No doubt, selling gift cards is one of the most promising marketing tools out there. Imagine increasing your sales, introducing your brand to new customers and getting upfront revenue with every gift card bought. And of course, you get to help your customers pick out a great gift for their loved ones!
Kounta Gift Cards Beta allows you to set up and process gift cards with ease so you can start reaping all these benefits.
Note - In cases wherein you don't sell the gift cards and give them away instead (e.g. promotions, complaint resolution), applying Adjustments via the Adjustment add-on will allow you to not incur GST. Make sure to check out our guide on Setting Up Price Adjustments.
Read on to learn how to set up Kounta Gift Cards, sell your gift cards, and allow customers to pay via gift cards.
What’s in this guide?
Enable Kounta Gift Cards
1. From the Add-ons Page in Kounta Back Office, find the Kounta Gift Cards Beta add-on
Note - As of now, this add-on is in the Beta phase and may not be visible on your add-ons page. If you’d like to give this add-on a try but can’t find it, you may use this link.
2. Enable this Add-on by selecting the orange Enable Kounta Gift Cards button
Generate your Gift Cards
1. Immediately after enabling this add-on, you will be redirected to the Gift Cards page.
Note - To get to this page manually, simply select Company Settings - then select Gift Cards.
2. Select New Cards.
3. You will see this dialogue box. Fill in your desired Prefix, Suffix, and then enter how many cards you want to generate.
Note - The Prefix and Suffix of your gift card could be used to note store names, batch numbers or card amount. Only numbers and letters can be used in these fields
4. Success! You’ve generated your gift card’s reference numbers.
Right now, all the generated gift cards have a balance of $0. (see image below)
On this same page, you can extract your gift card’s reference numbers - simply select Export (see image below). Do this step to get a list of your gift card’s reference numbers outside of Back Office - whether it's for printing or just to give to your staff as a document they can refer to.
Printing your cards
Kounta doesn’t currently offer gift card printing services, but the export function (see the previous image) makes it easy to generate a list of card numbers for your printer of choice.
Why print your cards?
This gives customers something tangible to gift and it can be printed with the gift card number for your staff to enter when a customer is redeeming the card, or a barcode (for scanning) which will speed up service for staff on the front line.
What if you don’t print your cards?
If you choose NOT to print your gift cards (i.e. sending them as digital cards instead), your staff can look up the balance of a card number when quoted by the customer, and then check out the sale against this card number if there is a remaining balance.
Add Funds, Check the Balance, and Sell the Gift Card
Adding funds to the card is best done when the gift card is about to be sold. This is to avoid confusion and to make sure everything is settled properly at reconciliation.
1. From the Kounta POS, select the menu icon in the upper left corner.
2. Select Add-ons
3. Next, select Gift Cards
4. Then, select Kounta Gift
5. This step is where you can enter one of the gift card’s reference numbers generated from the previous step - then select Confirm
Note - This field can also be populated by a barcode scanner.
6. You now have two options: to check the balance of the card or to add funds.
Note - New gift cards must register as having $0. If you see that the gift card’s reference number has funds, it means that the gift card’s reference number has already been sold.
If you are 100% sure of the gift card’s reference number, select Add Funds directly.
7. Select the amount you’d like to add - then select OK.
8. Now select the payment method for the gift card load.
9. You will receive a notification that the loading was successful.
You can check the balance of the card through POS (as we’ve talked about in step 1 - 6) or look at the Gift Cards page in Back Office. (see image below)
Apply a Gift Card to a sale
The payment method is automatically set up for you to use. All you’ll need is the gift card’s reference number.
1. Simply process your order like normal. Once you’re done, select Check Out.
2. Then, select Kounta Gift.
3. Enter the gift card’s reference number on the field provided then select Confirm.
4. You’ve just processed your first gift card order. Easy!
This will promptly update the gift card balance on the Gift Cards page in Back Office. (see image below)
Note - Just like with other payment methods, gift card payments can be tracked on the Payments History on POS, on Back Office Reports and on Kounta Insights.
Frequently Asked Questions
How do I extract or download my gift card’s reference numbers from Back Office?
Can I load my gift cards before anyone decides to buy them?
This is not advisable as loading the gift card’s reference numbers with funds would show up in reconciliation.
How do Gift Card transactions affect my end-of-day takings/reconciliations?
Kounta Gift is automatically reconciled on your end-of-day takings. (see image below)
When a gift card is purchased, this registers on the end-of-day takings as a negative value since these are liabilities (orders are yet to be made.) So as more gift cards are bought, this adds to the negative value of Kounta Gift within the reconciliation period.
Meanwhile, when customers consume/redeem their gift card values, these register as positive values on the end-of-day takings. These add to the negative value of Kounta Gift, bringing it closer to $0 - that is, if gift cards were bought in the same reconciliation period. Otherwise, there would be no negative value at all. This is because the Kounta Gift field is reset to 0$ after each end-of-day takings is done.
For example, in the image above, $2000 worth of gift cards were sold within that reconciliation period. But during the same reconciliation period, a total value of $272 was consumed/redeemed via gift card. This brings the total value of Kounta Gift at $-1728. On the next reconciliation, this will reset.
Can gift cards be reloaded and used as a cash card?
This is entirely up to your policies. But as we talked about in the section on how to Add Funds, Check the Balance, and Sell the Gift Card there is an easy way to do this on POS, should you decide to.
What if I want to charge more than the added fund amount for my gift card?
If you’d want to charge more than the added fund amount for your gift cards, you’d need to create this fee as a separate product in Back Office.
What else might I do to create a better customer experience?
Start building better, more personalised customer relationships. View this article on how to add your customers to Kounta. From here you can learn all about your customer’s spending habits, give them personalised discounts, and enable them to earn loyalty points!