How to Create a Gift Certificate Account/ Log a Purchased GC/ Charge a GC and more!

Created by Alex Savchuk, Modified on Fri, Mar 15 at 7:01 PM by Alex Savchuk

How to Create a Gift Certificate Account
Please follow the steps below on How to Create a Gift Certificate Account
1. Select Account on the Top of the innRoad screen

Select New Account

Create the account by naming it Gift Certificate Account

Ensure the Account Type is Gift Certificate
Select Save

Now that the Gift Certificate Account has been created, all GCs that are purchased can be logged into this account. This account keeps track of all GCs that are purchased as well as all that are redeemed. Below is an example of how to log a purchased Gift Certificate.

How to Create a Gift Certificate

Select the Gift Certificate Account
1. Select the Folio Tab

Select Add
Enter the Date, Property, Category, Quantity and Amount

The Description will automatically populate once you select Gift Certificate as the Category. PRIOR to selecting Commit, you have the ability to edit the GC# by selecting the blue box within the Description section

The "Gift Certificate NO" will be generated for you but you can edit the number to your preference as long as the number hasn't been utilized previously
"From" is where you select the name of the employee who is creating the GC
"To" is where you enter the name of the person the GC is being purchased for
You may enter a note providing additional information
When the GC Details are entered, click on Select

The details have been added to the description section.

Select Commit and Save

Charging the Guest for the Purchased Gift Certificate

Ensure you have a Ledger Account Called Gift Certificate Sale prior to starting the process. See steps to create a ledger account on this link: Click Here

Now lets charge the guest for the Gift Certificate they purchased. First we'll need to create a Member Account for the guest and within this account, we will charge the guest for the Gift Certificate they purchased.
1. Within the Accounts tab

Ensure the Account Type chosen is either Corporate/Member Accounts or House Account
Select New Account on the bottom of the screen
All fields highlighted in RED are mandatory
Select Save
Select the Folio tab

2. Select Add

Input the Date and Property
Select Gift Certificate as the Category; the Description will auto populate
Select the Quantity and Amount the Gift Certificate was purchased for
Select Commit

Select Pay

The Payment Details will pop up which will allow you to charge the guest
If the credit card has been placed in the Account (within step 1), the credit card details will be ready to be charged. If the credit card was not entered in the Account page, you will enter the payment information within the Payment Details screen
Select Add

Select Continue when the "Apply Advance Deposit" pop up appears
Select Continue again

The guest has now been charged for the Gift Certificate
Select Save and Close

How to Use a Purchased Gift Certificate to Pay for a Reservation
A guest can use Gift Certificates to pay for their reservation. Depending on the amount of the Gift Certificate, it can be used to pay for their entire stay or a portion of the total cost. Lets use the Gift Certificate we created to pay for a portion of a guest's reservation.
1. Locate the reservation

Select the Folio(s) tab
Select the blue box next to Payment Info

A pop up entitled Folio Billing Information will appear

Select Payment Method
Select Gift Certificate as the method of payment

An additional pop up entitled Gift Certificate Picker will appear
Select the correct Gift Certificate that is being used to pay for the reservation
If you have a long list of Gift Certificates that have yet to be redeemed, they will all show up on this list

You may search for the GC by entering the GC #, the employee's name who created it, the expiry date, or the issued date

Click on Select once you have chosen the correct Gift Certificate

You will be redirected to the Folio Billing Information and will have to once again:

Select Payment Method
Select Gift Certificate Account which will now have written along with it the GC #
Enter the Billing Name of the guest who purchased the GC for the guest
Select Save

Select Pay

Enter the Gift Certificate #
Note! You will be notified if the GC does not have enough funds to cover the cost of the balance

Enter in Amount the quantity of the Gift Certificate
Select Pay

Select Save

The Gift Certificate has successfully been used to pay for a portion of the reservation!

Your Gift Certificate Account will show when a GC is redeemed. To confirm this: