Gift Certificates | House Accounts

Option 1: Use One Folio to Track Gift Certificates

Use one House Accounts Folio to track all Gift Certificates purchased and redeemed. If you use this method then the folio will remain open and all gift certificates purchased would be tracked in one folio. It is important to remember that although the folio remains open, each transaction needs to be balanced with a payment, allowing it to clear night audit. This option is convenient if you do not sell many gift certificates per year and you want an "at a glance" view of all of the gift certificates sold. TIP: If the folio becomes too long, you can create a new folio to archive older transactions. For example, create a folio called "GC Jan-June 2016" and use the "Transfer Checked Items" to move the past transactions in that date range and then close the folio.

To Set up one House Account Folio for Gift Certificates, follow these steps:

Click Add New Folio Name the Folio. Use something like "Gift Certificates Purchased" Select the Inventory Item you created to always charge to the Gift Certificate Folio. When Setting up a new folio, you have the ability to indicate which charges should automatically be charged to that folio. This can be changed manually at time of charge, bu this is a convenient way to ensure the charge goes to the correct folio. When you Add a Charge, it will automatically post to the Primary Folio unless have created another folio and chosen it when applying the transactions. Click Save. The new "Gift Certificate" Folio now appears in the House Folio Account

Option 2: Create a new House Account Folio for each Gift Certificate sale

Use one House Accounts Folio to track all Gift Certificates purchased and redeemed. If you use this method then the folio will remain open and all gift certificates purchased would be tracked in one folio. It is important to remember that although the folio remains open, each transaction needs to be balanced with a payment, allowing it to clear night audit. This option is convenient if you do not sell many gift certificates per year and you want an "at a glance" view of all of the gift certificates sold. TIP: If the folio becomes too long, you can create a new folio to archive older transactions. For example, create a folio called "GC Jan-June 2016" and use the "Transfer Checked Items" to move the past transactions in that date range and then close the folio.

Click Add New Folio Name the Folio: Since this is for an individual sale, use the name of the person and/or the word GC for Gift Certificate for easy searching. The name of the folio depends on what works best for your system. Select the Inventory Item you created to always charge to the Gift Certificate Folio. When Setting up a new folio, you have the ability to indicate which charges should automatically be charged to that folio. This can be changed manually at time of charge, bu this is a convenient way to ensure the charge goes to the correct folio. When you Add a Charge, it will automatically post to the Primary Folio unless have created another folio and chosen it when applying the transactions. Click Save. The new "Gift Certificate" Folio now appears in the House Folio Account

To use the House Accounts for Gift Certificates, go to FRONT DESK | HOUSE ACCOUNTS to set up, manage and print House Folio accounts. The Primary Folio serves as your main House Account Folio and will always display as the default when you go to the House Accounts.

• Remember each folio must be balanced in order to complete night audit, so be sure to make charges and take payments in the correct folios. If you are using a daily folio or have a one-time charge, you can close the folio after it is balanced. The transactions will be recorded and viewable in the Transactions Report. See See Folio and Night Audit
• After a folio is closed, it can be located by using Search Folio