Gift Certificate Setup

Overview:

A Gift Certificate is a voucher assigned a certain value by the one who purchases it from the hotel/property. The receiver of the Gift Certificate can spend the prepaid amount on a reservation.

How to create a Gift Certificate:

• Go to Setup>>Add on Feature>>Gift Certificate Setup>>Create Gift Certificate.

Now, the Add Gift Certificate window will open.

1. Enter the Gift Certificate Amount.
2. Set the Expiry date for this Gift Certificate.
3. Enter the Purchaser’s name.
4. Enter the Recipient’s name.
5. The Gift certificate code will automatically generated by the system.
6. Click on the “Save” button.

After saving, Click the NEXT button to create the Gift Certificate. Gift Certificate Templates will be displayed.

1. Use the “right arrow” mark to scroll through the Gift Certificate templates.
2. To select a Gift Certificate click on the “Bind [Next]”

• Next, proceed to the “Billing” button.
• Enter the Purchaser’s name, address, and contact details, and enter the “Payment details” to complete the purchase.
• You can also use the Search icon; to find the Purchaser’s information in your guest list.

• After saving the payment details, click on the “Print” button to print the Gift Certificate.

Emailing the Gift Certificate:

• On the template screen, click on the “Email” button, now, the “Gift Certificate Send Email” screen will pop out.
• Enter the “To” address and click on the “Save” button. The gift certificate will be successfully sent to the recipient’s email address.

Applying a Gift Certificate as payment for a Reservation:

• To redeem a Gift Certificate on a reservation, go to the billing screen.
• Under the “Payment Info,” choose the account code “Gift certificate Payment (78).” Then, “Save” the reservation.
• Go to the “Billing” tab, under the “Payment & Refunds” column, and enter the gift certificate number. If the entered code is valid it will shown as “Outstanding” If the code is wrong or mismatched, it shows as “Invalid.” If the Gift Certificate is not used before the Expiry Date, then the Gift Certificate cannot be used.
• The Gift Certificate amount will be displayed in the amount text box which is shown below on the Billing page.
• Click on the “Save” button to apply it to the Reservation bill.

To Find Gift Certificate Details:

•  Go to Setup>>Add On Features>>Gift Certificate Setup>>Find Gift Certificate.

• Enter the 10-digit Gift Certificate code and click on the “Find” button. If the gift certificate is paid with a credit card then the transaction ID will be shown under Tran ID.

Gift Certificate Report:

1. To View the Gift Certificate report, go to Setup>>Add On Features>>Gift Certificate Setup>>Gift Certificate Report.

The Gift Certificate report can be categorized into three parts:

• Outstanding, Expiry, and Used.

1. When the gift certificate is sold by the property, the certificate status will be shown as “Sold out or Outstanding” in the gift certificate table under the Gift certificate Report.
2. When the gift certificate is used/ redeemed the status is shown as “Used”.
3. When the gift certificate date expires, the status is shown as “Expired”.
4. Based on the status, the gift certificate report will be generated.