TABLE OF CONTENTS
- Set up gift voucher items
- Set up gift voucher items to sell online through IBIS E-Commerce
- Set up the gift voucher postage fee for purchasing online
- Dynamic gift vouchers for your E-Commerce reservations
- Set up a gift voucher re-issue item
- Set up a voucher write-off item
- Specify the gift voucher validity period
- Gift voucher templates
- Customise your gift voucher template
- Configure POS for gift voucher management
- Printer setup for gift vouchers
Set up gift voucher items
You can set up as many gift voucher items as you like to represent different values (e.g. $50, $100, $200 etc) or for different products (e.g. Tandem Skydive, Bungy Jump, etc). Each gift voucher item must have a value specified, and the voucher can only be redeemed for that value.
To start setting up gift vouchers, follow these steps:
- Open the Gift voucher items screen under the Point of Sale menu
- Click Add, then fill out the details:
- Item name
- Supplier
- Item group
- Price type - note that 'prompt' and 'editable' only work when a gift voucher is sold through POS
- Sell price
- Click Save.
- Once your new voucher is added, specify the template ID number under the Vouchers section. If blank, it will use the default).
- Under the Vouchers section, enter a voucher description to advise customers how to redeem their voucher and any other special conditions. This will print on the bottom of the default voucher template (some custom-designed vouchers may not include this field).
Set up gift voucher items to sell online through IBIS E-Commerce
If you have an IBIS online sales website configured, you can sell items such as gift vouchers or retail vouchers online.
- To make the item available online, enable the sell online setting.
- Under the Online properties section, enter an online name if different from the item Description (e.g. the item description might be '60 Min Massage Gift Voucher', but the name you want to display on your website and print on the customer's voucher is "60 Minute Massage".
- Enter an online description - this must be formatted in HTML and is used to describe the item the customer is purchasing online.
- Specify a list order that controls the display order on your E-Commerce website.
- Save any changes.
Set up the gift voucher postage fee for purchasing online
You can offer to post your gift vouchers to either the recipient or the purchaser and set postage rates*. You will be notified by email if someone has selected the option to post a gift voucher, with shipping details.
* Not all e-commerce IBIS sites are on the version that provides this functionality. Please contact IBIS if you are unsure if your e-commerce site has this functionality.
To set up the option to post gift vouchers:
- From IBIS Online, select System, then System Settings.
- Select E-Commerce Setup, update Allow postal Gift Voucher to True.
- Select Save.
To set up gift voucher postage rates:
- From IBIS Online, select System, then System Settings.
- Select E-Commerce Shipping, then append a comma followed by 'gv=' and the dollar amount you wish to charge to post the gift voucher, e.g. ,gv=$2.50
Note: To not charge freight to post a gift voucher, then enter ,gv=$0.00. See example of setup in below screen image: - Click Save.
Dynamic gift vouchers for your E-Commerce reservations
For users of our E-Commerce platform, you can give your customers the option to purchase Dynamic Gift Vouchers. This means your customers can select a reservation product and choose how many options (e.g. Adult, Child, etc) they want to include on their gift voucher.
When a dynamic gift voucher is created, we need to display the Product name and option summary on the gift voucher template. You will need to factor these things into your custom template design if you are using one. Please note, IBIS can only support one dynamic template per system.
To set up dynamic gift vouchers:
- Create a new gift voucher item called "Reservation gift voucher" and leave the sell price at $0.
- Note the PLU code for the new item, then open the System settings screen in IBIS Online
- Under the default PLU codes section, enter the PLU in the reservation gift voucher PLU setting, then click Save.
Set up a gift voucher re-issue item
If the gift vouchers you are selling can be redeemed multiple times (e.g. $100 voucher), you will also need to set up a gift voucher item called "Gift voucher balance reissue" and set the price type to prompt.
We recommend that the template associated with the reissue voucher displays the value field so customers can see their remaining balance. If you are using custom template designs, you may need to have a reissue item set up for each custom template.
Set up a voucher write-off item
If you want to write off unused balances on gift vouchers (i.e. expired or values less than a specified amount), you will also want to add a non-stock retail item called 'Gift voucher write off' and set the price type to prompt.
Specify the gift voucher validity period
You can choose to set a default gift voucher valid period in the System settings screen (for all gift vouchers you have set up). Alternatively, you can configure an expiry override for a specific gift voucher item by entering the date in the Expiry override field in the Gift voucher items screen.
Gift voucher templates
The default gift voucher template matches the design of the gift voucher page on the IBIS E-Commerce website. The template is A4 size and displays the details outlined below:
| Template fields | Description |
|---|---|
| Redeemer name | The voucher to caption |
| Purchaser name | The voucher from caption |
| Message | this is a custom message field your customers can enter text into such as 'happy birthday' or "Merry Christmas" - allow space for up to 100 characters. |
| Item name | What the gift voucher is called. E.g. '$100' or '1 x Bungy Jump'. This will display the online name if one exists or else the item description. If the customer is purchasing a dynamic gift voucher, this will display the Product name. |
| Item description | This field is required for dynamic reservation vouchers to show the price option summary. This field is hidden on the default voucher template. |
Expiry date* | |
| Issue date (optional) | This can be added on request but does not display on the default voucher. |
Voucher ID | Unique reference number that you can use to look up this voucher by. |
| Barcode | Scannable barcode to make it faster to redeem at POS |
| Voucher description | Used to relay important information about this voucher such as how to redeem and any other conditions. |
| Value | Shows the value the voucher can be redeemed for. We recommend you display the Value, this is so if this customer redeems this after your pricing has increased, it's clear they may need to pay the difference in fare. |
Before you begin selling gift vouchers, ensure your logo has been updated on the template.
Customise your gift voucher template
IBIS can customise the background image and font colours used on our default voucher template and E-Commerce website to match your brand. We can also configure separate voucher templates for email or print, up to A4 size. A simple image with no text is the best choice for a background graphic. Please note configuration fees apply for formatting and testing your custom gift voucher templates.
If you want to design a voucher template that is different to the layout on the E-Commerce site, please be aware that we cannot match your custom layouts on our E-Commerce website page. Some customers may find this a little confusing.
Recommendations for custom designs:
- Design with home printing in mind (i.e. a laser printer). Large areas of dark colours do not always look best and use up a lot of ink, so try to use a lighter background shade if possible.
- Avoid adding small text to your voucher template graphics. We can add static text and field captions for you if needed.
- Ensure there is enough room on your template to fit the fields. Ensure there is enough room for longer names and the voucher ID.
Configure POS for gift voucher management
Some new buttons should be added to your Point of Sale screen to manage the following redemption scenarios:
- The Redeem Gift Voucher function button will need to be added to your POS menu if it does not already exist.
- If vouchers are not going to be redeemed for their full value and you wish to reissue the balance back to the customer, add a button for your Gift Voucher Balance Reissue item.
- To manage expired vouchers or scenarios where you will retain any remaining balance on the gift voucher item, create a button for your Gift Voucher Balance Write-off item.
Printer setup for gift vouchers
You can configure your System settings to print gift vouchers in one of two ways:
Default (Print Template) – This method uses a single print layout for all vouchers. It’s designed to work with pre-printed voucher paper, where merge fields in the template fill in the voucher details (e.g. amount, expiry, recipient) in specific areas. Only one print template format is supported across all vouchers.
Email Template (Recommended) – This is the most commonly used option. It allows you to print the same layout used for emailed vouchers.
If using the 'default' print template option, ensure your printer is loaded with pre-printed voucher stock and your default template has been configured for this.
To be prompted to print a gift voucher automatically after a POS transaction is completed, ensure your receipt printing is configured to Always or Prompt in the Machine settings screen.
