Gift Certificates/Gift Card (Use of X-Charge required for Gift card function)

Gift Certificates/Gift Card (Use of X-Charge required for Gift card function)

Gift Certificates / Gift Cards Setup Guide
(Requires X-Charge for Gift Card functionality)

For questions about Gift Cards (obtaining or tracking) physical cards please contact 

1. Set Up Gift Certificate Account

 

In TSSXP, go to:
Bookkeeping → Chart of Accounts
Look for a Liability type account for gift certificates/gift cards.

If none exists, click New and create one.
Alternatively, go to App Settings → Bookkeeping and enable General Ledger, which activates the Chart of Accounts.

 

 

Account Details:

 

Account Number: Any unique identifier (e.g., L1000).
Description: Something clear, like Gift Certificate/Card Escrow Account.
Account Type: Must be set to LIABILITY.

 

 

 

2. Create Gift Certificate/Gift Card Inventory Item

 

You can create:

















Generic item (price entered at time of sale), or
Pre-priced items (e.g., $50, $100).

 

 

Example:

 

Make: GIFT
Model: CERT50 (or CARD50)
Description: $50 Gift Certificate (or Gift Card)

 

 

Price: Enter if fixed; leave $0 for generic items.
Cost: Always $0 (Gift Certificates have no inventory value).
Critical Entries (Tab 7 – Bookkeeping):

 

Item Type: GIFT CERTIFICATE/CARD
Liability Account: Select the account created earlier.
Non-Tax: Check this box.

 


Note: If using a processor other than X-Charge/OpenEdge, you can only track Gift Certificates—not Gift Cards.
For questions about Gift Cards (obtaining or tracking) physical cards please contact 

 

3. Receive Quantities

 

You must have quantities on hand in TSS inventory to sell.
Add quantities via:

  

Purchase Order, or
Manually (Inventory Item → Quantities Tab → Add Item).

 

 

 

4. Selling a Gift Certificate

 

Adding a Gift Certificate to an invoice is essentially exchanging money for a note (a promise to redeem later).
On the invoice:

 

Add the Gift Certificate item like any other inventory item.
Enter the Certificate Number when prompted.
Assign a price ($50, $100, etc.), unless using pre-priced items.

 

 

TSS will validate the certificate number and activate it upon posting the invoice.
Gift Certificate sales appear as OTHER in invoice summaries and reports.

 

 

5. Redeeming a Gift Certificate

 

Accepting a Gift Certificate works like a credit card payment, with one difference:

 

If balance > amount due, you can:

 

Retain Balance as Credit (default), or
Refund Balance in Cash.

 

 

 

Steps:

 

Select GIFT CERTIFICATE as payment method.
Enter certificate number → Available balance displays.
Process payment accordingly.

 

 

6. Refunding a Gift Certificate

 

Create a $0 price and $0 cost inventory item (e.g., GCRETURN).
Steps:

 

Create a retail invoice under the customer’s name.
Add the refund item.
Make a Gift Certificate payment equal to the GC amount.
Add a negative cash payment for the same amount.
Invoice should balance to $0 and can be posted.

 

 

 

7. Reporting

 

Go to Reports → Gift Certificates → Gift Certificate Summary.
This report shows:

 

Original activation amount
Remaining balance

  





















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