How Do I Adjust Credits in the Office Portal for Gift Certificates Purchases?

IN THIS ARTICLE:

Learn how to  make the necessary adjustments to credits on family ledgers when a Gift Certificate is purchased via the Customer Portal.

You can view more information about adjusting family ledgers to reflect credits from Gift Certificate purchases below:

What the Audit Log will Show When a Gift Certificate is Purchased

When a Gift Certificate is purchased via the Customer Portal, Audit Log entries are created for the creation of the payment, the creation of the charge, the application of the payment to the charge, the creation of the credit, and confirmation that a receipt was sent:
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What the Online Activity will Show When a Gift Certificate is Purchased

Staff will also be notified via Online Activity entries showing both the payment and gift card credit:
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If the Family listed is “--, Gift Certificate”, staff will need to click on the magnifying glass icon next to the GIFTCARD entry to view the title of the CREDIT type line item entry and determine which family should receive it:
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(See item #2 below for details on how to add the credit to the correct family and adjust the ledger.)

What the Ledger will Show If the Family Was Logged In

If the family was logged in when the Gift Certificate was purchased, the Family Ledger will show three entries:

  • A CHARGE entry for the Gift Certificate Charge amount
    • Ex: CHARGE: GiftCard: Buyer's Name – Buyer’s Email – Buyer’s Phone Number
  • A PAYMENT entry for the Gift Certificate Charge amount
    • Ex: PAYMENT: (Payment Type) GiftCard: Buyer's Name – Buyer’s Email – Buyer’s Phone Number
  • A CREDIT entry for the Gift Certificate Credit amount (including any multipliers). The CREDIT entry will use the “GiftCard” credit type.
    • Ex: PAYMENT (Giftcard): GiftCard: Buyer's Name – Buyer’s Email – Buyer’s Phone Number - Payment ID
      • If the purchase was made for the family that was logged in, the CREDIT entry will appear on the correct family ledger.
      • If "This is a Gift for Somebody Else" was enabled, the CREDIT entry will appear on the “--, Gift Certificate” family account and will need to be adjusted.  The CREDIT will appear slightly different if it was purchased for a different family.
        • Ex: PAYMENT (Giftcard): GiftCard: Recipient's Name – Recipient's Email – Payment ID

          (See below for details on how to add the credit to the correct family and adjust the ledger.)

What the Ledger will Show If the Family Was NOT Logged In

If the family WAS NOT logged in when the Gift Certificate was purchased, all three of the entries noted above will be reflected on the “--, Gift Certificate” family account.  The Payment ID is included as part of the CREDIT entry so the payment and credit can be matched up by Staff if there are any questions:
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How to Adjust the Ledgers to Issue the Gift Certificate Credit

Staff members will need to VOID the “GiftCard” credit type entry and then recreate it on the appropriate family ledger. (The charge and payment need to remain on the generic ledger so everything balances and is reflected correctly on financial reports.)

  • Add the credit to the appropriate family:
    • Note or copy the title and amount of the CREDIT type line item entry from the “--, Gift Certificate” family ledger.
    • On the appropriate family ledger, click CREATE NEW PAYMENT.
    • For the Payment Title, enter the Title you copied from the “--, Gift Certificate” family ledger.
    • Choose the Credit Type “11. GIFTCARD.”
    • Enter the amount matching the corresponding entry on the “--, Gift Certificate” family ledger.
    • SAVE the Payment.
  • On the “--, Gift Certificate” family account, VOID the original Credit entry.

Need More Assistance?

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