Gift Card

(for Cashiers and Store Managers)

1 Introduction

This guide outlines the key steps for handling gift cards in your POS, from purchase and recharge to usage, refunds, and status management, ensuring efficient and compliant operations.

2 Basic Gift Card Operations

2.1 Gift Card Purchase

2.1.1 Entry Points

• Main Menu: After logging into the POS, navigate to【Gift Card】→【Purchase Card】
• Quick Entry: Use the【Purchase Card】button on the ordering or checkout page for quick access.

2.1.2 Steps

1. Select Card Type:

   • E-card: Supports personal use or gifting, requiring the cardholder’s name and email (recipient information is also required when gifting)
   • Physical Card: Scan or enter the card number to bind and complete the purchase.

2. Choose Denomination:

   • Preset Amounts: Select a fixed denomination provided by the system (e.g., $50, $100, $200, etc.)
   • Custom Amount: Click【Custom】to enter a custom amount (must meet the minimum/maximum limit requirements, amounts below the limit will prompt “Minimum Gift Card amount: $10.00”)

3. Apply Promotions: Purchase promotions (e.g., “Buy $100 Get $150”) are automatically applied, showing the discounted amount in real-time

4. Complete Payment:

   • Select a payment method (gift card payment not allowed for this step)，, and enter the payment amount (full payment by default)
   • After payment is completed, the e-card is automatically sent to the reserved email, and the physical card is bound and activated.

2.1.3 Tip and CC Fee Collection

• Tip Collection:

  • Tips can be entered through the Adyen device during payment, or select “Change as Tip”;
  • With a tipping secondary screen, tip amounts can be entered through the secondary screen, and tips are recorded in the payment method’s tips field;

• CC Fee Collection: When paying by bank card, CC fees are automatically collected according to device settings and recorded in the payment method’s cc fee field.

2.2 Gift Card Top-up

2.2.1 Entry Points

• Main Menu: Click【Gift Card】→【Top-up】
• Quick Recharge: After checking balance, click【Fast Reload】for quick Top-up.

2.2.2 Steps

1. Enter Card Number: Scan or manually enter the card number to view balance.

2. Select Recharge Amount:

   • Preset Amounts: Select a fixed recharge amount (e.g., $50, $100, etc.)
   • Custom Amount: Click【Custom】to enter an amount within limits.

3. Complete Payment: Select a payment method. After successful payment, the system updates the card balance in real-time, supporting printing the recharge receipt or sending it to an email.

2.3 Checking Balance

2.3.1 Entry Points

• Main Menu: Click【Gift Card】→【Balance】
• At Checkout: Click【Check Gift Card】to enter the card number directly.

2.3.2 Steps

1. Enter Card Number: Scan or manually input the card number.
2. View Details: See balance, status (active, frozen, expired, refunded), and expiration date.
3. Print Receipt: Click【Print Balance】to get a receipt showing card details.

3 Gift Card Consumption and Refunds

3.1 Manual Consumption Deduction

3.1.1 Entry Point

• Click【Gift Card】→【Consume】tab to access manual usage.

3.1.2 Steps

1. Enter Card Number: Scan or input the card number to check status (must be active).
2. Enter Information: Fill in the third-party transaction number (optional) and enter the deduction amount (must be ≤ card balance）
3. Confirm Deduction: Click【Charge】to deduct, view updated balance, and clear the card number for the next use.

3.2 Consumption Refund (Reverse Deduction)

3.2.1 Entry Points

• Click【Gift Card】→【Consume Record】, find the transaction, then click【Refund】(requires refund permission).

3.2.2 Steps

1. Verify Information: A pop-up displays the transaction amount, transaction time, gift card number, and current card balance
2. Enter Information: Select refund reason and add remarks (optional).
3. Complete Refund: Click【Refund】to credit the amount back to the card, the card balance increases in real-time, and prints a negative-value receipt.

3.3 Order Refund to Gift Card

• During order refunds, select【Refund to Gift Card】
• Enter the gift card number and confirm the refund amount. The refunded amount is credited to the card, and a receipt is printed.

4 Gift Card Status Management

4.1 Freezing and Unfreezing

4.1.1 Freezing

1. Check Card Status: Enter the card number to confirm the card status is【Normal】
2. Initiate Freeze: Click【Card Operate】→【Freeze】, add freeze remarks.
3. Confirm Freeze: Click【Confirm Freeze】and the system freezes the gift card. After freezing, the card status changes to【Frozen】, making it unconsumable.

4.1.2 Unfreezing

1. Check Frozen Card: Enter the card number and confirm the card status is【Frozen】
2. Initiate Unfreeze: Click【Card Operate】→【Unfreeze】, view freeze details, add unfreeze remarks.
3. Confirm Unfreeze: Click【Confirm Unfreeze】to return the card to【Active】status.

4.2 Card Refund

4.2.1 Entry Points

• After querying the gift card, click【Card Operate】→【Refund Card】(requires permission).

4.2.2 Steps

1. Verify Information: Display the card’s cash balance and gift balance (gift amounts are non-refundable)
2. Enter Information: Select refund reason and add remarks.
3. Complete Refund: Click【Refund Card】to return the cash balance, change card status to【Refunded】, open the cash drawer, and print the refund voucher.

4.3 Transaction Records

• Entry: Click【Gift Card】→【Transaction Records】

• Filter Queries:

  • By Date: Select the start and end dates for the query, default shows all gift card transactions in the store.
  • By Card Number: Enter a specific gift card number to display only the purchase, recharge, consumption, and refund records for that card.

• Record Display: Show transaction time, transaction type, amount, card number, card status, operator, operation terminal, etc., and support reprinting the corresponding voucher.

5 Gift Card Information Modification and Exception Handling

5.1 Information Modification

5.1.1 Change Cardholder

1. Query Gift Card: Enter card number and click【Change Cardholder】
2. Enter New Info: Update phone or email (at least one must be filled).
3. Confirm Change: Validate that phone/email belong to the same member; if not, it will prompt an error.

5.1.2 Resend Email

1. Query E-Gift Card: Enter the card number and confirm the cardholder’s email
2. Initiate Resend: Click【Resend Email】to send card details again.

5.2 Handling Payment/Refund Exceptions

5.2.1 Query Unsuccessful Transactions

• Entry Points:

  • Gift Card Page: Click【Check Unsuccessful Payments/Refunds】
  • Order Hub: Click【Payment Exception Bills】tab (permission required).

• Filter Queries: Supports filtering by time, card number, payment type (in payment/refunding), transaction person

• Handling Actions:

  • Check Payment Status: Click【Query Payment Status】, automatically query on the cashier page, update status if successful, or mark failure reason if failed.
  • Cancel Order: Confirm unpaid/unrefunded status and click【Cancel Order】to void the local order

5.2.2 FAQs

• Purchase Amount Error:
• Check if the custom amount meets the minimum/maximum limit, adjust the amount to comply with the limits.
• Gift Card Cannot Be Used:
• Confirm card status is “Normal”. If “Frozen/Expired/Refunded”, address the respective status issue first.
• Balance Not Updated After Refund:
• Refresh the transaction record page or re-query the gift card balance, contact technical support if necessary.
• Email Not Received for E-Card:
• Check if the reserved email is correct, click “Resend Email”, and verify if the email is blocked as spam.

6 Printing Receipts

6.1 Receipt Types

Type	When to Print	Key Information
Purchase Receipt	Automatically printed after purchase payment, or manual reprint	Card number, purchase amount, new balance, payment method
Recharge Receipt	Automatically printed after recharge payment, or manual reprint	Card number, recharge amount, pre-/post-transaction balance
Consumption Voucher	Automatically printed after manual charging or manual reprint	Card number, consumption amount, pre-/post-transaction balance
Refund Voucher	Automatically printed after a successful refund	Card number, refund amount, pre-/post-transaction balance
Refund Card Voucher	Automatically printed after a successful card refund	Card number, refund cash amount, card status
Balance Receipt	Manually printed after the balance inquiry	Card number, current balance, inquiry time

6.2 Printing Rules

• Automatic Printing: Follows system settings; triggered after successful purchases, recharges, etc.
• Manual Reprint: Find the transaction in records and click【Reprint】to print again, unaffected by automatic settings.

7 Need Help?

• Permission-Based Operations: Contact an administrator to enable permission for functions like card refund, freeze/unfreeze.
• Unlisted Issues: Check【Settings → Help Center】for video tutorials or contact the store manager for assistance.