Gift Certificate Manager

Administrator

Reference Guide

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I. MAINTENANCE

1. Add/Edit Users Ø The Add/Edit Users form allows you to define who are users and what

functions they have access to. Ø Under the Type heading, select either “1” or “99” for each user. Those

users who are type 1 are users ONLY and will only have access to the functions that are checked. Those users who are classified as a type 99 are considered “Master Users”. All boxes for type 99 will automatically populate giving them access to all functions listed.

Ø The Name is the name of the user and the Password can be whatever you

want it to be.

Ø Use the Add and Remove buttons to add or remove a user.

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2. Add/Edit Sites Ø When Adding or Editing a Site, it is important to remember that some of

the folders and functions shown in the below screen shots are for single sites, while others are for multi-site only. For example, the Sales Categories folder only applies to a single site. The others shown are for both single and multi-sites.

Ø In the Site Data folder enter your “Site Name” in the field provided.

Ø The “Site #” should always be a 4-digit number, especially if your “Site

Type” is a Dial-Up.

Ø The Site Types are as follows:

! Dial-Up is used for a Local Area Network (LAN) acting as a credit card driver to authorization for multi-sites.

! Network is selected when working in a SINGLE-SITE establishment.

The term “network” can be a bit misleading for a single site, however, it’s indicative of the network that exist between the host computer and the terminals, which are considered “sites” in this case. When Network is selected you must also enter where the data is found in the Net Location field as shown in the above example by the yellow arrow.

! Direct File is another multi-site function, but is used for a Wide Area

Network (WAN). For both Dial-Up and Direct File the “Net Location” will not be available for input, therefore, the field will be shaded as is shown below.

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NOTE: The Direct File option is very rarely used any longer. Most all accounts are using either Dial-Up or Network only. Ø Sales Categories – This option is no longer used.

Ø Site Address – This is where you enter your business address, phone

number and fax number. Ø Listing – This folder lists all of the sites which have been defined, their site

#, and their Network Data Path. See the below screenshot for an example.

3. Add/Edit GC Types Ø The GC Style Name is the type of gift certificate you are creating. This could

be your basic gift certificate that is sold to customers, a GC for a certain charity, or maybe one issued for employee meals.

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Ø You have the options to decide if the GC Requires Verification and/or if it is Corporate Issued by selecting the Yes or No options provided.

Ø The GC Number Type determines the format of the GC Number. If

Alpha/Numeric is selected, use the letter “A” to represent the position of a letter and the number “9” for the position of the number. So the format for an alpha/numeric might read “A9A99” if the number length were set at “5”.

Ø Since the below screenshot has Numeric Only selected, and the GC Number

Length is set to “3” for this particular GC Style, the GC Number Format is illustrated by using “999”.

Ø The Starting Number represents the number of the first GC. It is important

that the starting number selected be the length specified. In the above example, the starting number MUST be a 3-digit number, “100”, since that is what the length was set at.

Ø The GC Sold Payment # and the GC Redeemed Payment #, in the above

screenshot, MUST BE THE SAME as the payment numbers you have defined in your POS System.

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Ø Once you have defined all the GC Types, you can select the Listing folder to

view the names, the Max Lengths of each GC type, their Format and the Starting Number for each, as is illustrated in the above screenshot.

4. Add/Edit Customers Ø This is where you can build a customer database by entering those customers

who purchase gift certificates. Ø You may also access this form when Selling a Gift Certificate to enter new

customer information. Ø The Listing folder, as with the other functions mentioned previously,

displays a list of all the customers and their contact information.

5. System Setup Ø Enter your Corporate Name in the field provided. Ø Determine if you would like to Confirm Sales.

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Ø Select the Login Type you prefer. If Menu is selected, you will login one time only at the beginning of the program. If Function is selected, you would login each time a new function or form is opened.

Ø The Master Password is just that – a password for the Master User.

6. Backup Ø Here you can determine the Backup Drive for your data.

7. Restore Ø Here you can determine the Restore Drive for your data.

8. Reindex Databases Ø This function allows you to rebuild the index that has been previously

defined. 9. Pack Data Files Ø This is very similar to emptying your Recycle Bin in Windows. When records

are first deleted they are “marked” for deletion within their data file. When you Pack the Data Files, those records marked for deletion are permanently removed (ie) emptying your Recycle Bin.

10. Duplicate GC Check Ø This function searches for duplicate gift certificate numbers that may have

been previously generated mistakenly.

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11. Recalculate GC Values Ø With this function, you can recalculate the value of a gift certificate or group

of gift certificates if, for example, there have been a number of transactions or editing for the GC or group of GCs.

12. Check Incomplete Issues Ø This only applies in a WAN situation. This function indicates any partial

transaction that has taken place for a particular store. II. TRANSACTIONS

1. Receive Gift Certificates Ø Before you can sell any gift certificates, you MUST Receive them. The below

screen shot is a sample of the receiving form. Ø You would first select the Gift Certificate Type from the drop menu

provided, which will list all the types you defined in the Add/Edit GC Type section mentioned earlier.

Ø The Starting # and Ending # are also based on what you determined in the

Add/Edit GC Type section.

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2. Issue Gift Certificates Ø This function allows you to issue a range of gift certificates to different sites if

you’re a multi-site OR different areas like Hostess, Bar, etc. if you’re a single site.

Ø Simply select the Type, who you are issuing to, and the range of gift

certificate assigned to that site.

Ø Once information has been entered, select the Issue button to complete the

transaction. Ø The Listing folder lists all locations that gift certificates have been issued to. 3. Sell Gift Certificates Ø Here is where you Sell your Gift Certificates! Ø Simply choose the Type of GC you are selling. Ø If the customer is already in the system, choose the customer from the drop

menu provided in the corresponding field. If not, click on the “New Customer” button and enter the customer’s contact information.

Ø The Customers folder is where you can edit existing customer information

and the Listings folder shows all customers who have purchased gift certificates.

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Ø Select the Starting # of the GC sold, the Quantity of GCs, the Value and the

Payment Type. Ø The Account # above should reflect the account number of the payment

media used. This is strictly for a record of the account number for future reference.

Ø Once the information is complete, click on the “Sell” button. 4. Check GC Balance Ø This will check the balance of the gift certificate designated in the below field.

Simply click on search and the balance will appear.

5. (De)Activate Gift Certificates Ø This function allows you to Deactivate a gift certificate in the case of theft or

loss.

Ø If the gift certificate is found, you can Reactivate the gift certificate using this

same function.

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6. Edit Daily Transactions Ø You can actually Edit GC Transactions using this function. You may need to

Edit a GC, for example, if a server were to apply a credit to the wrong GC number.

Ø Simply enter the GC number you wish to Edit in the below field.

Ø The below forms will appear after the Search is complete. Ø Click on the Edit button at the bottom of the form and the following form will

appear.

Ø Make any changes necessary then click “Done”.

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7. Update Daily Transactions Ø This applies to Single sites only. The function here is to update the

transactions for a given day at that particular site.

8. Export GC File Ø This function updates the day and exports data to the other terminals (or

sites) in a Single Site business. III. FILE

1. Print Reports Ø Below is a list of the different Reports available with GC Manager.

Screenshots and descriptions of each will be added at a later date.