Gift Card Guide GIFT CARDS...1

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1 Gift Card Guide

2 Blackbaud, Inc. This publication, or any part thereof, may not be reproduced or transmitted in any form or by any means, electronic, or mechanical, including photocopying, recording, storage in an information retrieval system, or otherwise, without the prior written permission of Blackbaud, Inc. The information in this manual has been carefully checked and is believed to be accurate. Blackbaud, Inc., assumes no responsibility for any inaccuracies, errors, or omissions in this manual. In no event will Blackbaud, Inc., be liable for direct, indirect, special, incidental, or consequential damages resulting from any defect or omission in this manual, even if advised of the possibility of damages. In the interest of continuing product development, Blackbaud, Inc., reserves the right to make improvements in this manual and the products it describes at any time, without notice or obligation. All Blackbaud product names appearing herein are trademarks or registered trademarks of Blackbaud, Inc. All other products and company names mentioned herein are trademarks of their respective holder. PEGiftCardGuide-2011

3 Gift Card Guide GIFT CARDS Gift Card Configuration Checklist Gift Card Account Setup in PC Charge Valutec Gift Card Account Setup Chase Paymentech Gift Card Account Setup Configure Company Settings for Gift Cards Edit the Gift Card Payment Method Add a Vendor Gift Card Type Add a Valutec Gift Card Type Add a Chase Paymentech Gift Card Type Add Gift Card Merchandise Items Define Gift Card User Options Define User Access to Gift Card Information Sell Gift Cards Load Gift Cards Redeem Gift Cards Check Gift Card Balance

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5 chapter 1 Gift Cards Gift Card Configuration Checklist Gift Card Account Setup in PC Charge Configure Company Settings for Gift Cards Edit the Gift Card Payment Method Add a Vendor Gift Card Type Add Gift Card Merchandise Items Define Gift Card User Options Sell Gift Cards Load Gift Cards Redeem Gift Cards Check Gift Card Balance With The Patron Edge, your organization can sell and accept gift cards as a form of payment for tickets, merchandise, memberships, or any other items your organization sells. Once a gift card is purchased, it cannot be returned. It is also important to note that you cannot refund money to a gift card or load additional money to an active gift card. The Patron Edge supports gift cards with magnetic strips so you can efficiently swipe the card through a credit card machine or standard card swipe to load or redeem. If you are unable to swipe a card, you can manually enter the gift card number to load or redeem. In order to sell and process gift cards through ThePatron Edge and The Patron Edge Online, you must have a gift card vendor who provides the gift card media and facilitates processing. The gift card vendors supported by ThePatron Edge and The Patron Edge Online are Valutec and Chase Paymentech. For more information about Valutec, go to For more information about Chase Paymentech, go to Gift Card Configuration Checklist Before you can sell or process gift cards, you must establish a relationship with a supported gift card vendor, set up a gift card account in PC Charge, and configure specific gift card settings in ThePatron Edge. Typically, the system administrator at your organization completes the configuration tasks.

6 2 CHAPTER 1 Establish a relationship with a supported gift card vendor who provides the gift card media and facilitates processing. The gift card vendors supported by The Patron Edge and The Patron Edge Online are Valutec and Chase Paymentech. The configuration process will differ slightly depending on the vendor you use. Set up the gift card processing account in PC Charge and edit the payment.ini file. If necessary, also edit the PaymentClient.ini. For steps to guide you through this process, see Gift Card Account Setup in PC Charge on page2. Configure Company settings for gift cards. For steps to guide you through this process, see Configure Company Settings for Gift Cards on page 10. Edit the gift card payment method. By default, ThePatron Edge includes a payment method of Gift Card. You can make changes to this payment method to suit the needs of your organization. For steps to guide you through this process, see Edit the Gift Card Payment Method on page12. Add a vendor gift card type for Valutec or Chase Paymentech. The gift card type you add depends on the vendor you use. Although you can add multiple gift card types, The Patron Edge supports only gift card transactions by Valutec or Chase Paymentech. For steps to guide you through this process, see Add a Vendor Gift Card Type on page14. Add gift card merchandise items. Before you can sell gift cards, you must create a new merchandise item for each gift card denomination you plan to sell. For example, if you pan to offer gift cards in $25, $50, and $100 amounts, you must add a merchandise item for each. Although gift cards have some unique features, they function primarily as merchandise and are sold as such. For steps to guide you through this process, see Add Gift Card Merchandise Items on page 17. Define user options for gift cards. Before you can sell gift cards, you must configure the gift card user option. For steps to guide you through this process, see Define Gift Card User Options on page18. Gift Card Account Setup in PC Charge Before you can sell and redeem gift cards, you must set up your gift card processing account in PC Charge. This information identifies your payment processing account. You should have received these numbers from your bank or your merchant service provider. The gift card vendors supported by ThePatron Edge and The Patron Edge Online are Valutec and Chase Paymentech. The gift card account setup process is different depending on the vendor you use. To guide you through the correct steps required to set up your gift card account, we provide a procedure for each vendor. If Valutec is your gift card vendor, see the next section for instructions. If Chase Paymentech is your vendor, see Chase Paymentech Gift Card Account Setup on page 6. Valutec Gift Card Account Setup If your gift card vendor is Valutec, follow the steps provided in this section to setup your gift card account in PC Charge. If your vendor is Chase Paymentech, see Chase Paymentech Gift Card Account Setup on page 6 for instructions.

7 GIFT CARDS 3 Set up a Valutec gift card processing account in PC Charge 1. Access the PCCharge Payment Server. 2. On the menu bar, select Setup, Gift Card Company. The Gift Card Setup screen appears. 3. In the Gift Card Company field, select the company you use for gift card transactions. If your vendor is Valutec, select Valutec (VTEC).

8 4 CHAPTER 1 4. Click Extended. The Extended Data Fields screen appears. 5. In the Merchant Card Number field, enter the merchant card number for Valutec. This number is the Terminal ID number provided by Valutec. 6. Mark Retail to identify how the gift cards are processed. 7. Click Advanced. The VTEC Giftcard Connection Setup screen appears. 8. In the Communications frame, mark Use TCP/IP and click OK. You return to the Extended Data Fields screen. 9. Click OK. You return to the Gift Card Setup screen. 10. To close the Gift Card Setup screen and return to the PCCharge Payment Server, click OK again. 11. Next, locate and open the payment.ini file in The Patron Edge installation directory. The default location for this file is C:\Program Files\Blackbaud\The Patron Edge\payment.ini.

9 GIFT CARDS At the end of the [PCCHARGE] section, add the following setting VTEC=PCChargeProcessor.GenericGiftCardProcessor. Save and close the file. 13. Next, locate and open the PaymentClient.ini file located in The Patron Edge installation directory on your Patron Edge server machine. The default location for this file is C:\Program Files\Common Files\Blackbaud\The Patron Edge\Objects\PaymentClient.ini. 14. In the [CONFIG] section, the applicable settings are as follows:

10 6 CHAPTER 1 If you are using a card swipe device to read gift cards at the sales point, the SwipeEnabled= value should be set to 1. If your organization accepts debit cards, the DebitSupported= value should be set to If you do not use a PINPad, proceed to step 17. If you do use a PINPad, continue with this step. In the [PINPAD] section, the applicable settings are as follows: The Device value represents the type of PINPad your organizations uses. ThePatronEdge supports only the Verifone 1000SE PINPad. Enter 0 for the Verifone 1000SE PINPad. The Baud value should be The DataBits value should be 7. The Parity value should be E. The EncryptMethod should be 1. The Port should be To save your changes, access the File menu and select Save. 17. After you save your changes, close the PaymentClient.ini file. Chase Paymentech Gift Card Account Setup If your gift card vendor is Chase Paymentech, follow the steps provided in this section to setup your gift card account in PC Charge. If your vendor is Valutec, see Valutec Gift Card Account Setup on page2 for instructions.

11 GIFT CARDS 7 Set up a Chase Paymentech gift card processing account in PC Charge 1. Access the PCCharge Payment Server. 2. On the menu bar, select Setup, Gift Card Company. The Gift Card Setup screen appears. 3. In the Gift Card Company field, select the company you use for gift card transactions. If your vendor is Chase Paymentech, select Paymentech (GSAR) in this field.

12 8 CHAPTER 1 4. Click Extended. The GSAR Gift Card Extended Setup screen appears. 5. The information you enter on this screen is provided by Chase Paymentech. In the Client Number and Sequence Number field, enter the corresponding numbers they provide. 6. We recommend that you leave the Require Clerk ID and Enable Duplicate Checking options unmarked. 7. Click Advanced. The Paymentech Gift Advanced Options screen appears. 8. In the Communications section, mark Use TCP/IP and click OK. 9. The information you enter in the TCP/IP System Information section is provided by Chase Paymentech and is different for each organization. In the Primary Authorization Address, Port, User Name, and Password fields, enter the corresponding information they provide. 10. In the Internet Authorization Timeout Value (seconds) field, we recommend you enter 60.

13 GIFT CARDS Click OK. You return to the Gift Card Setup screen. 12. To close the Gift Card Setup screen and return to the PCCharge Payment Server, click OK again. 13. Next, locate and open the payment.ini file in The Patron Edge installation directory on your Patron Edge server machine. The default location for this file is C:\Program Files\Blackbaud\The Patron Edge\payment.ini. 14. At the end of the [PCCHARGE] section, add the following information. You can refer to the above screen shot for reference. GiftCardProcessor=GSAR GSAR=PCChargeProcessor.GenericGiftCardProcessor GiftCardMerchant=xxxxxxxxxxxxxxx Note: For GiftCardMerchant, change the x value to your merchant ID provided by Chase Paymentech. 15. Save and close the file.

14 10 CHAPTER Next, locate and open the PaymentClient.ini file located in The Patron Edge installation directory on your Patron Edge server machine. The default location for this file is C:\Program Files\Common Files\Blackbaud\The Patron Edge\Objects\PaymentClient.ini. 17. In the [CONFIG] section, the applicable settings are as follows: If you are using a card swipe device to read gift cards at the sales point, the SwipeEnabled= value should be set to 1. If your organization accepts debit cards, the DebitSupported= value should be set to If you do not use a PINPad, proceed to step 20. If you do use a PINPad, continue with this step. In the [PINPAD] section, the applicable settings are as follows: The Device value represents the type of PINPad your organizations uses. ThePatronEdge supports only the Verifone 1000SE PINPad. Enter 0 for the Verifone 1000SE PINPad. The Baud value should be The DataBits value should be 7. The Parity value should be E. The EncryptMethod should be 1. The Port should be To save your changes, access the File menu and select Save. 20. After you save your changes, close the PaymentClient.ini file. Configure Company Settings for Gift Cards Before you can sell and redeem gift cards, you must configure the Gift Card UI Integration Object setting on the Maintain Company Table screen. This setting contains the integration object to display the user interface for processing gift cards. For more information about the Maintain Company Table screen, see the Company Table Reference chapter of the Administration Guide.

15 GIFT CARDS 11 Configure company settings for gift cards 1. On the Main Menu screen, on the navigation bar, click Administration. The Administration screen appears. 2. Expand the Administration folder and the System Setup folder and double-click Company. The Maintain Company Table screen appears. 3. Select the Integrations tab. 4. In the Gift Card UI Integration Object field, enter BBGiftCardClient.CPaymentUI. This setting displays the user interface for processing gift cards.

16 12 CHAPTER 1 5. Next, select the Printing Options tab and locate the # Last digits of gift card number to print field. 6. Enter the number of gift card digits to display in reports. You can choose to display a subset of digits or the full gift card number. For example, if you use Valutec or Chase Paymentech and you want to display the full gift card number in reports, you must enter 19 in this field because both Valutec and Chase Paymentech gift cards have 19 digits. If you enter a number that is less than 19, the gift card numbers displayed in reports will be truncated. 7. To save your changes, click OK. Edit the Gift Card Payment Method When processing a sales transaction, you use the gift card payment method when a customer pays for tickets or merchandise with a gift card. By default, the system includes a gift card payment method. However, you may need to edit the default payment method to meet the needs of your organization. Note: When you edit the gift card payment method, you can enter a GL account number and project to use when a gift card is redeemed. Edit the gift card payment method 1. On the Main Menu screen, on the navigation bar, click Administration. The Administration screen appears. 2. Expand the Administration folder and then the Parameters folder. Double-click Payment Methods. The Payment Methods screen appears.

17 GIFT CARDS In the grid, select the payment method with the Description Gift Card and click Edit. The Payment Methods- Edit screen appears. 4. In the Description field, enter a description of the payment method, for example, Gift Card. Note: The Validate option is not used when configuring the gift card payment method. It is used only when configuring the Internal Voucher payment method or a custom payment method based on the Internal Voucher type. 5. In the Display Order field, enter a number to indicate in which order to display the gift card in the list of available payment methods on the Payment screen. 6. In the Short Key field, select the button you can use to enter the payment method on the Payment screen, for example, F1 or F4. 7. If ThePatron Edge is integrated with TheFinancial Edge, in the Account No. field, select the account to debit when purchases are made with a gift card. To create a new account number, click the Add button next to the field. This account is used when a gift card is redeemed. For more information about accounts, see the Adding and Assigning Accounts and Projects in The Patron Edge section of The Patron Edge and The Financial Edge Integration Guide. Note: The Payment Type Base field is not used when configuring the gift card payment method. It is used only when configuring a custom payment method. 8. If ThePatron Edge is integrated with TheFinancial Edge and you have the optional module Projects and Grants, in the Project Code field, select the project to use for purchases made with a gift card. To create a new project code, click the Add button next to the field. For more information about project codes, see the Adding and Assigning Accounts and Projects in The Patron Edge section of The Patron Edge and The Financial Edge Integration Guide. 9. To save your changes, click OK. You return to the Payment Methods screen.

18 14 CHAPTER 1 Add a Vendor Gift Card Type To use gift cards, you must add a vendor gift card type. The gift card type you add depends on the vendor you use. Although you can add multiple gift card types, The Patron Edge supports only gift card transactions by Valutec or Chase Paymentech. Because this process is slightly different depending on the vendor you use, we provide a procedure for each vendor. If Valutec is your gift card vendor, see the next section for instructions. If Chase Paymentech is your vendor, see Add a Chase Paymentech Gift Card Type on page15. Note: When you add a new gift card type, you must also enter an integration object. For Valutec and Chase Paymentech, the integration object is BBGiftCardClient.CProcessor. Add a Valutec Gift Card Type If your gift card vendor is Valutec, follow the steps provided in this section to add a gift card type. If your vendor is Chase Paymentech, see Chase Paymentech Gift Card Account Setup on page6 for instructions. Add a gift card type for Valutec 1. On the Main Menu screen, on the navigation bar, click Administration. The Administration screen appears. 2. Expand the Administration Folder and the Merchandise folder. Double-click Gift Card Types. 3. Click New. The Gift Card Types-Add New screen appears. 4. In the Description field, enter a unique description of the gift card type, to distinguish it from any other gift card types in your database.

19 GIFT CARDS In the Gift Card Company field, enter VTEC. Note: The number you enter in the Merchant ID field is the same number you entered in the Terminal ID field on the Gift Card Setup screen in PC Charge. For more information, see Gift Card Account Setup in PC Charge on page2. Note that the Merchant ID field is not required. 6. In the Integration Object field, enter BBGiftCardClient.CProcessor. The object displays a screen from which you can swipe a gift card or enter the gift card number manually. 7. If ThePatron Edge is integrated with TheFinancial Edge, in the Account No. field, select the account to credit when a gift card is purchased. To create a new account number, click the Add button next to the field. This account is used only when a gift card is purchased. For more information about accounts, see the Adding and Assigning Accounts and Projects in The Patron Edge section of The Patron Edge and The Financial Edge Integration Guide. 8. If ThePatron Edge is integrated with TheFinancial Edge and you have the optional module Projects and Grants, in the Project Code field, select the project to use when a gift card is purchased. To create a new project code, click the Add button next to the field. For more information about project codes, see the Adding and Assigning Accounts and Projects in The Patron Edge section of The Patron Edge and The Financial Edge Integration Guide. 9. To determine in what order the gift card type appears when you select the payment method Gift Card on the Payment screen and when you add or edit a merchandise item, enter a number in the Ordinal field. 10. To make the new gift card type active, mark Active. Note: You cannot sell or redeem a gift card associated with an inactive gift card type. 11. To save the new gift card type, click OK. You return to the Gift Card Types screen. Add a Chase Paymentech Gift Card Type If your gift card vendor is Chase Paymentech, follow the steps provided in this section to add a gift card type. If your vendor is Valutec, see Valutec Gift Card Account Setup on page 2 for instructions. Add a gift card type for Chase Paymentech 1. On the Main Menu screen, on the navigation bar, click Administration. The Administration screen appears. 2. Expand the Administration Folder and the Merchandise folder. Double-click Gift Card Types.

20 16 CHAPTER 1 3. Click New. The Gift Card Types-Add New screen appears. 4. In the Description field, enter a unique description of the gift card type, to distinguish it from any other gift card types in your database. 5. In the Integration Object field, enter BBGiftCardClient.CProcessor. The object displays a screen from which you can swipe a gift card or enter the gift card number manually. 6. If ThePatron Edge is integrated with TheFinancial Edge, in the Account No. field, select the account to credit when a gift card is purchased. To create a new account number, click the Add button next to the field. This account is used only when a gift card is purchased. For more information about accounts, see the Adding and Assigning Accounts and Projects in The Patron Edge section of The Patron Edge and The Financial Edge Integration Guide. 7. If ThePatron Edge is integrated with TheFinancial Edge and you have the optional module Projects and Grants, in the Project Code field, select the project to use when a gift card is purchased. To create a new project code, click the Add button next to the field. For more information about project codes, see the Adding and Assigning Accounts and Projects in The Patron Edge section of The Patron Edge and The Financial Edge Integration Guide. 8. To determine in what order the gift card type appears when you select the payment method Gift Card on the Payment screen and when you add or edit a merchandise item, enter a number in the Ordinal field. 9. To make the new gift card type active, mark Active. Note: You cannot sell or redeem a gift card associated with an inactive gift card type. 10. To save the new gift card type, click OK. You return to the Gift Card Types screen.

21 GIFT CARDS 17 Add Gift Card Merchandise Items Before you can sell gift cards, you must first create a merchandise item for each different gift card to sell. For example, if your organization sells a $25 gift card and a $50 gift card, you must create a merchandise item for each. Note: When you add a gift card merchandise item, ignore the Account No. and Project Code fields. These fields are not used for gift card merchandise items. Instead, when a gift card is purchased, the account you defined on the gift card type is credited. Add a gift card merchandise item 1. On the Main Menu screen, on the navigation bar, click Administration. The Administration screen appears. 2. Expand the Administration folder and the Merchandise folder. Double-click Merchandise Items. The Merchandise Items screen appears. 3. Click Add. The Merchandise Items- Add New screen appears. 4. In the Short Description and Description fields, enter a unique description to distinguish the gift card merchandise item from other merchandise items in your database.

22 18 CHAPTER 1 5. In the Type field, select Gift Card. When you select Gift Card in the Type field, the Gift Card Type field appears. 6. In the Gift Card Type field, select Valutec. 7. In the Price field, enter the total cost of the gift card. For example, for a $50 gift card, enter 50. If you define a Minimum Price and a Maximum Price, make sure the value in the Price field falls between the minimum and maximum. Note: If you leave the Price field blank, you must enter 0 in the Minimum Price field. 8. In the Minimum Price and Maximum Price fields, you can enter a minimum and maximum price with which to override a set gift card amount during a sale. 9. To print a merchandise document when a gift card is purchased, in the Print Voucher field, mark Yes. 10. In the Printing Format field, select the gift card merchandise document to print when a gift card is purchased. Merchandise documents are defined in the Document Designer. For more information about the Document Designer see the Document Design Guide. Note: When a gift card is purchased and loaded during a sales transaction, the receipt does not display the gift card number. Instead, you must configure a merchandise item document to print when a gift card is purchased and loaded. The merchandise item document should include the Purchased Gift Card Number field. 11. To save the merchandise item, click OK. You return to the Merchandise Items screen. Define Gift Card User Options Typically, when a gift card is sold, it is loaded with an amount. However, by default, users are not allowed to load gift cards during a merchandise sale. To allow a user to perform this operation, you must mark Yes for the Load money to Gift Cards during Merch. sales user option. If this option is marked No, the user can still sell gift cards, but will not be able to load them during the sales process. Instead, an authorized user must load value to the card later. Additionally, you can control whether a user can see the full gift card number throughout the program user interface, for example, on the Payment screen and when viewing transaction details. It is helpful to display the gift card number in case a patron s gift card is unreadable. In this situation, the user would be able to look up the gift card number for the patron and process a sale by manually entering the number. Define the gift card user option 1. On the Main Menu screen, from the menu bar, select File, User Options. The User Options screen appears.

23 GIFT CARDS On the General tab, locate the Gift Card Digits To Display field. 3. Enter the number of gift card digits to display for users throughout the program user interface, for example, on the Payment screen and when viewing transaction details. If you use Valutec or Chase Paymentech and want to display the full gift card number, you must enter 19 in this field because both Valutec and Chase Paymentech gift cards have 19 digits. If you enter a number that is less than 19, the gift card numbers displayed will be truncated.

24 20 CHAPTER 1 4. Select the Sales tab and locate the Load money to Gift Cards during Merch. sales option. 5. To enable a ticket seller to load money onto a gift card at the end of a gift card merchandise sale, next to Load money to Gift Cards during Merch. sales, mark Yes. When you mark No, you can still sell gift cards, but the screen on which to load money to the gift card will not appear at the end of the sales process. Instead, an authorized user must load money to the card later. 6. To save your changes, click OK. You return to the Main Menu screen. Define User Access to Gift Card Information In Profile Maintenance, you can control whether Gift Card appears as a payment method on the traditional sales screen and the general admission sales screen for specific users. You can also control whether a user can check the balance of a gift card. Define user access to gift card information 1. On the Main Menu screen, on the navigation bar, click Administration. The Administration screen appears. 2. Expand the Administration folder and the User Setup folder. Double-click Profiles. The Profile Maintenance screen appears. 3. In the Select Profile field, select the user profile to define the user settings. 4. Under Permissions, expand Upper Toolbar in the tree view.

25 GIFT CARDS Mark Gift Card Balance Inquiry to allow the user to check the gift card balances on the traditional sales screen or the general admission sales screen. For more information about how to check a gift card balance, see Check Gift Card Balance on page Expand Additional Functions and then Client s Payments in the tree view.

26 22 CHAPTER 1 7. Mark Pay Gift Card so that Gift Card appears as a payment method on the traditional sales screen and the general admission sales screen. 8. To save your changes, click OK. A confirmation message appears. Click OK to return to the Profile Maintenance screen. 9. To close the Profile Maintenance screen, click Back. Sell Gift Cards Because gift cards are configured as merchandise items, you process gift card sales through the Merchandise screen. If the seller has rights to load gift cards during a merchandise sale, the cards can be loaded during the sales process. If the seller does not have rights to load cars, an authorized user must load value to any cards sold at a later time. Note: Once a gift card is purchased, it cannot be returned. It is also important to note that you cannot refund money to a gift card or load additional money to an active gift card.

27 GIFT CARDS 23 Sell a gift card on the standard sales screen 1. On the Main Menu screen, on the navigation bar, click Sales. The standard sales screen appears.

28 24 CHAPTER 1 2. On the menu bar, click Merch. The Merchandise screen appears. 3. In the Items grid, select the gift card to sell, and in the Item Details section, enter the Quantity. You can also manually edit the Item Price and the Total Price if needed. 4. Click Add To List. The selected gift cards appear in the grid.

29 GIFT CARDS When you finish adding merchandise to the list, click OK. The Payment screen appears. 6. On the left of the Payment screen, to enter the cash payment, enter the amount in the Cash field. At the bottom of the screen, click Next. The Cash section appears on the right. 7. In the Received field, enter 50.00, the amount of money the customer gives you. 8. At the bottom of the screen, click Finish. If you have rights to load gift cards during a merchandise sale, the swipe card screen appears. Swipe a gift card to load it with the purchased value. If you do not have a card swipe machine, click Cancel to manually load the card. The Load Gift Card screen appears. 9. The Gift card type field should display Valutec or Paymentech, depending on your vendor. If you swiped the gift card, the card number is already displayed in the Gift card number field. Otherwise, manually enter the card number in the field. The amount to be loaded on the card is displayed in the Amount field and cannot be edited.

30 26 CHAPTER To continue, click Process. Once the card is successfully loaded, a confirmation message appears displaying the identification numbers of the transaction and order. Sell a gift card from the general admission sales screen 1. On the Main Menu screen, on the navigation bar, click Sales. The general admission sales screen appears. By default, in the Sales Option section, the Tickets tab appears.

31 GIFT CARDS Select the Merchandise tab. All merchandise items configured for the general admission sales screen appear as buttons. 3. To add a gift card to the basket, click the button for the correct gift card type to add. To add more than one gift card, use the number pad to select the quantity and then click the correct gift card button. If the gift card you want does not appear as a button on the general admission screen, click Advance to open the traditional Merchandise screen and select a gift card to add to the basket. Note: You can also define what gift cards appear on the Merchandise tab through the General Admission Setup screen in Administration. For more information about configuring the Merchandise tab, see the Configure General Admission Settings chapter of the Administration Guide. 4. If the sale is attached to a specific client, click Search for Member at the bottom left of the basket. CRM opens and the CRM Search Criteria screen appears. 5. Locate the customer purchasing the gift card. For information about locating a customer in CRM, see the Client Relationship Management (CRM) Guide. 6. Once you locate the customer, click Select Client to return to the general admission sales screen.

32 28 CHAPTER 1 7. In the Payment section, select the payment type button that corresponds to the customer's method of payment. For this procedure, the customer is paying with cash. Enter the amount of cash submitted using the number pad and select the Cash payment type button. The payment is displayed in the basket. The amount tendered and any change due are displayed at the bottom of the screen. Tip: If the customer submits exact change, you can simply click the Cash payment type button and the exact amount is automatically applied to the basket. If the customer selects a different method of payment, additional screens may appear. For example, if the customer pays with credit card, you select the Credit Card payment type button and an additional screen appears where you enter the relevant credit card information. For more information about payment types, see the Payment Guide. 8. At the bottom of the screen, click Complete Sale. If you have rights to load gift cards during a merchandise sale, the swipe card screen appears. Swipe a gift card to load it with the purchased value. If you do not have a card swipe machine, click Cancel to manually load the card. The Load Gift Card screen appears. 9. The Gift card type field should display Valutec or Paymentech, depending on your vendor. If you swiped the gift card, the card number is already displayed in the Gift card number field. Otherwise, manually enter the card number in the field. The amount to be loaded on the card is displayed in the Amount field and cannot be edited. 10. To continue, click Process. Once the card is successfully loaded, a confirmation message appears displaying the identification numbers of the transaction and order. Load Gift Cards If gift cards are not loaded during the merchandise sales process, they must be loaded at a later date by an authorized user. You can load cards individually or through a batch process. The batch load process is designed specifically for loading a large quantity of gift cards. Note: Once a gift card is purchased, it cannot be returned. It is also important to note that you cannot refund money to a gift card. The capability to reload a gift card that has been previously loaded with an amount depends on your gift card vendor and the agreement you have with that vendor. If your gift card vendor is Chase Paymentech and your agreement includes the capability to reload gift cards, then you can reload active cards at any time through The Patron Edge using the load card procedures outlined below. The reload amount is added to the existing balance.

33 GIFT CARDS 29 If your gift card vendor is Valuetech, the process is more involved. First, you can only reload a card that has a $0.00 balance. Additionally, you must contact Valuetech support and request that each specific card be reactivated before it can be loaded again. Once reactivated, you can use the load card procedures outlined below to add value to the card. Load an individual gift card 1. On the Main Menu screen, on the navigation bar, click Sales. At the top of the sales screen, click Search. The search screen appears. 2. In the Search For field, select Merchandise. On the action bar, in the filter fields on the right, select Gift Card and Unprocessed. An unprocessed gift card is a gift card that has been sold but not loaded. 3. Click Search. All unprocessed gift cards are displayed. 4. In the grid, select the gift card to load and on the action bar click Load Gift Card. The swipe screen appears. You can swipe the gift card to load or click Cancel to manually enter the gift card number. The Load Gift Card screen appears. Note: Once a gift card is purchased, it cannot be returned. It is also important to note that you cannot refund money to a gift card. 5. The Gift card type field should display Valutec or Paymentech, depending on your vendor. If you swiped the gift card, the card number is already displayed in the Gift card number field. Otherwise, manually enter the card number in the field. The amount to be loaded on the card is displayed in the Amount field and cannot be edited.

34 30 CHAPTER 1 6. To continue, click Process. A confirmation screen appears as the card is loaded with the amount. If an error occurs or the application does not receive a response form the processor, you can try to load the card again. Batch load unprocessed gift cards This process requires a card swipe machine and is intended to help speed the process of loading a large quantity of unprocessed gift cards. 1. On the Main Menu screen, on the navigation bar, click Sales. At the top of the sales screen, click Search. The search screen appears. 2. In the Search For field, select Merchandise. On the action bar, in the filter fields on the right, select Gift Card and Unprocessed. An unprocessed gift card is a gift card that has been sold but not loaded. 3. Click Search. All unprocessed gift cards are displayed.

35 GIFT CARDS On the action bar, click Batch Load Gift Card. The Load Gift Card screen appears for the first unprocessed gift card listed on the Search screen. Note: Once a gift card is purchased, it cannot be returned. It is also important to note that you cannot refund money to a gift card. 5. Swipe a gift card to load it. Once the card is loaded successfully, the Load Gift Card screen appears again for the next unprocessed gift card transaction. This process will continue through each unprocessed gift card listed or until you click Quit Batch. Redeem Gift Cards Because ThePatron Edge includes a payment method of Gift Card, customers can use gift cards purchased from your organization as currency to purchase tickets and merchandise from your organization.

36 32 CHAPTER 1 Redeem a gift card on the standard sales screen 1. On the Main Menu screen, on the navigation bar, click Sales. The standard sales screen appears. 2. Use the standard sales screen to select tickets, or access the Merchandise screen to add merchandise to the basket. Process the sale as usual until you reach the payment screen.

37 GIFT CARDS On the left side of the Payment screen, locate the Gift Card payment field and enter the amount the patron will pay using the gift card. At the bottom of the screen, click Next. The swipe card screen appears. 4. Swipe the gift card to redeem. If you do not have a card swipe machine, click Cancel to manually redeem the card. The Redeem Gift Card screen appears. 5. The Gift card type field should display Valutec or Paymentech, depending on your vendor. If you swiped the gift card, the card number is already displayed in the Gift card number field. Otherwise, manually enter the card number in the field. The amount defaults in from the Payments page. You can edit the amount if a split payment is needed. To check the balance of the gift card, click Balance Inquiry. 6. To continue with the sale, click Process. Once the amount is deducted form the gift card, you return to the Payment screen and the sum, gift card number, and gift card type are displayed. 7. Click Finish. The transaction confirmation screen appears. Click OK. The transaction is complete.

38 34 CHAPTER 1 Redeem a gift card on the general admission sales screen 1. On the Main Menu screen, on the navigation bar, click Sales. The general admission sales screen appears. By default, in the Sales Option section, the Tickets tab appears. 2. Use the general admission sales screen to select tickets, merchandise, or other items and add them to the basket. Process the sale as usual until it is time to accept payment. 3. In the Payment section, click the Gift Card payment button. The swipe card screen appears. Note: If the Gift Card payment method is not displayed on the general admission sales screen, it must be added by an administrator through the General Admission Setup screen in Administration. For more information about configuring the payment methods displayed, see the Configure General Admission Settings chapter of the Administration Guide. 4. Swipe the gift card to redeem. If you do not have a card swipe machine, click Cancel to manually redeem the card. The Redeem Gift Card screen appears.

39 GIFT CARDS The Gift card type field should display Valutec or Paymentech, depending on your vendor. If you swiped the gift card, the card number is already displayed in the Gift card number field. Otherwise, manually enter the card number in the field. The amount defaults in from the Payments page. You can edit the amount if a split payment is needed. To check the balance of the gift card, click Balance Inquiry. 6. To continue with the sale, click Process. Once the amount is deducted form the gift card, you return to the general admission sales screen and the payment is displayed in the basket. 7. Click Complete Sale. The transaction confirmation screen appears. Click OK. The transaction is complete. Check Gift Card Balance You can check the balance remaining on a gift card during the sales process or as needed from both the standard sales screen and the general admission sales screen. Note: Once a gift card is purchased, it cannot be returned. It is also important to note that you cannot refund money to a gift card or load additional money to an active gift card.

40 36 CHAPTER 1 Check the balance of a gift card on the standard sales screen 1. On the Main Menu screen, on the navigation bar, click Sales. The sales screen appears. 2. On the menu bar, click Others then select Gift Card Balance Inquiry. The swipe card screen appears. 3. Swipe the gift card or click Cancel to manually check the balance. The Check Balance screen appears. 4. The Gift card type field should display Valutec or Paymentech, depending on your vendor. If you swiped the gift card, the card number is already displayed in the Gift card number field. Otherwise, manually enter the card number in the field. To check the balance of the gift card, click Balance Inquiry.

41 GIFT CARDS A processing screen appears while the balance is retrieved. Once successfully retrieved, the balance is displayed on the Check Balance screen. Check the balance of a gift card on the general admission sales screen Before you add items to the basket, you can check the balance of a gift card. 1. On the Main Menu screen, on the navigation bar, click Sales. The general admission sales screen appears. By default, in the Sales Option section, the Tickets tab appears. 2. In the Payment section, click the Gift Card payment button. The swipe card screen appears. 3. Swipe the gift card or click Cancel to manually check the balance. The Check Balance screen appears. 4. The Gift card type field should display Valutec or Paymentech, depending on your vendor. If you swiped the gift card, the card number is already displayed in the Gift card number field. Otherwise, manually enter the card number in the field. To check the balance of the gift card, click Balance Inquiry.

42 38 CHAPTER 1 5. A processing screen appears while the balance is retrieved. Once successfully retrieved, the balance is displayed on the Check Balance screen

43 Index A add gift card merchandise items 17 gift card type 14 B balance, check gift card 35 batch load, gift cards 30 C Chase Paymentech gift card vendor 1 checklist, gift card configuration 1 company settings, gift cards 10 configuration account, gift card 2 checklist, gift card 1 company settings for gift cards 10 merchandise items, gift card 17 payment method, gift card 12 PINPads 6, 10 D document designer 18 E edit gift card payment method 12 F FlexCache 1 G general admission sales screen gift card sales 26 redeem gift cards 34 gift card account 2 batch load 30 check balance 35 company settings 10 general admission sales screen 26, 34 load 28 merchandise document 18 redeem 31 sell 22 standard sales screen 23, 32 user profiles 20 gift card type, vendor 14 Gift Card UI Integration Object 11 gift card vendor Chase Paymentech 1 Valutec 1 gift cards reload 28 L load, gift cards 28 M merchandise document, gift card 18 merchandise items, gift cards 17 P payment method, gift card 12 payment.ini, configure for gift cards 4, 9 PaymentClient.ini, configure for gift cards 5, 10 Paymentech 1 PC Charge, gift card account 2 PINPads configuration 6, 10 supported 6, 10 profile maintenance, gift cards 20 R redeem, gift cards 31 reload, gift cards 28

44 40 S sales, gift cards 22 sell gift cards 22 standard sales screen gift card sales 23 redeem gift cards 32 U user access, gift card information 20 user options, gift card 18 user permissions, gift cards 20 V Valutec 1 vendor gift card type 14 Verifone 1000SE 6, 10 Verifone SC5000 6, 10

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