Creating a Gift Certificate

Create a record in the product pricing file.  You can choose a product type of Misc, Accessories or you can create a new one if you choose in the admin section.  Once the record is created go to the entry tab and type “Gift Certificate” in the description. You can make your company both the manufacturer and the vendor.  The unit will be “Each” and the cost is $0.00.  No retail price needs to be established.  At the entry tab choose the “No Inventory Req” option.  The system will automatically create a Product ID for the gift certificate. 

Create a quote and on the material line put in a quantity of 1.  Next, enter the Product ID number for the Gift Certificate item.  On the right hand side, enter a retail price equal to the total amount of the Gift Certificate.  Transfer the quote to a sales agreement and the sales agreement to an invoice.  You can then process a payment against the invoice.  Typically the store gives a pre-printed Gift Certificate document of some type in the amount of the invoice to the person buying the Gift Certificate.

Using a Gift Certificate (Option 1)

When a different customer comes into the store with the Gift Certificate, a negative quantity line is created on the quote and the same Gift Certificate Product ID number is entered.  You can then enter the amount of the Gift Certificate in the retail price field.  This will reduce the total amount of the quote, sales agreement and invoice by the amount of the Gift Certificate.

Using a Gift Certificate (Option 2)

When a different customer comes into the store with the Gift Certificate, a quote, sales agreement and invoice are created as normal and on the invoice you process a BD / Adjustment payment entry for the amount of the Gift Certificate.  Some users have a predetermined Gift Certificate GL account that they process these adjustments against.