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Gift Certificates Back Office Setup (YMCAs & JCCs)

Paige Freeman
  • Updated

The back office setup for gift certificates is comprised of four components:

Receipt Types Setup

Create a new receipt type on the Receipt Types & Cash Accounts screen for gift certificates.

From the Receipt Types & Cash Accounts screen:

  1. Enter the Receipt Type. This is the code and there should be no spaces.
    For example, 'GC'.
  2. Check Default for New Batch.
  3. Enter the Description.  The Web Description field will automatically populate.
  4. The Display Order will populate as 0 and does not need to be changed.
  5. Change the Availability to Both.
  6. The Active flag will default to checked.
  7. In the Cash Accounts section, click Add.
  8. Select the Company.
  9. Use the hyperlink to select the Debit Account. This should be a different GL than your cash, check and credit card receipts. The Debit Account description and Classification will automatically populate.
  10. Check Default for Web.
  11. Check Default for Personify.
  12. Currency will pre-populate and does not need to be changed.
  13. Save.

Org Unit Setup

  1. From the top navigation, select System Admin > Organization Structure > Organization Unit Definition.  This will open the APP003 screen.
  2. Click Search and double click the correct organization unit.
  3. From the task bar, select Order Subsystem Parameters from the Subsystem Parameters group.
    The General System Parameters screen displays, as shown below.
  4. Enter the Gift Certificate receipt type in the Gift Receipt field.
  5. Save.

System Types and Codes

MISC PRODUCT_CLASS

  1. From the top navigation, select System Admin > System Codes > System Types and Codes.  This will open the APP005 screen.
  2. Enter a Subsystem of Miscellaneous Subsystem and Type of PRODUCT_CLASS and click Search.
  3. Click Edit Codes for this Type.
  4. Create or select the Product Class that will identify gift certificates.
  5. Enter “GIFT” in the CL Option 1 field.
  6. Save.

MISC RATE

  1. From the top navigation, select System Admin > System Codes > System Types and Codes.  This will open the APP005 screen.
  2. Enter a Subsystem of Miscellaneous Subsystem and Type of RATE and click Search.
  3. Click Edit Codes for this Type.
  4. Create or select a Rate.
  5. Enter a value in the Gift Cert. expiration months field. 

    1. The option code can be set to a numeric value representing the number of months before a gift certificate will expire. This should be a whole number. If the option code is left blank, an expiration date will not be generated for the gift certificate.

    2. If the gift certificate product has a rate where the CL Option 1 code is a number that includes decimals, the expiration date will be the whole number with no rounding logic. For example, a value of 5.5 will be 5

    3. If the gift certificate product has a rate where the CL Option 1 code is a value that is not a number, it will be treated as a blank value and have no expiration date generated.

    4. If the gift certificate product has a rate where the CL Option 1 code is a number, the expiration date will be set in the future for the designated time frame. For example:

      1. A gift certificate with a rate code CL option 1 = 12 will have an expiration date one year from sale. Issue Date = 12/6/2022; Expiration Date = 12/6/2023

      2. A gift certificate with a rate code CL option 1 = 4 will have an expiration date 4 months from sale. Issue Date = 12/6/2022; Expiration Date = 4/6/2023

    5. If the gift certificate expiration date falls on a day that doesn’t exist, the system should use the next possible calendar date. For example:
      1. A gift certificate with a rate code CL option 1 = 12 will have an expiration date one year from sale. Issue Date = 2/29/2024; Expiration Date = 3/1/2025 (there is no 2/29 in 2025)
      2. A gift certificate with a rate code CL option 1 = 4 will have an expiration date 4 months from sale. Issue Date = 12/31/2022; Expiration Date = 5/1/2023 (there is no 4/31 in any year)
  6. Click Save.

Product Setup

To create a gift certificate product, create a MISC product with a Product Class of 'Gift'. This Product Class will be set up in system types and codes for gift certificate functionality.