Issue and use gift cards, vouchers and store credit
Issue a stored-value instrument, spend it at the till, and manage its balance.
Before you begin
- The company feature Loyalty and stored value is on.
- You have pos.configure. The Issue and Manage buttons show to company administrators.
- You are online. Stored value is always checked online.
- For store credit, you know the customer. Store credit belongs to one customer.
Three kinds, one list
| Kind | Menu | Notes |
|---|---|---|
| Gift card | Pricing & promotions > Gift cards | Anyone holding the token can spend it. |
| Voucher | Pricing & promotions > Vouchers | Can be spent in part: 50.00 can be used as 30.00 then 20.00. |
| Store credit | Pricing & promotions > Store credit | Belongs to one customer. |
Steps: issue
- Open the menu for the kind you need.
- Press Issue.
- Type the Opening value in AED (0 is allowed; no liability is posted).
- For store credit, choose the Customer ID. For others it is optional.
- Set Expires at if wanted. The company field rule for gift card and voucher expiry decides whether it is hidden, optional or required.
- Press Issue.
A banner shows the full token once, with a request to copy it now. Give it to the customer (print it or send it). The list shows only the masked code, for example GC-XXXX-1A2B, with Customer, Balance, Status and Expiry.
The full token cannot be shown again. The system keeps only a protected hash of it. If the customer loses the token, issue a new instrument and expire the old one.
The issue posts a liability journal for the opening value.
Steps: spend at the till
- On the payment screen press Gift card, Voucher or Store credit.
- Paste or type the token in the field.
- Press Apply. The tender takes the lower of the balance and the amount due.
- Pay any remainder with another tender, then Complete sale.
A balance of 100.00 against a bill of 80.00 leaves 20.00. The liability reduces and the receipt shows the masked reference. Two sales trying to spend the same balance at the same moment cannot overdraw it: one is accepted, one refused.
Steps: manage
- Press Manage on the row.
- The panel shows movements: Movement, Amount, Balance, Date.
- Choose an action:
- Recharge with an amount greater than 0 (active instruments only), posting a liability journal.
- Expire / breakage sets the balance to 0 and posts breakage income.
- Reverse a movement, for example one made by mistake.
- Close the instrument.
Refusals
| Situation | Message |
|---|---|
| Wrong or unknown token | 'Stored-value token is not valid.' |
| Token for another payment method | 'The token does not match this payment method.' |
| Expired | 'This stored-value instrument has expired.' |
| Not enough balance | 'Stored-value balance is insufficient.' |
| Store credit with no customer | 'Store credit belongs to a customer.' |
| Another customer's credit | 'This store credit belongs to another customer.' |
| Negative opening value | 'Opening value cannot be negative.' |
| Offline | 'Gift cards and store credit must be checked online.' |
| Recharge on an inactive instrument | 'Only an active instrument can receive a positive recharge.' |
| Reversing a movement made by a sale | 'Reverse sale-funded stored value through the original sale return.' |
Good to know
- A sale paid with stored value cannot be voided. Use a return: the amount goes back to the original instrument.
- The payment method needs a reference. A missing token gives 'Gift card needs a reference.'
- Stored-value balances never appear in full on receipts or in lists; only the masked code does.
- Tokens are tied to one company; another company's token is simply 'not valid'.
- If you turn off Loyalty and stored value, existing balances are untouched but cannot be spent until it is turned on again.