IN BRIEF
Gift Certificates can be sold in the Office Portal by manually creating a charge, payment, and credit on a family ledger. This process ensures Gift Certificate sales are accurately tracked in financial reports and aligned with the same SETTINGS used for Customer Portal Gift Certificate purchases.
Overview
Selling a Gift Certificate in the Office Portal requires creating three separate ledger entries on the appropriate family account:
- A charge to record the sale
- A payment to balance the charge
- A credit that represents the Gift Certificate value
All selections used during this process must match the settings designated for Gift Certificate sales made through the Customer Portal to ensure consistent financial reporting.
Accessing the Feature
- From the main navigation menu, go to Families.
- Select the appropriate family.
- Open the Ledger tab.
Step-by-Step Instructions
Selling a Gift Certificate at the Family Ledger
Step One: Create a Charge
- From the family ledger, select NEW CHARGE.
- For Line Item Type, select OTHER.
- Select the appropriate Program and Charge Category, based on the settings designated for Gift Certificate sales made through the Customer Portal to ensure consistent financial reporting.
- Enter the Charge Amount.
- For the Line Item Title, enter GiftCard and optionally include the [Recipient Name].
- Select SAVE & MAKE PAYMENT.
Step Two: Create a Payment
- Create a new payment from the ledger.
- For the Payment Title, enter GiftCard and optionally include the [Recipient Name].
- Select the appropriate Payment Type.
- Enter the payment amount, matching the charge amount.
- Ensure the payment is applied to the Gift Certificate charge so the balance is zeroed out.
- Select SAVE.
Step Three: Create a Credit
- From the family ledger, select CREATE NEW PAYMENT.
- For the Payment Title, enter GiftCard and optionally include the [Recipient Name].
- For Payment Type, select GiftCard.
- Enter the Credit Amount, including any applicable multipliers.
- Select SAVE.
This credit represents the available Gift Certificate balance that can later be applied to charges.
Selling a Gift Certificate via Point of Sale
If you use iClassPro’s Point of Sale (POS) feature, Gift Certificates can be sold by setting up a dedicated POS product.
Key considerations:
- Create a POS product named Gift Certificate.
- Set the Program and Charge Category to match the SETTINGS used for Customer Portal Gift Certificate sales.
- When sold via POS, the System only creates:
- The initial charge
- The corresponding payment
Important: The Gift Certificate credit is not created automatically when using POS. A staff member must manually create the credit on the family ledger by following the Create a Credit steps outlined above.
Redeeming Gift Certificates
Gift Certificates appear on the family ledger as credits or unapplied payments. They are applied to charges in the same way as any other credit on the account.
When redeeming a Gift Certificate:
- Apply the credit to eligible charges on the family ledger.
- Partial or full amounts can be applied, depending on the available balance.
Troubleshooting & FAQs
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Why does my Gift Certificate sale not appear correctly in reports?
- Verify that the Program and Charge Category used for the charge match the Gift Certificate settings used for Customer Portal sales.
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Do I need to create all three entries every time?
- Yes. When selling through the family ledger, the charge, payment, and credit must all be created manually.
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Why is there no Gift Certificate credit after a POS sale?
- POS only creates the charge and payment. The Gift Certificate credit must be added manually on the family ledger.
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Can I include the recipient’s name on the Gift Certificate?
- Yes. The recipient name can be entered in the Line Item Title and Payment Title fields for reference.