You may find from time to time that you need to rescind a gift certificate you have sent to a customer or delete a gift certificate that was never sent to a customer. This article will explain how to do this in ThinkReservations and keep your records accurate under either situation.
Rescind a Gift Certificate that You Have Sent to a Customer
You have identified a gift certificate issued to a customer that you want to rescind so it is no longer redeemable.
Communicate with the customer your plans to rescind the gift certificate they are holding.
Open the gift certificate.
Click on the link to "Open Bill."
On the Bill that the gift certificate was sold, in the payments section, click on the "$" (Add) icon to open the payments dialog.
Redeem the gift certificate in the amount that it was sold for.
Refund any amount due to the customer or otherwise settle the outstanding balance on the bill so that it is zero.
Open the gift certificate by clicking on the orange gift certificate number in the purchases section.
Click on the green "Edit" button.
In the Notes for Staff, add sufficient documentation to explain why the gift certificate was rescinded and click on "Save" at the bottom. This will be helpful if the customer, or someone else, tries to redeem the certificate in the future.
The transaction will be reported in the Gift Certificates Redeemed report and the gift certificate will no longer appear on the Gift Certificate Liability report. The accounting reports will include the transaction so that your entries to your accounting system will be properly updated.
Delete a Gift Certificate
We recommend that you delete a gift certificate only if you have not sent the gift certificate to the customer. So, this will cover situations where you have added a gift certificate to a bill or reservation in error or the customer could not provide satisfactory payment for a gift certificate that you have already added to a bill.
NOTE: If you have already run Night Audit for the sale date of the gift certificate, you will not be able to delete the gift certificate. Follow steps 2 through 5 in Rescind a Gift Certificate above.
NOTE: If you have already made your entries into your accounting system for the sale date of the gift certificate, we recommend that you follow steps 2 through 5 in Rescind a Gift Certificate above.
Open the Gift Certificate.
Click on the link to "Open Bill."
Select the Gift Certificate line item on the bill.
Click on the "X" (Delete) icon to delete the gift certificate.
The gift certificate and the related gift certificate sale transaction have been deleted from the system. It is as if the original transaction had never occurred. The only place you will see evidence of the original sale and subsequent deletion is in the History tab of the bill that contained the sale.
See our other related gift certificate articles to learn more.