Overview

The set up of the Gift Card program in System Five can generally be broken down into a few key parts

  • Setup Wizard options
  • Category set up
  • Inventory item set up
  • Label set up

The Setup Wizard options enable the various parts of System Five. The category and inventory item set up allows the user to then start selling and redeeming gift cards. If there are pre-printed cards to be used for the gift card program, then a quantity load onto the part created is a good idea as this can be used in conjunction with Highs and Lows for reordering. If the gift card is just a normal sheet of paper run through a printer, then quantity control is not going to be needed.

Two important things to remember when ordering your gift card numbers
  1. The gift card numbers should not be less than six characters in length
  2. The number being used should NOT start with a 3, 4, 5, or 6 as this may cause confusion with other card types

The setup in this example is for printing a certificate on a regular piece of paper. If the user has some pre-printed cards, then the label design would just need to contain the transaction authorization number and new dollar values.

It is possible to have the gift card program set up to make use of an external payment provider such as FIS/Worldpay (Also known as Vantiv and Mercury Payment). This is a recommended way to set up the gift card program for use with System Five Polling or W.E.A.R. This type of configuration is beyond the scope of this document. 

Setup Wizard Configuration

The following section are all performed in the Setup Wizard

Setup Tools | Setup Wizard 

Tender Types

The Gift Card tender type must be enabled for the gift card program to work.

Invoice Setup | Tender types

  • Select the Enabled column on the Gift Card line to turn on the tender type



Please note that tender type G is Gift/Store Cards 


Credit Card Options

The credit/debit card verification options are to be enabled so that the tender screen shows the appropriate fields for the gift cards to be redeemed.

Credit/Debit Card Verification Options | Credit Card Info | Gift Cards

  • Enable the option Ask For Gift Cards
  • Enable the option G Gift Card



Gift Card Options

The gift card program options are enabled to tell System Five that these are now going to be in use.

Credit/Debit Card Verification Options | System Five Gift Card / Gift Certificate

  • Enable Use System Five Gift Card / Gift Certificate Program
  • Enable Print Labels when issued
  • Enable Print labels when redeemed
  • Enable Auto Sequence Gift Card Numbers
  • Enter a starting point for the gift card numbers in the Last Certificate Number field (If the field turns yellow, a matching card range does not exist)
Two important things to remember when ordering your gift card numbers
  1. The gift card numbers should not be less than six characters in length
  2. The number being used should NOT start with a 3, 4, 5, or 6 as this may cause confusion with other card types


Card Number Ranges

The card number range needs to be specified so System Five knows what card type is in use.

Credit/Debit Card Verification Option is | System Five Gift Card / Gift Certificate | Card Number Ranges | Barcodes

  • Specify the length of the card number in the Length column
  • Specify the first card number able to be used in the Start Range column
  • Specify the last card number able to be used in the End Range column
  • Leave the Pre-Amble column blank
  • Leave the Post-Amble column blank
  • Specify the letter for the gift card tender type in the Tender Type column
  • Specify the rule for the card number in the Mask column. Typically this is all zeros for the Length of the card number
  • Set the CheckSum column to N



Category Configuration

A category needs to be specified to contain the gift card parts to be sold. These parts cannot be mixed into a normal category as the setup for the financial posting is different from normal parts.

Setup Tools | Configuration | Category Setup

  • Select an appropriate Main Category to put the Gift Cards in. If one does not exists, create it.



Add a new subcategory into the main category for the gift cards
  • Set the Name column to a description that makes sense for the business
  • Set the Type column to Gift Card
  • Set the Income column to a liability account. (Make sure the account does not already exist for another purpose)
  • Set the Cost column to the same account as Income. (No cost is entered on the part itself)



Inventory Item Configuration

An inventory item must be created so that gift cards can be sold to customers

Inventory and Purchases | Inventory | New Item

  • Select the Main/Sub Category for the part
  • Specify the Part Number
  • Select Create



As there are many different taxes in different places around the world. Please check with your accountant to find out if you must disable the taxes on the gift card part.
  • Go to the Taxes tab
  • Turn off the taxes. (This is correct for Australia as the tax is collected when the card is redeemed for goods)



Setting the part as a Miscellaneous Part should ONLY be done where a label is printed on plain paper each time one is sold. If there is special paper or pre-printed cards, that need to be ordered, a manual adjustment should be done to place a quantity in stock. The high and low quantities should be set up as well so the part shows in the Required Order report when the quantity is low.
  • Go to the Misc Part tab
  • Select %% Misc Part (cost is a percentage of Selling Price) * Set the Percent field to zero




Label Configuration 

The label needs to be set up so the user has something to present to the customer when a gift card is purchased. This page is not a tutorial on form/label design. Setup Tools | Printing Options | Form and Label Designers | Label Designers | Label Size Setup * Create a new label size that is slightly smaller than an A4 page *



  • Setup Tools | Printing Options | Form and Label Designers | Label Designers | Gift Card and Certificate Label Designer**
  • Create a new gift card label using the label size set in the previous step
  • In this example, the following variables are used
    • Gift Card Transaction Date
    • Gift Card Number
    • Gift Card Operation
    • Gift Card Transaction Amount
    • Gift Card Authorization
    • Gift Card Balance
    • Multiple Text and Rich Text fields for extra information



Checklist

  • You have printed out the appropriate documentation on setup
  • - Gift Card Setup help file topic, with the setup wizard settings you need to select
  • - Gift Card Part Setup help file topic, with information on the gift card category setup
  • - KB504 the knowledge base topic on how to set up gift certificates
  • - This document for screenshots of additional settings
  • Use System Five Gift Card option is selected in the Setup Wizard.
  • Use Mercury Payment Gift Cards are not selected
  • Ask for Gift Cards option is selected in the Setup Wizard
  • - The Tender Type “G Gift Card” is checked off under gift cards
  • - Warning: The Tender Type “G Gift Card” can not be checked off under the other tabs here (Credit Cards, Cheques, Debit/Bank Card


Gift Certificate Settings

  • Auto Sequence Gift Card Numbers are not selected unless you are using non-pre-numbered gift certificates.
  • The field in the Last Certificate Number does not show in Yellow.
  • If the field shows in Yellow then there is not a valid gift card range defined


Printing the Gift Card / Gift Certificate Labels

In the previous steps you will have checked the check boxes in the setup wizard to
  • Enable Print Labels when issued
  • Enable Print labels when redeemed
  • You will also need to open the printer setup in System Five and highlight the printer that will be used to print the labels or certificates. Regardless of the printer being used (Label Printer or Full Page Laser Printer), you will need to select the appropriate printer and check the box next to "Default Label Printer". If a default label printer isn't selected you won't be able to print the Certificate or label.


Once all these steps are performed the gift certificate window will pop up and allow you to print and authorize the issuing of the gift card.

You shouldn't have to enter anything there other than to click the print button, which will populate the next gift certificate number and print the certificate.

Once the certificate prints you must click the Authorization button to return to the invoice.

Once you are returned to the invoice, the invoice balance will adjust and the gift card item number will change to the number on the gift certificate.


NOTE :   You can only issue the gift certificate from an AR or CASH invoice. It cannot be issued from any other invoice type.




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