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Add an Inventory Item for each Gift Certificate
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you sell. If you only have one, then set up one inventory item. Call it something like "Gift Certificate". If you have more than one, then call it something like "Gift Certificate Spa", "Gift Certificate Accomodation". Remember that the description will be see by guests on folios so pay attention to formatting like capitals, etc.
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Create and an inventory item called something like "Gift Certificate Sold". You can enter a default amount or the total cost of the Gift Certificate can be entered at the time it's sold.
Step 2: Set up a Receipt type that you will use to record the payment when the Gift Certificate is redeemed.
Step 3: Set up House Account Folio. There are two options, see details below.House folios have the same functionality as the Guest folios, however they are NOT linked to a room number or Guest. House Account folios are useful when you have items other than Room related charges such as meals, point of sale items.
This can be for an existing guest or for daily charges in a gift shop or restaurant. You can create as many folios as you need and each folio will function independently using the basic folio operations.
First, go to House Accounts and either use the Folio setup for Add a Folio called something like "GC Kim Johnson". Tip: Include the name of the person in the Folio Name and/or the # you created for your numbering system like "GC Kim Johnson 103116".
STEP 1: Set up Inventory Item and Receipt Type
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The Item will now appear in the Inventory Item List and be available in the Add Charge drop-down list in the Folios.
ADD INVENTORY ITEM Click to enlarge image | INVENTORY ITEM LIST Click to enlarge image |
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Then create the new Receipt Type.that you will use to record the payment when the Gift Certificate is redeemed. Call it
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something like "Gift Certificate Redeemed". NOTE: DO NOT "Publish to Internet" if you don't want guests using this for an online booking with a Gift Certificate, as there is no way to monitor its appropriate use online.
STEP 1: Set up Inventory Item and Receipt Type
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STEP 2: Set up House Accounts Folio for Gift Certificates
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The Receipt Type will now appear in the Receipt Type List and be available in the Add Payment drop-down list in the Folios.
ADD RECEIPT TYPE Click to enlarge image | RECEIPT TYPE LIST Click to enlarge image |
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There are two ways to use the House Accounts to sell Gift Certificates. House Account Folios have the same functionality as the Guest folios, however they are NOT linked to a room number or Guest. Therefore, a House Account Folio can be set up for one transaction or kept open to record multiple transactions in the same Folio. The option you choose depends on factors like how many gift certificates you sell and how you want to track the Transactions. Here is an overview of the two options. For details on using each option, see Gift Certificates | House Accounts
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width | 30% |
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title | Gift Certificates |
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To use the House Accounts for Gift Certificates, go to FRONT DESK | HOUSE ACCOUNTS
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To see step-by-step instructions on how to sell a Gift Certificate in House Accounts using either option, see Gift Certificates | Sell