STX Desktop: Gifts Module

Gifts Module

Selling & Redeeming Gifts

The Gifts tab on a Client Visit ticket transaction allows you to record the sale of one or more gift cards, gift certificates, or any combination of the two.

STX offers a complete gift card/gift certificate solution to companies that redeem gift cards/gift certificates at the same location where they were purchased. 

STX also supports gift cards/gift certificates that can be redeemed at multiple locations, however, doing so will require contact between locations if a gift card/gift certificate purchased at one location is redeemed at a different location. 

To set up the multiple location gift card/gift certificate program, each location needs to set up payment types for the other locations. 

Location 1 would create payments types named Gifts 2 and Gifts 3. 

Location 2 would set up payment types named Gifts 1 and Gifts 3. 

Location 3 would set up payment types named Gifts 1 and Gifts 2. 

It is important to be able to identify at what location the gift card/gift certificate was purchased, so you will need to order unique gift cards for each location and/or mark your gift certificates to identify the location. 

When a gift card/gift certificate purchased at location 1 is redeemed at location 3, location 3 would contact location 1 to verify the remaining balance and let location 1 know how much was being used. 

Location 3 would use the Gifts 1 payment type to record the amount used. 

Location 1 would create a transaction for the client, redeeming the gift card/gift certificate for the amount used and offset that with a negative amount in payment type Gifts 3. 

The total sheet for each location would reflect the amount of these transfers.

Adding Gift Certificates 

Click on Add Gift Certificate to generate a new gift certificate. A new gift certificate will appear in the list panel on the left side of the screen. STX automatically assigns the Number, and it cannot be changed. 

If you are using pre-printed gift certificates, be sure to write the gift certificate number generated by STX on the gift certificate before handing it to a client. You will especially want to do this if you are selling an anonymous gift certificate. The number is what STX uses to track value information connected with the gift certificate. Writing the number on the anonymous pre-printed gift certificate makes it easier to look up when it is redeemed.

The From field, which defaults to the name of the current client, will be highlighted for you. You may change this to a company name, etc. This is used if you print the certificate, as well as for tracking purposes. 

Tab to the Amount field and enter the amount. This is required. 

Tab to the Expires field and choose the expiration date. It will default to one year from “today”, but you may select 3, 6, or 9 months from “today” with the popup menu. You may also enter another date or press the Delete key on your keyboard if the gift certificate will not expire.

Tab to the To Client field and enter the client who will receive the gift certificate. If you leave this field blank, you will create what is known as an Anonymous gift certificate. This is useful for tracking gift certificates purchased as contest prizes, donated for raffles, given to charity, etc.

If you type in the name of a client not yet in the STX database, this drop-down sheet will appear. Click Add to go to the new client’s client card to set up the information.

If you only want to have the client’s name and phone number on file, enter the phone number and choose which type the number is from the Evening Phone popup menu. Click Quick Add to add the client’s name and phone number to the client card records. After the client is selected, you may click on the blue Info icon to edit or view the client's card.

Tab to the Print As field and enter the client's name as you would like it to appear on the printed certificate. For example, this could be the client’s nickname. This is only used if you print the certificate, and is optional.

Tab to the For field and enter the services and/or products purchased with the certificate. This is only used if you print the certificate, and is optional.

Tab to the Message field and enter a message to print on the certificate. This is only used if you print the certificate, and is optional.

Choose a template from the Template popup menu. This is defaulted to the first template in the list, even if you will not be printing the certificate. Click Print to print the certificate (optional). 

Once the certificate is printed, the date will show of when it was last printed. A gift certificate cannot be reprinted unless the employee’s password security allows it.

Changing Gift Certificates

Highlight a Gift Certificate in the list panel on the left side of the screen and you will be able to change any field located in the purchase panel on the right side of the screen. 

Removing Gift Certificates

You may remove a Gift Certificate by highlighting it in the list panel and clicking Remove.

Warning: It is strongly recommended that no changes be made after the gift certificate has been fully or partially redeemed on another client visit transaction. See the Managing Gift Cards/Gift Certificates section of this document if you need to make such changes.

Adding Gift Cards

Click Add Gift Card to generate a new gift card. NOTE: You must purchase the Gift Card module from STX Software in order to use this part of the program. Please contact your sales representative or the Sales department at 800.766.4778, ext. 1. If you have not purchased the Gift Card functionality with STX, the Add Gift Card button will be disabled.

The From field, which defaults to the name of the current client, will be highlighted for you. You may change this to a company name, etc. This is used for tracking purposes. 

Tab to the Amount field and enter the amount. This is required.

Tab to the Expires field and choose the expiration date. It will default to one year from “today”, but you may select 3, 6 and 9 months from today with the popup menu. You may also enter another date or press the Delete key on your keyboard if the gift card will not expire.

Tab to the To Client field and enter the client who will receive the gift card. If you leave this field blank, you will create what is known as an Anonymous gift card. This is useful for tracking gift cards purchased as contest prizes, donated for raffles, given to charity, etc.

If you type in the name of a client not yet in the STX database, this drop-down sheet will appear. Click Add to go to the new client’s client card to set up the information. 

If you only want to have the client’s name and phone number on file, enter the phone number and choose which type the number is from the Evening Phone popup menu. Click Quick Add to add the client’s name and phone number to the client card records. After the client is selected, you may click on the blue Info icon to edit or view the client's card.

Tab to the Gift Card field and scan or enter the number on the gift card. The number will auto format to ####-####-####-####. If you did not purchase your gift cards through STX, the gift cards you are using must have a total of 16 digits. 

Changing Gift Cards

Highlight a gift card in the list panel on the left side of the screen and you will be able to change any field located in the purchase panel on the right side of the screen.

Removing Gift Cards

You may remove a Gift Card by highlighting it in the list panel and clicking Remove.

Warning: It is strongly recommended that no changes be made after the gift certificate has been fully or partially redeemed on another client visit transaction. See the Managing Gift Cards/Gift Certificates section of this document if you need to make such changes.

Gifts Subtotal 

When you are finished entering gift certificates and/or cards, you can view the Gift Subtotal and Transaction Total in the bottom right corner of the Gifts tab.

Show / Hide Receipt 

Click the Show / Hide Receipt icon in the upper left corner of the Client Visit transaction to see all details of the open ticket.

A sample receipt will slide out on the side of the Client Visit transaction and show the Gifts information. The sample receipt will remain visible until you click the Show / Hide Receipt icon again to hide it.

Redeeming Gift Cards / Gift Certificates

Gift cards/gift certificates may be redeemed on the Payments tab of a Client Visit ticket transaction. Any unexpired gift cards/gift certificates for the client will be listed automatically once the client name is entered on the ticket transaction.

Any gift cards/gift certificates with an unused balance that were purchased for the currently selected client will display in the Gifts table on the Payments tab.

Click the Use checkbox to redeem a gift card/gift certificate as payment of the current transaction. The Amt to Apply will change to the lesser of the Balance Due OR the gift card/certificate’s Balance. You may edit this amount, but it will not accept a value greater than the gift card/gift certificate Balance. Multiple gift cards/gift certificates may be redeemed on the same transaction. 

Gift Search Controls

Search field 

Typing a gift certificate number in the Search field and pressing Tab will narrow the gift cards/gift certificates displayed in the gifts table to matches only. Scanning a gift card in the Search field will auto format the dashes, have the matching gift card automatically selected, checked as used and the default amount applied as payment. To redisplay other gift cards/gift certificates, you must blank the search field and press the Tab key on your keyboard. 

Include: Anonymous

Checking Anonymous causes all anonymous gift cards/gift certificates with an unused balance to display also. This is useful to look up and use an anonymous gift card/gift certificate that was given to the currently selected client. 

If the client has an anonymous card/certificate, check the Anonymous checkbox to reveal all unexpired anonymous cards/certificates. Find the correct card/certificate by number and check it. Once an anonymous gift card/certificate has been used as payment on a transaction, that card/certificate will be assigned to the client who just used it. 

Include: Zero Balance

Checking Zero Balance causes all gift cards/gift certificates with a zero balance that were purchased for the currently selected client to display also. This is useful if the client inquires about the status of a gift card/gift certificate that has a zero balance. 

Include: Unused

Checking Unused causes all unused gift cards/gift certificates that were purchased for any client to display also. This is useful if a gift card/gift certificate with an unused balance was purchased for the currently selected client under a duplicate client card with a different spelling of the client's name. Select the Use checkbox to redeem a gift card/gift certificate as payment of the current transaction. Unused gift cards/gift certificates will be considered purchased for the currently selected client once they have been redeemed on the client's transaction. Multiple gift cards/gift certificates may be redeemed on the same transaction. 

No Gift Card / Gift Certificate Found

If the client's gift certificate is not listed, it may have been purchased prior to when you started using STX, or the client may have another client record with the name spelled differently.

Gift Management

STX includes a powerful management tool to search, review and edit gift cards/gift certificates and also replace, transfer and recharge gift cards.

Click Gift Management on the lower left portion of the Transaction List window to manage your current gift cards/gift certificates.

You may use the Transactions menu in the top menu bar and select the Gift Management option.

The Gift Management window will open and all current gift cards/gift certificates will be displayed in the list at the bottom of the window. Use one or more of the search fields above the list to find specific gift cards/ gift certificates. Click Find to narrow the displayed list once you have finished entering your search criteria. 

Enter a starting date and ending date to find and display gift cards/gift certificates purchased on or between the dates. 

Or... 

Enter a starting date and ending date to find and display gift cards/gift certificates expiring on or between the dates.

Look up an existing client to find and display gift cards/gift certificates purchased by that client. After the client is selected, you may click on the blue Info icon to edit or view the client's card. 

Or... 

Look up an existing client to find and display gift cards/gift certificates purchased for that client. After the client is selected, you may click on the blue Info icon to edit or view the client's card.

Enter the first few numbers or the complete number of a gift card/gift certificate to find and display matching gift cards/gift certificates. 

Or…

Scan the gift card in the Search field to have it auto format the dashes and find and display the gift card. 

Enter a starting amount and ending amount to find and display gift cards/gift certificates with a balance equal to or between the amounts. You can search for $0 balance gift cards/gift certificates by entering $0.00 in both fields.

Managing Gift Certificates 

Once you have found the desired gift card, double-click on the selected line to open the gift card/certificate management window.

Current information on the gift certificate is displayed in the top portion of the window and is not editable. All transactions involving the gift certificate are listed in the lower portion of the window.

Look up information for the client receiving the Gift Certificate by clicking the blue Info icon.

The date the Gift Certificate was last printed appears. You can re-print the gift certificate by clicking the Print button.

Double click on any transaction’s Ticket Number to display its detail and/or edit the information. Warning: It is strongly recommended that no changes be made after a gift certificate has been partially or fully redeemed. 

The ticket we opened shows this is where the gift certificate was originally purchased. 

Double-click the Ticket Number for the other transactions listed.

The ticket we opened shows this is where the gift certificate was redeemed by the client.

Managing Gift Cards

Once you have found the desired gift card, double-click on the selected line to open the gift card/certificate management window.

Current information on the gift card is displayed in the top portion of the window and is not editable. All transactions involving the gift card are listed in the lower portion of the window.

Look up information for the client receiving the Gift Card by clicking the blue Info icon.

Click Replace..., Transfer... or Recharge... to further manage the gift card.

Replace Gift Cards

Click Replace… to issue a replacement card to the client. The following screen will appear.

Scan the new Gift Card number in the New Card Number field. Click Cancel to cancel or Replace Card to accept the new number. If the client has used the Gift Card in the past and still has a remaining balance, a new Client Visit transaction will be created and saved, detailing the changes. You will then be returned to the Gift Management window. 

If you do not see the new gift card listed, you may click Find to display the new gift card. Double-click the new gift card to open the detail screen.

The original gift card will show a $0.00 balance and the replacement card will show what the remaining balance of the original gift card was. Both are seen on the Gift Management window. This procedure is useful if a client misplaces a gift card. 

Transfer Gift Cards

Click Transfer…  to transfer the Gift Card to another client. The following screen will appear. 

Type the name of the client you are transferring the gift card to in the New Client field. Click Cancel to cancel, or click Transfer Card to transfer the card to the new client. A new Client Visit transaction will be created and saved, detailing the changes. 

The Gifts tab will show the gift card being sold to the client you transferred the card to, and the Payments tab will show the original client using the Gift Card to pay for the transfer. You will then be returned to the Gift Management window. This procedure is useful when a client is no longer able to visit or the original purchase was entered for the wrong client. 

Recharging Gift Cards

 Click Recharge… to add additional money to the Gift Card. The following screen will appear.

 Type the additional amount in the Amount to Add field. Click Cancel to cancel, or click Recharge Card to add the additional amount to the gift card.

A new transaction will be created and appear on your screen. It shows the original Gift Card number and has it checked to be used. The Amt to Apply shows a negative number in the amount we asked it to add. Notice the Balance Due amount shows exactly what we asked it to add to the gift card. Click the payment type of how the client will be paying. Save and close the ticket.

The Gift Management screen now shows what we added to the gift card that started with a $0.00 balance. This procedure is useful when a client wishes to purchase an additional amount and not have a new card issued. 

Gift Card Historical Information

Once you have opened the detail information for a specific Gift Card, the historical information shows at the bottom.

Double click on any transaction’s Ticket Number to display its detail and/or edit the information. Warning: It is strongly recommended that no changes be made after a gift card has been partially or fully redeemed. 

The ticket we opened shows this is where the gift card was originally purchased.

Double-click the Ticket Number for another transaction listed.

The ticket we opened shows first on the Gifts tab where the gift card was transferred to the new client. The Payments tab would show the original gift was used to pay for the gift card being transferred to the new client. 

Double-click the Ticket Number for the final transaction listed and the ticket we opened shows where we added the extra amount to the Gift Card when we performed the Recharge.

Reselling Pre-Used Gift Cards

Sometimes a client will return a gift card to you that no longer has any value - it has already been fully redeemed. You can use this card to sell to someone else. In order to sell a gift card that has already been used and fully redeemed, you will simply sell the Pre-Used Gift Card as you would a new one. 

You may want to store the new cards separately from the pre-used cards and only resell the pre-used cards when you run out of new ones. 

Gift List Report

The Gift List report provides a complete detail of all gift certificates and/or cards sold through the program. Using the Date Between parameters, this report can be defined by issue or expiration date. The information can be sorted by Issue Date, Expiration Date, Client, Balance, or Number. You may also choose to include the gifts with a $0 balance remaining.

The Gift List report gives an updated report of the client name, the number assigned to the gift at the time it was sold, the date it was issued (purchased), original amount, outstanding balance left on the gift, and the expiration date. 

For year-end reporting, the Gift List report will be printed 2 different ways.  

  • Outstanding gifts yet to be redeemed expiring at the end of the year

  • All gifts issued during the year

Both examples are as follows:

Gift List

Outstanding gifts yet to be redeemed expiring at the end of the year

Print this report for Expiration between the start of the year and the end of the year just ending. You will not check the Include gifts with zero balance, and the Order By can be whichever sorting option you choose. Once you click Print… this report will show the outstanding gifts yet to be redeemed, which expire at the end of the year. 

In this example, gift certificate #9 was issued on 9/9/2008 and is an Anonymous gift certificate since there is no Client name associated with it. This might have been a donated gift certificate. The Expiration shows as 12/9/2008, and the Balance indicates it has yet to be redeemed. 

Your accountant might be interested in seeing the ‘outstanding’ gift certificates and gift cards for the year.

Gift List

All gifts issued during the year

Print the Gift List report for all gifts issued during the year. Set the Date Between to Issue and enter the start of the year and the end of the year. You will want to check the Include gifts with zero balance so you can see ALL gifts issued during the date range. The Order By can be whichever sorting option you choose. 

Once you click Print… this report will show the gifts you either sold or donated during the year and will include the gifts already redeemed with a zero balance.

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