Gift Cards


You can offer Gift Cards to your customers that they can then use to pay for your products and services. Gift Cards can be used for in-app sales as well as for the B2B and POS sale channels. 



NOTE:

  • DEAR Gift Cards can NOT be used through third-party e-commerce channels such as Shopify or WooCommerce.
  • DEAR Gift Cards can only be issued in your store base currency. If being redeemed via POS or B2B, the outlet or portal currency must be the same as your base currency. 
  • Gift Cards, once enabled, will automatically appear as a product in your store and as a payment type during check-out.
  • B2B can only be used to redeem gift cards, not sell them.



Prerequisites


  1. Setting up Gift Cards in DEAR
  2. Generating Gift Cards
  3. Viewing Gift Cards
  4. Redeeming Gift Cards
  5. Importing Gift Card Data
  6. Giving Gift Cards as a Refund
  7. Cashing in/Refunding Gift Cards




Setting up Gift Cards in DEAR

[back to top]


Gift Cards must be enabled and set up in DEAR before they can be used for in-app sales or in POS or B2B sales channels. 




To enable Gift Cards in DEAR:

  1. Navigate to Settings -> General Settings -> Gift Card Settings
  2. Slide Enable Gift Card Support to yes
  3. Gift Cards can last indefinitely, or you can give them a default expiration date. To give Gift Cards an expiration date, slide Enable Gift Card Expiration to yes and select a Default Expiration Period. Available expiration periods are Year, Quarter and Month
  4. Save your changes. 



NOTE:  To be able to cash in/refund Gift Cards, Gift Card Refund must be enabled here. 




Generating Gift Cards

[back to top]


Once enabled in the Settings, a new item of type Gift Card will automatically appear in your inventory. Only one Gift Card item will be in your inventory at any time. Once enabled, Gift Cards can be generated during a sale. 




NOTE:  Gift Cards can only be generated in the DEAR app or in POS, not in the B2B sales channel. Gift Cards can still be redeemed in the B2B portal. 


NOTE:  Service sale should be used if no other products are being purchased at the time of generating the gift card or the sale order cannot be authorised. 



Generating Gift Cards in DEAR

[back to top]


Once enabled, Gift Cards can be generated during simple sales, advanced sales and service sales. Gift Cards are treated similarly to Service items or Additional Charges during a sale – if the Gift Card is part of a larger order, Simple Sale or Advanced Sale should be used; if the Gift Card is a standalone order Service Sale should be used. 


To generate a gift card in DEAR:

  1. Navigate to Sale -> Service Sale/Simple Sale/Advanced Sale
  2. Fill in the document header as described in Processing a Sale
  3. Check Skip Quote – Gift Cards can only be generated at the Invoice stage
  4. (In Simple Sale/Advanced Sale) Add additional products to the order
  5. Save the sale
  6. In the Invoice tab, click + Gift Card to open a pop-up window

  1. Enter a Gift Card Code manually (for example, if you have physical gift cards to give out to customers) or generate one automatically 
  2. The default expiration date selected in the settings will be shown in the Expiration Date field. This can be manually changed or deleted if required
  3. Enter the Gift Card Price
  4. Save the Gift Card
  5. Continue the sale as usual



Generating Gift Cards in POS

[back to top]


Gift Cards can be generated in the same way as a normal sale through POS. The Gift Card item will automatically appear in your store inventory once it has been enabled in the DEAR settings. 


See Point of Sale - Getting Started and Information for more about processing sales with POS. 


To generate gift cards in POS:

  1. In POS, search Gift Card to bring up the Gift Card item.

  1. Click the Gift Card item to open a pop-up window
  2. Enter a Gift Card Code manually
  3. A default expiration date will be provided. This can be changed manually or deleted if required
  4. Enter a Price
  5. Save the Gift Card
  6. Complete the sale as usual







Viewing Gift Cards

[back to top]


In the DEAR app you can view all Gift Cards that have been issued and their remaining balances. Gift Card can be cancelled from this screen. To alter Gift Card balances or load existing Gift Card data into DEAR, see Importing Gift Card Data


To view existing gift card balances:

  1. Navigate to Sale -> Gift Cards



To cancel a gift card:

  1. Navigate to Sale -> Gift Cards
  2. Check the selection box for the gift cards you wish to cancel
  3. Click Forfeit -> Selected Cards




Importing Gift Card data 

[back to top]


If you have existing gift card data from a previous system, you can import it in CSV form to DEAR Inventory. You can also use this functionality to change Gift Card balances once they have already been generated. 


To import existing Gift Card data: 

  1. In the DEAR app, go to Sale -> Gift Cards
  2. Click Import 
  3. You can click the + in Import Gift Cards to see the information you will need to input
  4. Download the Gift Card CSV Template and enter your existing data
  5. When the file is ready, Upload the CSV Template back into DEAR



To change Gift Card balances: 

  1. In the DEAR app, go to Sale -> Gift Cards
  2. Click Export -> Selected Cards/All active to download the Gift Card CSV Template
  3. Open the CSV file and make any changes to existing balances you require. 
  4. When the file is ready, click Import. Upload the edited CSV file.




Redeeming Gift Cards

[back to top]


Once enabled in the Settings, a Gift Card will appear as a payment method when processing a sale in the DEAR app or through the POS or B2B sales channels. 


NOTE: DEAR Gift Cards can only be issued in your store base currency. If being redeemed via POS or B2B, the outlet or portal currency must be the same as your base currency. 



Redeeming Gift Cards in DEAR

[back to top]


Gift Cards can be redeemed during any type of sale. 


To redeem a gift card:

  1. Go to Sale -> Simple Sale/Advanced Sale/Service Sale
  2. Fill in the document header as described in Processing a Sale
  3. Check Skip Quote in the document header – Gift Cards can only be redeemed at the Invoice stage and onwards
  4. Add items to the sale order
  5. Save the order
  6. In the Invoice tab, there will be an option to use a Gift Card as payment. Authorise the invoice first. 
  7. Click + Use Gift Card


  1. A pop-up window will open. Enter the Gift Card Code and click Check Gift Card to see the available balance. 
  2. Enter the Amount to redeem and click Save
  3. Continue the sale as usual 




Redeeming Gift Cards in POS

[back to top]


See Point of Sale - Getting Started and Information for more about processing sales with POS. 



To redeem a gift card in POS:

  1. In POS, add items to the order as usual
  2. Click Pay to check out

  1. Select Gift Card

  1. A pop-up window will open. Enter the Gift Card Code. If the amount to pay is greater than the gift card balance, the full gift card balance will be used
  2. Complete the sale as usual







Redeeming Gift Cards in B2B

[back to top]


Only pre-generated Gift Cards can be redeemed in B2B.


To redeem a gift card in B2B:

  1. Create a sale order in the B2B portal as usual
  2. When you have finished adding items to the cart, click the shopping cart item to view your order
  3. Click Checkout

  1. Go through the Checkout process entering your Account & Billing Details, Delivery Details, Shipping Method and Payment Method. 
  2. In Step 5: Confirm Order, you will have the option to Use a Gift Card

  1. Enter the Gift Card Code and click Check to check the balance 
  2. Enter the Amount of balance you wish to redeem and click Add to apply
  3. Complete the order



Giving Gift Cards as a Refund

[back to top]


Customers can be refunded in the form of Gift Cards. 



Giving refunds as a gift card is a two-step process. First, the refund value is used to generate a Customer Credit, which is turn used to generate a Gift Card. As Gift Cards cannot be generated in B2B, this functionality is unavailable in that sales channel. 



Giving Gift Cards as a Refund in DEAR

[back to top]



To give a refund in the form of a Gift Card:

  1. Go to Sale -> Sales and open a sale that has already been shipped and fully paid
  2. Go to the Credit Note tab
  3. Choose one or more items to issue a refund for (See Processing a Sale - Credit Notes for more information on refunds).
  4. Select + Customer Credit and enter the refund value


  1. Authorise the credit note
  2. Go to Sale -> Service Sale
  3. Follow the steps as in Generate Gift Cards in DEAR 
  4. In the Payment section, use the + Customer Credit option and select the Gift Card Liability account to load the refund value onto a new Gift Card
  5. Complete the sale as usual



Giving Gift Cards as a Refund in POS

[back to top]



See Point of Sale - Handling Returns for more about processing refunds with POS. 




To give a refund in the form of a Gift Card:

  1. Go to Sell -> Sales History and open a sale that has already been completed
  2. Select a customer or add a new one
  3. Click Return
  4. Select the item to be refunded and click Refund

  1. Choose to give the refund as Store Credit and Confirm

  1. Go back to the Register
  2. Follow the steps as in Generate Gift Cards in POS
  3. At the check out, use the Store Credit option to load the refund value onto a new Gift Card
  4. Complete the sale as usual





Cashing in/Refunding Gift Cards

[back to top]


Refunding of Gift Cards must be enabled in the settings before it can take place. 


NOTE:  Refunds can only be processed for unused Gift Cards, not partial balances


To cash in/refund a gift card in DEAR:

  1. In Settings -> General Settings -> Gift Card Settings, set Gift Card Refund to Yes
  2. Go to Sale -> Sales and select a completed gift card sale
  3. Complete the refund as for a usual sale. See Customer Credits/Refunds for more information.



To cash in/refund a gift card in POS:

  1. In DEAR, go to Settings -> General Settings -> Gift Card Settings, set Gift Card Refund to Yes
  2. In POS, go to Sell -> Sales History and select an unused Gift Card sale
  3. Click Return

  1. Select a customer or add a new one
  2. Select the Gift Card item
  3. Click Refund

  1. Choose how to refund the purchase (Credit Card, Cash, Customer Credit etc.)
  2. Confirm to complete the refund



See Point of Sale - Handling Returns for more about processing refunds with POS.