Summary
Join Ryan Mitchell as he demonstrates how to set up and use the Gift Certificate POS Service items in RecTrac.
Video
Transcript
00:00:00:00 - 00:00:35:15
Ryan Mitchell
In this video, we'll be talking about gift certificates or gift cards. And in retrospect, that terminology is kind of interchangeable there. But to set up and create a new gift card, we would go to service item management. And and here there's a number of different types of service items, one of them being the gift certificate. And again, that's interchangeable gift card, gift certificate means the same thing.
00:00:35:17 - 00:00:57:09
Ryan Mitchell
So in here I've got some existing ones. That's a quick, easy way to filter down and find those nice and easy. But we'll go through here creating one from scratch. So let's say I want to set up a new one for the golf course. I'll come down and hit ADD here.
00:00:57:11 - 00:01:27:07
Ryan Mitchell
Golf gift card. There are record type again needs to be gift certificate this. Copy that. So we going to give it a code in description just like anything else in RecTrac our record type is the important part there making sure that gift certificate and that and brings into play our gift certificate settings down here at the bottom. So I'll go through some of the main options down here.
00:01:27:09 - 00:01:46:28
Ryan Mitchell
The first one being the pre numbered gift certificate that is used for those people using the preprinted gift cards. If you already have a stack of those cards on the desk printed out with their barcode number on it and everything already, we would want to turn that on. So when we make the sale, we're tying it into that that preprinted card.
00:01:47:01 - 00:02:10:11
Ryan Mitchell
Otherwise, if you're printing your own gift cards out of RecTrac you'd want to leave that turned off and connect a gift card template instead, which tells right track what to print out on that plastic card. So my example here, I'm going to turn on the pre numbered one. Another popular option is the alternate household link, which is useful for those doing a true gift for someone.
00:02:10:11 - 00:02:33:02
Ryan Mitchell
So, you know, grandmother comes in and wants to buy a gift card for the grandson, something like that. You'd be able to tie it into the alternate household then as well. And then the other big one would be the expiration option. So you have either X number of months that it's valid for or a specific date. And a lot of people have these set up to never expire.
00:02:33:04 - 00:02:57:23
Ryan Mitchell
So at 1231, 2099 date, there would be good. And then the next last step really is the fee on this one. So we want to have the customer be able to tell us whatever amount they want to load onto the gift card. So we're going to create a prompted fee. So I'll fill this in here. The amount generally I'll leave at zero.
00:02:57:23 - 00:03:08:11
Ryan Mitchell
So you'll be finished doing that in during the transaction, make our revenue account here.
00:03:08:13 - 00:03:26:29
Ryan Mitchell
And then the last two things here that we would turn on is I usually turn on the gift or sorry, the fee required checkbox here. That's one less stuff that you have to do during the sale is to turn on the fee and also put in the amount. That fee will already be turned on ready to go. Just entering the amount is all you have to do.
00:03:27:01 - 00:03:45:21
Ryan Mitchell
And then to get that to prompt during the transaction pop up when you're adding to the cart and put in the amount is going to be the fee group. So I would suggest using a fee group set up like this one here. The description can be whatever you want to be, you know, enter the appropriate amount or something like that.
00:03:45:24 - 00:04:12:19
Ryan Mitchell
But the main things is we want to make sure our maximum in our minimum fees is set to one both of those, and that we have the prompt turned on there. So we're always selecting that one fee every time, forcing us to make sure that's turned on and then we'll save that and save that here. So now the gift card is created.
00:04:12:21 - 00:04:42:14
Ryan Mitchell
You guys can definitely make then a touch button for those nice, easy sale there through touch pos. Otherwise, you can always sell anything through global sales as well with a gift card. Since it is a pos item you can sell to the guest household or pick an existing customers account either way. So I'll do a guess sale here and then we would go to our service item or again touch tab if you have a touch button for it.
00:04:42:17 - 00:05:04:29
Ryan Mitchell
But in here we can sort filter by the gift certificate record type. There's our new golf one that we just created and add to Cart here. So with the fee required checkbox that I was talking about, now that fee is already turned on. The only thing we have to do is put in our amount. Let's say we're doing $50 here.
00:05:05:02 - 00:05:24:24
Ryan Mitchell
We would then take that card off the stack again, added the pre numbered gift card. So it's asking us to put in that number of the card. So if you have a scanner, you can scan it in or if not, you can type in that number and then you can either link it to an existing household if you'd like, or just put in a daily name.
00:05:25:00 - 00:05:46:16
Ryan Mitchell
So we're up to your internal policies there. What you want to do, have it connected or not. But I'm just going to put in a daily name here and then I'll throw in that number. Hit continue. And if you ever get this message here, the gift certificate number is already being used. That probably means that they had purchased that gift card before.
00:05:46:23 - 00:06:09:11
Ryan Mitchell
And really what you'd want to do is reload the gift card. So this one is always going to be a new, unique number if you're trying to sell a new gift card, but a new, unique number there. It continue and go that route. So like I said, if you were having an existing card, you'd be able to reload it instead of selling a new one.
00:06:09:11 - 00:06:34:09
Ryan Mitchell
By using this button down here, you take your gift card again, hit reload instead. And that would again prompt for the amount and then just the number because the name or the household is already tied to it from the original transaction. So for this one, I'm going to sell a brand new one here. We've got a new $50 one go pay for this.
00:06:34:11 - 00:07:04:05
Ryan Mitchell
So start through. So here is our receipt that shows our new gift card sold with the gift card number that we typed in. And our amount left is $50. All right. And then to redeem a gift card, we be going back in global sales or touch pos wherever you're making your sales from. So we can pick a few items here.
00:07:04:07 - 00:07:34:18
Ryan Mitchell
Let's go. Inventory. So he's going to buy, let's say, a hamburger and maybe we'll take a look at one of these bowling balls as well. So it's like both of those add to the cart All right. So too many of those. All right. So we've got our items in the cart. Obviously, more than $50 in there, but you'd be able to do a split payment as well on those to get the amount.
00:07:34:20 - 00:07:57:05
Ryan Mitchell
But when I go in here now to redeem a gift card, we want to make sure we're picking our gift card or gift certificate Pay code. And that then gets us access to our gift certificate fields. So if I had tied this to an actual household account instead of the Daily Guest, I would get a dropdown in this field to show all of their existing gift cards on that account.
00:07:57:08 - 00:08:23:15
Ryan Mitchell
Since I did do the guest sale instead, I'm going to just type in that number or you can scan it in AM. And then when I hit process. Okay, so we get the message here. This gift card only has $50, so it's nice that you don't need to know that ahead of time. It'll tell you that. And here's okay, we're going to do a split payment instead.
00:08:23:17 - 00:08:52:24
Ryan Mitchell
$50. Add my split payment. There it is. And then I would do the rest of this with cash. Credit card here. Okay. And then I'll hit process on this one. And so now we have those items sold there. The split payment gift card made, $50 remaining is zero. We used all $50 on that. So it'll show them on the receipt as well.
00:08:52:26 - 00:09:20:00
Ryan Mitchell
There's the 39 paid by cash. And one last thing to know about as well is when you're setting up your other items, you can dictate whether a gift card is allowed to be used or not. So if I go into, say, this hamburger one here that we saw and I sold and go to my fees tab is my hamburger price.
00:09:20:03 - 00:09:46:00
Ryan Mitchell
And on your fee screen here, you're going to have a field for a gift certificate list. So the way I have this one set up is the wild card, just the one asterisks in there. That means that I'm allowed to buy this hamburger with any gift card I have in the system. If we wanted to make sure this is specific just to golf and that hamburger is sold at the golf course, then we want to come in and say, okay, only the golf gift card can be used there.
00:09:46:00 - 00:10:07:10
Ryan Mitchell
These other ones can't be used to buy this specific item. So those are your different options there. Either allow all of them one, you know, any number of them or none of them as well. If there's any items out there that you don't allow gift cards to be used on, you'd want to make sure that this field is totally blank.
00:10:07:13 - 00:10:27:08
Ryan Mitchell
So that's steps here. You can do per fee to say which ones can be redeemed with a gift card, which ones can't, and which kinds of gift cards. And that's something that can be done in bulk. So if you do need any help making those changes across the board, just let us know. Create a support ticket, call in, and we can certainly help you out.