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NOTE: This feature is available in the Professional and Enterprise versions of both Spectra and Stratus Desktop.

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HERE’S A FLASH FOR YOU!

Gift cards can now be purchased from TSYS (U.S. ONLY). These gift cards can be used like any other credit card. TSYS gift cards can be used for any purchase, including InSpiredByYou purchases and online booking. These gift cards are handled a little different than traditional gift certificates so make sure to read the TSYS Gift Cards topic if this is the option you’re using.

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Setting Up Gift Certificates #

Create a Gift Certificate in your Price List #

In order to issue gift certificates you must create at least one gift
certificate item in your price list. See Price List for more information.

Create a new item in your price list.

Enter the description of the gift certificate.
This is what will appear on invoices.
Only enter the price if you have pre-set pricing
levels for your gift certificates, otherwise leave it at $0.00.
Go to the Miscellaneous tab to enter the remaining info.

Under the Gift Certificates section, check the Gift
Certificate box.
Only check Auto-Assign
Gift Cert Number if you want the software to assign the number when
you issue a gift certificate. If you use pre-printed gift certificates
with numbers on them, then you don’t want the software to automatically
assign a number. You will manually assign the number when you issue
the gift certificate.
Check Auto Email After First Payment to have the software automatically send an email to the client who purchased the gift certificate after you record their payment for the certificate. Need help creating this email? We’ve got you covered! Check out the HTML email labeled SAMPLE: Gift Certificates in your database after the 2019 upgrade! Note: This HTML email must use the Data Type Invoice Detail to show in the dropdown.
If you’re using the Quickbooks Destop
or Simply Accounting
integration with Spectra, enter a G/L
Sales Account.
This will be an account in your accounting software that will track
the amount of gift certificates outstanding.

Create a Gift Certificate Payment Method #

In order to redeem gift certificates that have been issued you must
create a corresponding payment method in the Payment
Method Maintenance.
See Payment
Methods for more information.

Go to Maintenance
> Invoice > Payment Methods.
Create a new payment method and enter a description.
For the Payment
Type, choose Gift
Certificate.
Enter the first CC number if you are using gift
certificate cards with magnetic stripes.
If you are using the Quickbooks Destop
or Simply Accounting
integration, enter a G/L Deposit Account.
This should be the same account you used in the price list for the
G/L sales account for the gift certificate.

Managing Gift Certificates #

Issuing Gift Certificates #

To issue a gift certificate, create a new invoice and include
the gift certificate item. See also: Invoice How To’s

Open the client record, or create a New
Client.
Create a new invoice.
On the Order
Detail tab of the invoice,
select the gift certificate item that you created in your price list.
The software will automatically assign the number if
you selected that option. Otherwise, enter a unique gift certificate
number at this time.
Enter the amount of the gift certificate in the
price field.
Do not enter a quantity of more than 1. If you
need to issue more than one gift certificate, you must add second line
item so that the software can record the gift certificate number.
When the first payment is recorded, the software will automatically send the client an email at this time. This email can contain information such as the Gift Certificate Number as well as confirming its balance. This feature can be enabled from the Price List Item Detail on the Miscellaneous tab.

Redeeming Gift Certificates #

A gift certificate can only be redeemed after it has been issued. To
redeem a gift certificate you must create a new invoice for the items
being purchased and then use the gift certificate as a full or partial
payment. See also: Payments and Refunds

Create a new invoice for the products that the
customer is purchasing.
Save the invoice and then create a new payment.

In the payment method
select Gift Certificate.
Enter the payment amount.
Enter the gift certificate number and click Verify.
The software will display the remaining balance on
the gift certificate. If the software does not find the gift certificate
number you cannot save the payment.
You can partially redeem gift certificates and
the software will keep track of the remaining balance.

Checking a Gift Certificate Balance #

Under the Tools menu, there
is an option to Check Gift Certificate
Balance. Simply fill in the gift certificate number (or scan a
card) and click OK. The software will
tell you what balance, if any, is left on the gift certificate and if
a gift certificate with that number exists.

Gift Certificate Reports #

There are two reports that track Gift
Certificate Activity and Gift
Certificates Outstanding. If you’re using separate accounting software,
the gift certificate’s outstanding total should match your G/L account
that is tracking the gift certificates in your accounting software.