- To find out when you sold a Gift Certificate, choose Reports |Accounting | Transactions and choose the date range desired and the Transaction Type ("Gift Certificate Sold") and a list of all the Gift Certificates you SOLD will appear with specific Sale reference information.
- To find out when and to whom you redeemed a Gift Certificate, choose Reports |Accounting | Transactions and choose the date range desired and the Transaction Type ("Gift Certificate Redeemed") and choose the date range desired. A list of all the Gift Certificates you REDEEMED will appear with the note containing the Gift Certificate number.
Make a list of the Gift Certificates you sell - using the numbering system you like. In one column, write the Gift Certificate number; in another the Date Sold; in another the Quantity (in $$); in another the Date Redeemed. Many of our properties use a spreadsheet (MS Excel) to list the Gift Certificate they are selling and the date at which they were redeemed.
You could also use a use a numbering system that will "link" the two transaction together. This could be a numbering system you create or the Folio # of the House Account Folio For example, if you create your own numbering system, it could be based on the date sold like 051316 for May 13, 2016. Or,you could use the Folio # from the Gift Certificate Sale in House Accounts.
It's good practice to update your spreadsheet of Gift Certificates when you sell and redeem them. Reports can help you balance your Gift Certificate program. There are two ways to do this in MyPMS:
- To find out when you sold a Gift Certificate, choose Reports |Accounting | Transactions and choose the date range desired and the Transaction Type ("Gift Certificate Sold") and a list of all the Gift Certificates you SOLD will appear with specific Sale reference information.
- To find out when and to whom you redeemed a Gift Certificate, choose Reports |Accounting | Transactions and choose the date range desired and the Transaction Type ("Gift Certificate Redeemed") and choose the date range desired. A list of all the Gift Certificates you REDEEMED will appear with the note containing the Gift Certificate number.
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Managing Gift Certificates On a Daily Basis
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Gift Certificate Transactions will appear on on several Reports in MyPMS. Depending on the information that you need, you can use these reports to get a summary of sales or a detailed report of Gift Certificates sold and redeemed. - Gift Certificates Sold: Since these are sold as Inventory Items, the sale of these items will appear on the Managers Report, Transaction Summary Report, Transactions Report and the Item Analysis Report
- Gift Certificates Redeemed: When a Gift Certificate is Redeemed it is applied to a folio as a payment and set up as a "Non-Credit Card" Receipt Type. the payment will appear on the Managers Report, Transaction Summary Report and Transactions Report.
To track how many gift certificates are outstanding and have not been redeemed, use the Transactions Report. Using the same date range, run a report for Gift Certificates Sold and then Gift Certificates Redeemed. Then compare the two reports and cross reference the two reports to determine which Gift Certificates sold have not been redeemed. This information can also be transferred and tracked in another system like MS Excel. |
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Managers ReportGo to REPORTS | MANAGERS | MANAGERS REPORT. For more details, see Managers Reports |
Gift Certificates Sold Displays sales under Folio Charges/Income
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| Gift Certificates Redeemed Displays under Non-Credit Card IncomeImage Added Click image to enlarge |
Transactions Summary ReportGo to REPORTS | ACCOUNTING | TRANSACTION SUMMARY. For more details, see Transaction Summary Report |
Gift Certificates Sold Displays sales under Folio Charges/Income
Image Added | Gift Certificates Redeemed Displays under Non-Credit Card Category Image Added |
Transactions ReportGo to REPORTS | ACCOUNTING | TRANSACTIONS. For more details, see Transactions Report
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Gift Certificates Sold To run a report with only the Gift Certificate Transactions, use the following settings. You can also run a report for all transactions in the date range.
Transaction Category: Choose your Transaction Category Ie. Gift Certificates. See Inventory Groups Transaction Type: Choose the name of your Gift Certificate.Ie. "Gift Certificate". See Gift Certificates | Setup
Image Added Click images to enlarge Image Added | Gift Certificates Redeemed To run a report with only the Gift Certificate Transactions, use the following settings. You can also run a report for all transactions in the date range. Transaction Category: Choose Transaction Category, "Non-Credit Card"
Transaction Type: Choose the receipt type. Ie. "Gift Certificate Redeemed". See Gift Certificates | Setup
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