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| Gift Certificates Overview | Back Forward Print this topic |
Gift Certificate Sales
There are two ways for MyFBO.com subscribers to sell gift certificates:
Premium and Advanced Edition Subscribers have the ability to both sell and track gift certificates within the system, and to accept gift certificates as a payment type. Subscribers with an online credit card gateway can also sell gift certificates via a link on their web site. The external link will allow credit card sales of gift certificates to the general public. For more information about this option, please see Online Credit Card Processing.
Enabling Gift Certificate Sales
Enabling Gift Certificates as a Payment Type
Proceed to the Admin Tab / Parameters and Settings Menu. In the scroll window choose Payment and Card Types and then press the set button.
Choose "Payment and Card Types" Parameters
Within the Payment and Card Type Parameters, next to payment type "G / Gift Certificate", click the check box to Enable, and update the Payment and Card Type Parameters. After updating, the system will require that you log back in.
Setting Gift Certificate Parameters
Once a Gift Certificate Payment Type is enabled, the Gift Certificates Parameter selection will be added to the scroll window on the Parameters and Settings Menu. Choose Gift Certificates and then press the set button.
Choose "Gift Certificates" Parameters
Gift Certificate Parameters define gift certificate sales. Sections within the Gift Certificate Parameters include:
Pre-defined packages may be created. An example would be $99 price with description "Discovery Flight". Also, you may want to include tax in the price on specific packages since, in general, gift certificates are not taxable. There is also space for a web marketing description. It is recommended that the marketing description is filled out since the general public will not know what a Discovery Flight is.
This option provides detailed control over the appearance of the printable gift certificates generated by the online system. The option of Advanced Certificates must be enabled by an Administrator in the Features and Options before this section is available. For more information, please see Advanced Certificates Overview and Advanced Gift Certificates.
Header and footer images can be included on gift certificates. Certificate header and footer images (.gif, .jpg, or .png) should be a maximum of 534 pixels wide.
Gift Certificate Parameters
Selling Gift Certificates
Over the Counter Sales (Premium and Advanced Edition)
Selling a Gift Certificate is like selling any other merchandise. When preparing a receipt, choose Gift Certificate from Step 1 "Add any additional costs". Any number of gift certificates can be included in one sale; just continue adding them in Step 1 until done.
Add Additional Costs for Gift Certificate
Once you "Add any additional costs - Gift Certificate" you may choose a predefined amount, such as a predefined price for a Discovery Flight, or enter any amount that the purchaser wishes to give. You will need to fill in the text boxes indicating what the gift certificate is for (ex. Happy Birthday), name of the recipient, and name of the giver. This is the text that will appear on the actual gift certificate.
Add Gift Certificate to Receipt
Once the gift certificate is added to the receipt and payment is accepted, a gift certificate will be displayed for printing. The certificate can be printed and handed to the customer, mailed, or a copy can be e-mailed.
Gift Certificate for Printing
Web Site Sales (Advanced Edition)
Web site sales of gift certificates is done by first enabling and setting up gift certificate sales (discussed above) and linking to the processor from your web site. This requires MyFBO.com Advanced Edition and an online credit card processing gateway (See Online Credit Card Processing). It is recommended that you link to a new window to avoid third party cookie issues. The link will be:
http://xxx.myfbo.com/link.asp?fbo=yyyy&page=GC
xxx = MyFBO.com Server
yyyy = Subscriber ID
For more information see, Linking with MyFBO.com. The gift certificate form uses secure socket layer (SSL) technology to secure customer credit cards.
Gift Certificate Accounting
For purposes of revenue accounting, the income from Gift Certificates is not recognized when the certificate is sold. Basically you are opening a prepaid account for the recipient in the amount of the Gift Certificate. The money becomes income/revenue when the Gift Certificate is redeemed. Thus, while the sale of Gift Certificates is included in the Financial Menu's Revenue by Source report details, it is NOT included in the totals.
For purposes of cash drawer balancing, payments for the purchase of a Gift Certificate are included at the time the Gift Certificate is sold. While payments by Gift Certificate are listed in the payment details, such payments are NOT included in the drawer balancing totals.
Expired Gift Certificates
When it comes to expired certificates, there are three options for realizing the revenue.
To see this process, watch this quick Unredeemed
Gift Certificates e-Learning.
Gift Certificate Tracking (Premium & Advanced Subscribers)
All gift certificates are automatically assigned a gift certificate number which can be tracked. When a customer comes in to redeem a gift certificate, simply accept the gift certificate as the payment type. The system will automatically ask you for the gift certificate number. Once redeemed, the gift certificate number is marked "off the list".
Reports tracking gift certificate sales and redemptions are available on the Financial Tab /Gift Certificates Menu.
Gift Certificate Redemption
Gift Certificate holders will contact you to make arrangements for their flights. Schedule the flights as appropriate, whether discovery flights, training flights, or scenic flights. Before making the reservations, you may wish to ask for the gift certificate tracking number to make sure it is a valid certificate. For gift certificates sold through MyFBO.com, this can be done via the Financial Tab / Gift Certificates Menu.
Receipt Preparation when Redeeming a Gift Certificate:
Gift Certificate flights are dispatched and checked-in just as any normal flight.
On the receipt, the top line items will show the actual charges for the aircraft and pilot.
If a Special Offer applies, such as a Discovery Flight rate, go to Step 2 and select "SR - Special Offer" and click the "Add" button. Select the appropriate special offer in the drop down box and click the "Add" button.
If you need to add other charges, you can go back up to Step 1 and do so after calculating any special offers.
After adding all charges, go to Step 3 to redeem the Gift Certificate. Input the Value of the Gift Certificate, select Gift Certificate as payment, and click the "Record Payment" button.
The Gift Redemption screen will appear with options to input the certificate number for any type of certificate you accept. Enter the appropriate information and review the verification options to confirm the certificate matches the customer.
If the gift certificate amount is more than the charges accrued, the balance can be refunded to the customer in the form of a new gift certificate, or put on the customer's prepay or monthly account balance.
Go to Step 5 and close out receipt. If you are issuing a new certificate for a remainder balance, it will open to print at this time.
Refunding the Purchase of a Gift Certificate:
Open a new receipt for the customer who purchased the gift certificate.
Go straight to Step 3 and enter gift certificate amount, payment method for refund (usually credit card on file), and click the "Refund" button. Follow through the refund process.
Go back to Step 3 and enter the same gift certificate amount, payment method Gift Certificate, and click the "Record Payment" button. Follow through the redemption process.
The gift certificate has now been refunded and redeemed to make it no longer valid in the system. Go to Step 5 and close out the receipt.
Redeeming a Gift Certificate to a Prepay Account:
A gift certificate can be redeemed straight to an existing prepay account.
Open a Payment type receipt for the existing prepay customer.
Go straight to Step 3 and enter the gift certificate amount, payment method Gift Certificate, and click the "Record Payment" button. Follow through the redemption process.
Go to Step 4, select Prepay Account, and click the "Go" button. On the next page, click the "Add" button.
Go to Step 5 and close out the receipt.
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