Setting up Taxed Gift Cards


Overview

Note: This article provides instructions on setting up gift cards sold with tax. If your organization or center does not charge tax on the sale of gift cards, refer to Setting up Gift Cards.

Before you sell gift cards, they first need to be configured in the Zenoti system. he gift card setup establishes the framework for the sale and redemption of gift cards in the point of sale (POS) and online.

In Zenoti, you can manage the behaviour of gift cards from two levels: organization and center level. You can accomplish the following from each of these levels:

  • Organization level: Gift Card settings enabled or disabled at this level impact all the centers in the organization. Features available at this level are as follows:
    • Enable or disable the sale of gift cards sale at your organization
    • Auto generate gift card number in the POS
    • Allow display of purchased and received gift cards of the guest in the POS
    • Allow refunds on payments made using gift cards
    • Restrict or allow your front desk staff to view gift card numbers
    • Enable the sale of different price and value gift cards
      Note: Gift cards by default are sold with equal price and value. Using this feature you can enable the sale of different price and value cards. Read: What is Price and Value in a Gift Card?
    • View the default and optional items that are redeemable using gift cards

To configure organization level gift card settings jump to Organization level settings.

    • Center level: From the center level, you can control the sale of gift cards at the center (for redemptions, you must navigate to the organization level). Options available at this level are as follows:
      • Enable or disable tax on gift cards
        Note: The tax group selected here, automatically applies to the sale at the POS.
      • Allow gift card sale in the POS for the center
        Note: If the organization does not allow the sale of gift cards, then the center cannot sell gift cards even if the gift card sale setting is enabled at the center.
      • Specify gift card validity period

To configure center level gift card settings jump to Center level settings.

Organization Level Settings

To set up gift cards at the organization level, follow these steps:

  1. Navigate to the settings:
    1. Ensure you are at the organization level.
    2. Navigate to Admin > Organization > Organizations.
    3. Click the Settings tab.
  2. Enable gift card sale: To enable sale of gift cards for your organization, expand the General section and scroll down to Enable gift cards and select this check box.
    Note: To enable the sale of gift cards for a center, the Allow gift card sale in POS check box must also be enabled at the center level. Jump to: Allow gift card sale in POS.
  3. POS settings: Here you will find settings that pertain to the behaviour of gift cards at the POS.
    To view these settings, expand the Invoice & Receipts section and scroll down to the Gift Card Settings.
    The following settings are available:
    • Auto generate gift card number: This check box is clear by default. Select it to automatically generate card numbers in the POS. If not selected, the gift card number needs to be entered manually at the POS. 
      Important: This feature once selected cannot be turned off. Contact Support to again clear this field setting.
      • In the Gift Card Number Start Value field, enter the first gift card code number of your choice. Zenoti then, serially assigns gift card numbers to each gift card sold in POS.
        Note: If this check box is already enabled, the system displays the last generated gift card value.
    • Show purchased and received giftcards in POS: Select this field to display purchased and received gift cards’ information in the POS while taking a payment.  

      Example: The image below is a sample of how the POS displays purchased and received gift cards’ information.
      You must click the gift icon to view the information.
    • Allow gift card amount to be refunded to same card: This check box is clear by default.
      Select the check box to allow refunds on payments made using gift cards.
    • Mask the gift card numbers to all users: To restrict access to gift card numbers from your front desk staff, select this checkbox.
      maskgc.jpg
      Note: Once this option is enabled, Zenoti masks the on-screen display of gift card numbers in screens such as the POS, guest profile, and invoice. Only the last two digits are displayed and the remaining digits are masked with an asterisk (*). Only employees with the required permission can view complete gift card numbers.
      To learn more about this setting, the permission, and the impact of this setting in Zenoti, read: Masking Gift Card Numbers.

      The checkbox is clear by default. This allows your front desk staff to view the gift card numbers.
  4. Redemption settings: Gift cards are sold with the same or different price and value. Each of these cards by default are redeemable only for services and day packages. Read: What is Price and Value in a Gift Card?
    To view the redemption settings, in the Invoice & Receipts section, scroll down to Gift cards without tax.
    Note: No manual configuration is available for gift cards sold with tax.  By default, such cards can be used to pay for:
    • Services
    • Day Packages
    The tax component applicable to the service or day package cannot be paid using a gift card.


Center Level Settings

To setup gift cards at the center level, follow these steps:

  1. Navigate to the settings:
    1. Ensure you are at the center level. On the main menu click the Admin tab.
    2. In the Admin Dashboard, go to Organizations > Centers.
    3. In the Manage Centers page, click the center Name.
  2. Enable or disable tax on gift card sale:
    1. In the Edit Center page, click the Tax Groups tab.
    2. In the GiftCards section, enable or disable the appropriate tax group available in the Tax Group section.
    3. Click Save.

      Note: Tax groups are defined in the Organization view -> Admin tab -> Tax Groups and made available to the center. Read: Creating Tax Groups.
  3. Allow gift card sale at the center: To enable the sale of gift cards at the center, follow these steps:
    1. Click the Settings tab.
    2. Expand the Invoice & Receipts folder, and scroll down to the below fields:


      • Allow gift card sale in POS: Enable this check box to allow gift card sale in POS.
        Note: If this field is not selected, then gift cards will not show as a tab in the POS.
      • Set up expiry period: You can sell gift cards with unlimited validity period, or sell them with a default validity period (in days).
        • Clear this check box if you want to sell gift cards without an expiry date. This means that the gift card could be used at any time in the future, without any expiry date. The card appears as “Never Expires” in the guest profile.
        • Select this check box if you want a default expiration date for all gift cards sold.
          Once selected, the below text box appears: 
          Default validity period in days: Enter the default validity of the card in days.
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