PassTracker - How to Redeem a Gift Certificate

Gift Card - Receipt ID and Line Item

Printed at the top of each gift card are the Receipt ID and Line Item number.

1) Lookup or create a person who is going to redeem the gift certificate

When a customer presents a gift card for redemption, look up the customer in the database. If they do not already exist in the database, create a new record with their information.

2) click the button 'Redeem Gift Certificate'

The button is on the top bar, near the Member Sale and Cash Sale buttons.

2 a) Click OK to continue with the process

You are prompted to be on the record of the customer for whom you wish to redeem the card. This is not the person who purchased the card, but rather the person who will be using the pass.

3) enter the Receipt ID from the Gift Certificate card.

3 a) enter the ID number from the Gift Card

4) select the Line Item (in case there is more than one on the originating receipt)

4 a) Create New Receipt prompt

This dialog box tells you what is about to happen and what you need to do next.

5) a new receipt is created tagged with Paid by Gift Certificate and the Gift Certificate info marked in the Payment Notes

Proceed with the selection of the appropriate pass based on the denomination of the Gift Certificate.

5 a) Payment Setup is tagged with Paid by 'Gift Certificate'

The details of the Gift Certificate are entered into the Payment Notes

6) the originating gift certificate line item is tagged as redeemed to prevent future use.

If a staff member tries to enter the Gift Certificate Line Item ID again, they will receipt a prompt saying that the Gift Certificate has already been redeemed.

If an error is made and the gift certificate is not correctly redeemed

It is possible for a manager to go into the line item (from receipts - edit line item) and clear out the tagging info.

1) search for the receipt ID in the Sales.

2) select the appropriate line item

3) go to line item edit screen and click on the Manager Login button

4) log in as a manager

5) edit the 'Gift Certificate Redeemed' field

6) clear out the text from the 'Gift Certificate Redeemed' field.

This gift certificate can now be used again.

Today's Sales Report

The Gift Certificate Payment will show up on the 'Today's Sales Report' under its own heading (Visa, Cash etc). The Payment notes with the actual gift certificate number will also show up in the report. It is a good idea to include the gift card along with the sales report. This takes the gift card out of circulation and prevents accidental or intentional re-use of the gift card.