Gift Card Sales
Gift card sales are imported from the POS each night on their respective sales tickets. This is imported as a sales item on that ticket with the corresponding category you’ve assigned in the POS. On the DSS journal entry this will credit the GL Account you’ve specified in the R365 Sales Account mapping. This is usually Gift Card Liability and as shown in the screenshot below of your sales accounts where the category is related to gift cards, that is the case.
Gift Card Payments
When a customer pays with a gift card this also comes over on the sales ticket as a payment type. On the DSS journal entry this will debit the GL Account you’ve specified in the R365 Payment Type Account mapping. This is usually Gift Card Liability and as shown in the screenshot below of your payment types, that is the case. When setting up payment types there’s a 2nd step after assigning the GL Account to assign a Payment Group. By assigning the Payment Group to Gift Card, this will make those show up in the Gift Cards Redeemed column on the daily flash report (but has no effect on GL posting as that is determined by the GL Account).
Gift Card Postings
To review gift card activity there are a couple options. To see all activity that posted to the GL in the DSS journal entries across a certain date range, you can run the Account Detail report for the Gift Card Liability account. This will show the debits of payments by gift card and credits for gift card purchases along with the running balance of that account. The daily flash report also shows some gift card data. As mentioned above when you set the Payment Group on the Payment Type Account as Gift Card, those are included in the Gift Cards Redeemed column. The flash report is broken out by each location and there are 3 sections so you can see gift cards redeemed by day, week to date, and period to date.
There is one more scenario - Gift Card Comps. This is where the manager will give away a Gift Card, to remedy a situation. It hits both sides. There is the sale of the gift card that hits the Sales Accounts (as a liability), then there is a Gift Card Comp (or something similar) under Payment Type Accounts that pays for the gift card and hits another GL Account like a Marketing as an Operating Expense (GL Type).