Accepting Electronic Gift Cards (EGC) as Payment
So now that you know how to sell an Electronic Gift Card, let me show you how to accept one as payment. I am going to refer to electronic gift cards as either e-gift cards or EGCs for short.
First off, the same rules apply as with a paper gift certificate. If the balance in the EGC is less that the total of the order you must use SPLIT as the method of payment and then select e-gift card as one of the methods of payment in the SPLIT.
So here is the process of accepting and EGC to pay for an order.
After entering the order, just before you get to the method of payment screen, you will select E-GIFT CARD as the method of payment, flowerSoft will display the following message on the screen…
alerting you to make sure the e-gift card has sufficient available balance to pay the full amount of the order. You could answer “Yes” if you are sure the EGC available balance will cover the total amount of the order, but what if you are not sure? How do you determine what the EGC’s available balance is at this point?
Simple, look at the bottom of the screen. What does it say?
To find out an EGC’s available balance you simply hit “C” at this point and flowerSoft will come back with…
Yep, you need to know the EGC’s password. flowerSoft told you so on the previous screen.
flowerSoft cannot assume that the person supplying the EGS is the same person who purchased it, so it cannot go be the customer’s account number. flowerSoft has to assume that the person providing the EGC is not the same person who purchased it, hence the gift in electronic gift card.
So flowerSoft must find the card by the password used when it was purchased.. Without it, the transaction cannot be completed.
Once you enter the correct password, flowerSoft will display all e-gift cards containing that password. It is possible that the same password was used for two or more different gift cards by different customers or even the same customer, although the latter should be discouraged.
The possibility of different EGCs with the same or similar password may present a problem, even if the passwords are not identical.
For example, if one e-gift card has a password of george and another one has a password of george2014 and you enter george as the password when prompted, flowerSoft will display both e-gift cards, as shown below…
Why? Because even though flowerSoft is looking for an exact match of what you entered as the EGC’s password (george), strage as it may seem to you, george2014 is also an exact match as far as flowerSoft is concerned, so it displays both cards.
This is not a big problem since flowerSoft is also showing you what the password is for each of the EGCs displayed.
Be careful though, since flowerSoft cannot assume the customer paying with the e-gift card is the same customer that purchased the e-gift card, it cannot limit the cards being displayed to a specific account and it has no way of knowing if you selected the correct card from the list.
It is also possible, though unlikely, for several e-gift cards to be displayed and only one belonging to the customer making the purchase.
Make sure you select the correct one by observing the details of the e-gift cards as displayed on the screen. You can also press “V” to display more complete details on the EGC highlighted…
If necessary, ask the customer for the name of the person who gave them the e-gift card so that you can make sure you are selecting the correct one.
Due diligence are two words that are thrown around a lot these days, so I am going to use them also. Make sure you do your utmost to make sure you are selecting the correct EGC in the event that more than one is shown on the screen.
Even after you’ve highlighted the correct EGC, flowerSoft will still give you another opportunity to verify it…Notice that now you can also view the invoice on which the EGC was sold, as an additional aid in determining the correct EGC to be used.
Once you have determined which one is the correct e-gift card, select it by highlighting and hitting the <Enter> key, flowerSoft still wants to make sure you have not made a mistake by asking you to…
to hit “A” to accept the ECG shown on the screen as payment.
A bit of an overkill but better safe than sorry.
Once you hit “A” to accept the EGC displayed as payment, flowerSoft will put the EGC number of the order and take you past the expiration date field and then ask how much money from the gift card should be used to pay for the order. If you select to use less than the available balance on the card, flowerSoft will keep the remaining balance as available for future purchases.
If you select to use the full available amount of the EGC, the flowerSoft will assume that you gave customer whatever the balance was in cash.
In other words, the available balance of this EGC was #100. If you enter 100.00 in the amount tendered field, the available balance of the card will be $0.00 and flowerSoft will assume that you gave the customer change, just like if they had handed you a $100 bill.
If you enter 94.40 in the amount tendered field, flowerSoft will keep a balance of $7.60 as available in that card unless you in the screen below that you are giving the remaining $7.60 as change to the customer.
After you answer the question (I answered :No” to keep the $7.60 as available balance in the card), flowerSoft will print a receipt and save the order.
In the next post, we’ll learn how to replenish an existing EGC.
In other words, how to add money to an existing e-gift card.