How you set up and use MyPMS for Gift Certificates depends on several factors including how many gift certificates you sell and redeem per year, if you have an expiry date, if you have Gift Certificates for different items like Room and Spa, etc Before you set up Gift Certificates in MyPMS, answer these questions and prepare any neccessary information. See
To Setup a Gift Certificate System in MyPMS, follow these steps.
Step 1: Setup Inventory Item for Gift Certificate
First, go to Setup | Parameters | Inventory Items. Create and an inventory item called something like "Gift Certificate Sold". You can enter a default amount or the total cost of the Gift Certificate can be entered at the time it's sold.
Step 2: Set up a Receipt type that you will use to record the payment when the Gift Certificate is redeemed.
Step 3: Set up House Account Folio. There are two options, see details below.House folios have the same functionality as the Guest folios, however they are NOT linked to a room number or Guest. House Account folios are useful when you have items other than Room related charges such as meals, point of sale items.
- Use One Folio to Track Gift Certificates: Use one House Accounts Folio to track all Gift Certficates purchased and redeemed. If you use this method then the folio will remain open and all gift certificates purchased would be tracked in one folio. This is convenient if you sell few gift certificates.
- Setup a new folio for each gift certificate purchased. Add a new House Accounts folio for each gift certificate purchased. You can create as many folios as you need and each folio will function independently using the basic folio operations.
This can be for an existing guest or for daily charges in a gift shop or restaurant. You can create as many folios as you need and each folio will function independently using the basic folio operations.
First, go to House Accounts and either use the Folio setup for Add a Folio called something like "GC Kim Johnson". Tip: Include the name of the person in the Folio Name and/or the # you created for your numbering system like "GC Kim Johnson 103116".
STEP 1: Set up Inventory Item and Receipt Type
- First, go to Setup | Parameters | Inventory Items. Create and an inventory item called something like "Gift Certificate Sold". You can enter a default amount or the total cost of the Gift Certificate can be entered at the time it's sold.
- Then, create a new Receipt Type. Go to Setup | Parameters | Receipt Types called something like "Gift Certificate Redeemed". NOTE: DO NOT "Publish to Internet" if you don't want guests using this for an online booking with a Gift Certificate, as there is no way to monitor its appropriate use online.
STEP 1: Set up Inventory Item and Receipt Type
- First, go to Setup | Parameters | Inventory Items. Create and an inventory item called something like "Gift Certificate Sold". You can enter a default amount or the total cost of the Gift Certificate can be entered at the time it's sold.
- Then, create a new Receipt Type. Go to Setup | Parameters | Receipt Types called something like "Gift Certificate Redeemed". NOTE: DO NOT "Publish to Internet" if you don't want guests using this for an online booking with a Gift Certificate, as there is no way to monitor its appropriate use online.
STEP 2: Set up House Accounts Folio for Gift Certificates
To Sell and Track Gift Certificates,ell Gift Certificates: Use the House Accounts.
- Use One Folio to Track Gift Certificates: Use one House Accounts Folio to track all Gift Certficates purchased and redeemed. If you use this method then the folio will remain open and all gift certificates purchased would be tracked in one folio. This is convenient if you sell few gift certificates.
- Setup a new folio for each gift certificate purchased. Add a new House Accounts folio for each gift certificate purchased.
- First, go to House Accounts and either use the Folio setup for Gift Certificates or Add a new folio for the specific sale. Add a Folio called something like "GC Kim Johnson".Tip: Include the name of the person in the Folio Name and/or the # you created for your numbering system like "GC Kim Johnson 103116".
To use the House Accounts for Gift Certificates, go to FRONT DESK | HOUSE ACCOUNTS
- When you Add a Charge or Payment, it will automatically post to the Primary Folio unless have created another folio and chosen it when applying the transactions. See Add Folio
- When Setting up a new folio, you have the ability to indicate which charges should automatically be charged to that folio. In the example below, Dinner is set to automatically charge to the Restaurant folio and the gift items to the Boutique folio. This can be changed manually at time of charge, bu this is a convenient way to ensure the charge goes to the correct folio. See Edit Folio
- House Account folios can be open and closed at anytime as long as they are balanced. To balance the folio, a corresponding charge and payment must be applied. See Balance Folio and Close Folio
- Remember each folio must be balanced in order to complete night audit, so be sure to make charges and take payments in the correct folios. If you are using a daily folio or have a one-time charge, you can close the folio after it is balanced. The transactions will be recorded and viewable in the Transactions Report. See See Folio and Night Audit
- After a folio is closed, it can be located by using Search Folio
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