How to Manage Gift Card Balances Manually

This guide provides step-by-step instructions on how to manually add or deduct money from a gift card using the Point of Sale (POS) system. It also includes information on setting up employee permissions to use the Advance feature.

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Table of Contents

1. How to Access the Gift Card Feature
2. How to Add Money to a Gift Card Manually
3. How to Deduct Money from a Gift Card Manually
4. Setting Up Employee Permissions for the Advance Feature
5. Frequently Asked Questions (FAQ)

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1. How to Access the Gift Card Feature

To begin managing a gift card manually, follow these steps:

1. Open the POS system.
2. Locate the Gift Card button (this may appear on Screen 2 of the home screen, depending on your setup).
3. Click the Gift Card button to proceed.
4. The Enter Gift Card screen will open.
5. Swipe the gift card or manually enter the gift card number.
6. Once entered, press OK to access the Gift Card Information screen.
7. On the Gift Card Information screen, find the green “Advance” text located at the top right.
8. Click Advance to open the Special Function Advance menu, where you can add or deduct money manually.

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2. How to Add Money to a Gift Card Manually

To manually add funds to a gift card:

1. From the Special Function Advance menu, locate the green Add Money to the Gift Card Manually button.
2. Click the green button.
3. A screen will appear prompting you to enter the amount to add manually.
4. Input the desired amount and click the blue OK button.
5. Upon success, the system will display the following information:
   • Card number
   • Previous balance
   • Add Amount Manually
   • New balance
   • A DONE (Print Receipt) button
6. Click DONE (Print Receipt) to finalize the transaction and print a receipt if needed.

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3. How to Deduct Money from a Gift Card Manually

To manually deduct funds from a gift card:

1. From the Special Function Advance menu, locate the red Deduct Money from the Gift Card Manually button.
2. Click the red button.
3. A screen will appear prompting you to enter the amount to redeem.
4. Input the desired amount and click the blue OK button.
5. Upon success, the system will display the following information:
   • Card number
   • Previous balance
   • Remove Amount Manually
   • New balance
   • A DONE (Print Receipt) button
6. Click DONE (Print Receipt) to finalize the transaction and print a receipt if needed.

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5. Setting Up Employee Permissions for the Advance Feature

To use the Advance feature for gift cards, employees must have the appropriate permissions. Follow these steps to set up permissions:

1. Open the POS Dashboard.
2. Navigate to the Employee section.
3. From the menu, select Manage Permission Group.
4. On the right side of the screen, locate the Point of Sale section.
5. Find the Gift Card subsection.
6. Check the box labeled Allow to Use Advance Feature.
7. Save the changes to grant permission to the selected employee or group.

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Frequently Asked Questions (FAQ)

Q: What should I do if the Gift Card button doesn’t appear on the home screen?
A: Check if the button is displayed on Screen 2 of the POS home screen. If it’s still not visible, contact your system administrator to ensure the feature is enabled.

Q: Can any employee use the Advance feature?
A: No, only employees with the “Allow to Use Advance Feature” permission enabled in the POS Dashboard can access this functionality. See the permissions setup section for details.

Q: What happens if I enter the wrong amount to add or deduct?
A: Before clicking the blue OK button, double-check the amount. Once confirmed, the transaction is processed, and you may need to perform a reverse action (e.g., deduct if you added too much) to correct it.

Q: Can I print a receipt after adding or deducting money?
A: Yes, after completing the transaction, click the DONE (Print Receipt) button to print a receipt for your records.