Gift Cards - Admin Setup, Use and Management

Gift Cards can be sold as a product and redeemed in the POS and on winery web sites. Physical and/or virtual gift cards may be sold and redeemed.


Gift cards are a separate eCELLAR module that needs to be added to each brand's services by Support.


Your designer will need to make some updates to your web site to accommodate Gift Card functionality. You can provide them with this like to the DW Wiki: https://github.com/ecellar/remote-widgets/wiki/99-Updates#new-gift-card-and-reservation-functionality

Setup

  1. Activate Gift Card functionality on your web site:
    1. Company tab > General Info > Web Settings - Check the Allow Gift Card Payments box:
      1. This will show a link in My Account to check Gift Card balances, and

      2. Show the option to pay with a Gift Card in Checkout

  2. User Permissions: None of the permissions limit the use of gift cards as tender in the POS.
    1. Gift Cards - Allows access to the ledger.
    2. Allow Change Recipient - Allows the user to change the recipient of a virtual gift card.

    3. Allow Gift Card Void - Allows the user to void a gift card in the POS.

      Note: As is the case with all permissions, the gray is the top-level permission, and required to have the sub-permissions.

  3. Product Detail: Gift cards must be a product created and available for sale. With only a few exceptions all the settings of a regular product apply.

    1. Gift Card Type - Designates that the product is a gift card, and that it is virtual or physical. This affects coding that distinctly calls out this product as a gift card, and triggers specific actions in the platform.


    2. Weight - If you will be mailing physical gift cards then consider if you will pass shiping rates onto your customers or not. If not, then enter zero weight, if yes, then enter 1 pound.

      REMEMBER - Your Merchandise Shipping Zones and Methods will need to accomodate this. The second image assumes the gift card has a weight of one pound in the Product Detail, and likely no other merchandise has the same weight.

    3. Price - Set the price as desired. This can be altered in POS sales.
    4. Category - Most often this will be Merchandise so taxes and shipping rates apply accordingly.

    5. Inventory - It is NOT recommended that gift cards are inventoried.

Email Template

  1. An automatic email is sent to the recipient when virtual gift cards are sold in both the POS and the winery web site.
    1. These are sent every 5 minutes.
    2. See this article for more information on Email Templates and how to edit them to match your needs and branding.

Order Detail Actions - Editing Gift Cards in an Order

  1. Physical gift cards in an order do not require editing, nor is it enabled.

    Edit a virtual gift card in a paid order - click the [actions] link to open the edit options.

    1. Resend - No special permission required.
      1. Opens popup confirmation
      2. Sends new notification using current "Consumer Virtual Gift Card" email template
      3. Click "Yes" shows message that notification has been queued

      4. Note: Gift Card number is not changed


    1. Edit and Resend - Requires "Gift Cards > Allow Change Recipient" permission.
      1. Opens popup showing current recipient and input field for new recipient
      2. The new email address is validated when Save and Send button is clicked
      3. Confirmation popup is shown, stating that recipient has been changed and notification has been sent
      4. The order detail line item is dynamically updated to show new recipient

      5. Note: current gift card number is replaced with a new one (therefore old one can no longer be used)


    1. Void - Requires "Gift Cards > Allow Void Card" permission.
      1. Opens popup showing current owner (recipient email) and an input for a (required) void note
      2. When Yes button is clicked presence of void note is validated, then a confirmation popup appears
      3. When confirmed, a message will appear after void completes
      4. The order detail line is dynamically updated to show void info, "actions" dropdown is removed
      5. Note: Voiding will remove all pending notifications for the gift card if they have not been sent yet

      6. Note: No notifications of any kind are sent when a void is performed


POS Refund/Credit

  1. Gift card products may not be returned:
    1. The Qty selector is disabled.
    2. If clicked, the "Full Return" button will show a popup message saying gift cards may not be returned.
  2. Orders with gift cards can be voided on the same day as purchased (assuming your OpenEdge batch has not settled).

Gift Card Ledger Viewer

  1. Requires "Gift Cards > Allow Void Card" permission.

  2. Located under the Company tab.


  3. Requires the Gift Card code number to look up the ledger


  4. System Log
    1. Link is shown if any relevant log entries exist (typically related to sending virtual gif card notifications)
      1. Clicking the link opens a popup showing log entries for the card: date, details, username if one was associated to the action
  5. "Void This Gift Card" link
    1. Link opens a popup showing card info and an input for avoid note (required).
    2. Click Continue to void > confirmation message is shown, click OK.
    3. Clicking OK performs the void, then dynamically updates the ledger information:
      1. Voided information is shown: void date, user name, void note
      2. "Void This Gift Card" link is no longer shown

Search and Reports

  1. Payments: Gift Cards are a payment type. For orders paid with a gift card select a Payment search with Gift Cards as the Payment Type.

    1. Payment Type report includes Gift Cards


  2. Orders: To find orders with sold gift cards perform an order search including the specific gift card product(s) selected.


Miscellaneous Notes and Things to Know

  1. Payment Gateway Setting: Regardless of the setting for Web orders with physical gift cards will be NOT PAID and need to be processed in the POS so a card code can be added.
  2. Club Event Editor: Gift card products may not be sold in club events.
  3. Allocation Events: Gift card products may not be used in allocation events, and are disallowed in event uploads (validation message will be shown).
  4. Multi-Ship: Gift card products are disallowed in Multi-Ship uploads (validation message will be shown in preview).
  5. Bulk Auth/Cap: Can handle gift card payments. Partial Paid billing statuses may appear if other payment types are not valid.
  6. Designer Widgets: The default set of templates will automatically display the new enhancements. If your designer has forked any of the related templates they may want to update. You can alert them to this link.
  7. If you would like more information: Click here for a video explaining the information in this Help Doc as well as in the companion doc "Gift Cards: Sales and Redemption". ( Passcode: *oq8z7.! )

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