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How to create a gift card button

This document will detail how to make a button for a gift card purchase.

Creating the gift card button

  1. Navigate to create a new item
    1. Backoffice --> POS --> Expand items --> Expand Charges category 
    2. Right click on Charges category to see the option to "Add New Item"image.png



  2. A new Item will be created.
    1. Name the PLU and give it an icon.
      1. We have a gift card icon that can be using for this.

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    2. Set up the Items Associations section
      1. Set Tax type to Non-Tax
      2. Set Reporting Group to Gift Cards

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    3. Set the Pricing and Availability
      1. Check the box for "Variable Priced" so that you can enter the price of the gift card when it is purchased.
      2. Set the Default Price to zero ($0) as it wont save unless there is something in the default price section. 
    4. Click Save

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  3. After you have saved the Item, go to the Advanced tab
    1. Change Item Type in the Item Details section to the Gift Card Sale.

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Creating the Gift Card Type

  1. Navigate to the Gift cards section.
    1. Backoffice --> POS --> Gift Cards --> Gift Card Types tab

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    2. Add new record

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  1. Name: Name the gift card type
    1. If you only have one, Standard is our default, but Main or Gift Cards will work
  2. Item: Use the Dropdown to find the "Gift Card Sale" item you created in the step above
  3. Funding Percentage: Specify the percentage to apply to this gift card type for cross store funding
  4. Context Filter: Optionally, select a context filter in which this will be available
  5. Prompt for Customer Name: If this is checked, The system will prompt a keyboard for the customers name in addition to the card number when ringing in a gift card of this type
    1. Helpful for Promo gift cards, to keep track of who they are donated to
  6. Print Balance Slip on Sale: If this is checked, a balance sheet will print on the deices default printer once the sale had completed
  7. Print Pre-Activation Slip on Ring: If this is checked, an activation slip will print on the devices's default printer when the gift card has been run into the system (prior to payment).
    1. Please keep in mind that the card is not funded until the sale is completed
  8. Gratuity Allowed: When selected, the gratuity can be adjusted on the gift card payment
    1. This is often turned OFF for Promo gift cards. So customers can not tip with donated funds
  9. Auto Activation: When selected, card numbers will be auto added to the system when the sales is completed, and will not require pre-activation
    1. Note: Pre-activation will help ensure that the range of cards is not duplicated in the system. And that staff can only sell gift cards that you have activated and are ready for sale


Multiple Gift Card Types

In our POS system, you can have multiple types of gift cards — such as Standard, Promo, Holiday, etc. — and each type can have its own dedicated button for selling. However, all gift cards are redeemed using the same “Gift Card” payment button, and the system recognizes cards based on their number, not their type.

Why the Card Design Matters
Because the system can't tell the type during redemption, it's important that each gift card type is physically distinct — such as having different colors or designs — to avoid mix-ups.

Here’s a Common Issue:

  • Let’s say you sell a gift card (card #1234) as a Standard gift card for $20.

  • The customer uses the full $20 — that card is now considered used.

  • Later, if you try to sell that same card number (#1234) again, but this time as a Promo card, the system gets confused.

  • It sees that card number already linked to a Standard card and won’t allow it to be used again — it will cause an error when trying to redeem it.

The Fix (Feature added in 2023):
To prevent this, we’ve added a feature that lets you assign a gift card number range to a specific gift card type. That way, card numbers that belong to “Standard” gift cards can’t accidentally be sold as “Promo” cards, and vice versa.

Important:
This feature wasn’t originally enabled in the system, so some existing customers may not have their gift card types or number ranges properly set up yet. We recommend reviewing your current gift card inventory and setup to make sure each type is clearly defined with:

    • A unique physical design

    • A dedicated number range (we can help set this up)


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