The Gift cards screen gives you a complete overview of all gift cards in the system. Here you can create gift cards, mark them as sold, register manual withdrawals and cancel gift cards. Gift cards are primarily issued and redeemed in the point-of-sale system (Pos), but administrators can also handle them directly from Financial.
Open Financial and select Gift cards & credit notes in the menu. Then click the Gift cards tab. You are now in the gift card overview.
If you cannot see the menu item, you probably do not have permission for it. Contact support.
The overview shows all gift cards in a paginated list. By default, only gift cards that are not cancelled are shown (the "Cancelled" filter is set to "Not cancelled"). You can click the column headers to sort the list and use the filter fields to narrow the view.
Organizational unit: The department or store the gift card belongs to.
Item number: The gift card's unique identification code.
Web code: A separate code intended for online use. This column is only shown if the setting "Generate web codes for gift cards" is enabled in the system.
Gift card type: The associated gift card type with its display name.
Created on: Date for when the gift card was created in the system.
Sale date: Date for when the gift card was marked as sold. Empty cells mean the gift card has not yet been sold.
Sold org. unit: The department or store that registered the sale of the gift card.
Redeemed on: Date for when the gift card was fully redeemed via the point-of-sale system.
Withdrawn org. units: Comma-separated list of the departments that have registered withdrawals on the gift card.
Cancelled: Shows whether the gift card is cancelled (reversed). The default filter hides cancelled gift cards; change the filter to see them.
Amount: The gift card's face value amount.
Remaining amount: The remaining balance on the gift card after withdrawals made.
All columns support filtering. Click the filter icon next to a column header to enable the filter for that column. Date columns (Created on, Sale date, Redeemed on) are filtered via a date range. Amount columns (Amount, Remaining amount) are filtered via a decimal range. Columns for organizational unit and gift card type are filtered via a dropdown. The Cancelled column is filtered with the options "Cancelled" and "Not cancelled".
You can also do a free-text search via the search field in the toolbar at the top right, which searches across all fields in the list.
Create gift card (+): Creates a new gift card. This button is only shown if the system setting "Create gift cards only in POS" is turned off. If the setting is turned on, gift cards can only be created directly from the point-of-sale system.
View/Edit gift card (pencil icon): Opens the selected gift card in the edit view. Active when a row is selected. You can also double-click a row to open it.
Delete gift card (cross icon): Deletes the selected gift card. Active only when the selected gift card is not yet marked as sold.
Mark as sold: Marks the selected gift card as sold and sets the sale date. The button is hidden if the gift card is already sold, or if the action is disabled in your setup.
Register withdrawal: Opens the "Register withdrawal" dialog for the selected gift card. The button is hidden if the action is disabled. See the section about the dialog below.
Cancel: Cancels (reverses) the selected gift card. Active only when the gift card is not already cancelled, and you have the "Cancel gift card" permission. The button is visible but disabled when the conditions are not met.
Activate (Undo Discard): Reactivates a cancelled gift card. Active only when the selected gift card is cancelled, and you have the "Activate gift card" permission. The button is visible but disabled when the conditions are not met.
Report export: Exports a report for one or more selected gift cards. Mark the desired gift cards with the checkbox in the list before the export to limit the report to selected gift cards. If you export without selections, the report is created for all gift cards in the current view.
Refresh: Reloads the list with the latest data from the system.
If the setting "Create gift cards only in POS" is turned off, you can click the plus button in the toolbar to create a new gift card.
Gift card type (required): Select the gift card type the new gift card should be based on. The type determines the item number, display name and possibly a fixed amount.
Amount: Only shown if the selected gift card type does not have a fixed amount defined. In that case you must specify the amount for the given gift card yourself.
Click Create gift card to create the gift card, or Cancel to discard.
Open a gift card by double-clicking it in the overview or clicking the pencil icon. The edit view shows the gift card's details and withdrawal history.
Item number: The gift card's unique code. The field is read-only and cannot be changed.
Web code: Only shown if web codes are enabled in the system. The field is read-only.
Amount: The gift card's face value amount. The field is read-only and cannot be changed after creation.
Sale date: Only shown if the gift card is marked as sold. States when the gift card was sold.
Discarded on: Only shown if the gift card is cancelled. States when the gift card was cancelled.
Gift card withdrawals: An embedded list of all withdrawals made on the gift card. See the section about the withdrawal list below.
From the edit view you can also click Mark as sold or Register withdrawal directly, without having to return to the overview.
The withdrawal list shows all registered withdrawals on the current gift card with the following columns:
Organizational unit: The department that registered the withdrawal.
Registered on: Date and time of the withdrawal.
Type: Shows whether the withdrawal was made manually ("Manual"), via a webshop sale ("Webshop sale") or via the point-of-sale system (POS sale).
Description: Any description specified when registering the withdrawal.
Status: The withdrawal's state. Possible values are "OK" and "Cancelled".
Amount: The withdrawn amount.
When you click Register withdrawal a modal dialog opens that lets you register a manual withdrawal on the gift card.
The system checks the following before the dialog opens:
The gift card must be marked as sold — if it is not, the error message "Gift card is not sold" is shown.
The gift card type may only allow one withdrawal, unless "Allow multiple withdrawals" is enabled. If a withdrawal is already registered and the type does not allow more, the error message "Cannot register more than one withdrawal on the gift card" is shown.
The remaining amount on the gift card must not be zero — if it is fully used, the error message "Gift card is fully used" is shown.
Amount (required): The amount to be withdrawn. The amount must not exceed the remaining amount on the gift card. Negative amounts are allowed in special cases.
Registered on (required): Date and time of the withdrawal. The field is by default set to today's date and time.
Description: Optional free-text description of the withdrawal.
Click OK to register the withdrawal, or Cancel to close the dialog without saving.
Gift card types are templates used as a basis when gift cards are created — both in Financial and in the point-of-sale system. You find Gift card types under the same menu group "Gift cards & credit notes".
The overview of gift card types shows the columns Item number, Display name and Amount.
You can create new types via the plus button, edit existing types via the pencil icon or double-click, and delete types via the cross icon (provided the type is not in use).
Item number (required): A unique item number that identifies the gift card type. The item number is used in an inventory management context and must not be used by other gift cards or products in the system.
Display name (required): The name shown in lists and in the point-of-sale system, e.g. "Gift card DKK 500".
Amount: The fixed amount for gift cards created with this type. If the field is left empty, the amount can be specified freely when creating each individual gift card.
Allow multiple withdrawals: Tick this if a gift card of this type may be withdrawn in several rounds (partial payments). If the box is not ticked, only one withdrawal can be registered per gift card of this type.
The Gift cards screen in Financial is the administration interface. The daily use of gift cards takes place in the point-of-sale system (Pos):
When a customer pays with a gift card at the POS, the cashier finds the gift card via its item number and the system automatically registers a withdrawal on the gift card. The withdrawal type is set to "POS sale".
Webshop sales likewise automatically register withdrawals with the type "Webshop sale" when a customer completes a purchase via the webshop's gift card payment.
From Financial, administrators can create gift cards manually (if the setting allows it), mark them as sold and register manual withdrawals — for example for corrections or in cases where the POS has not handled the withdrawal automatically.
The actions Cancel and Activate require specific permissions ("Cancel gift card" and "Activate gift card"). If you do not have these permissions, the buttons are disabled. Contact your administrator if you need them.
If you have questions, you are welcome to contact support.
Want to know more?
You can customize how this area works under the settings:
Settings for gift cards
Walkthrough of the settings for gift cards in Sapera, including automatic creation on sale, restriction to the POS and generation of web codes.
