account number determined above (17xx).

Description: Enter ‘Gift Certificate’ in this field.

Sub Account: Leave this unchecked.

Press OK to save this Account.


Setup Payment Method

The last step is to set up the Gift Certificate Payment Method so that it shows up at the Point of Sale when you click Finalize.

From the System Setup menu, choose Payment Methods.

Click the New button on the toolbar to add a Payment Method.

Gift Certificate Payment Method Edit

Fields

Description: Enter ‘Gift Certificate’ as the Description.

GL Account: Select Gift Certificate (17xx) from the drop-down list.

Credit Card: Leave unchecked.

Card Type: Leave empty.

Use for Register Transactions: Check this box to make this payment method visible by the point of sale devices.

Tender Required: Check this box to force a tender entry when using at the point of sale (e.g. you must enter the amount to tender before using the payment method).

Opens Cash Drawer: Check this box if you want the drawer to open at the end of the transaction when this payment method is used.

Maximum Cash Back: Enter the amount of change due permitted when using this payment method. Enter 0.00 if you do not wish to issue change back on the unused portion of the gift certificate.

Click OK to save this payment method.

You must close and re-open the point of sale program before it will recognize the new Payment Method.

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