How to Use Gift Cards in Orchid POS

Gift cards in Orchid POS are tracked by serial number (not the card reader/magstripe). The serial number on the back of the card is what the system uses to associate and maintain the balance.

Step 1: Create a Gift Card Type in the System

Gift cards must first be set up as a Gift certificate before they can be sold.

• Go to Accounting > Pricing & Discounts > Gift Certificates and click New Gift Certificate.
• Enter a Part Number and Barcode (used to ring up the gift card at the register).
• Set the Certificate Value (can be left at $0.00 and adjusted at time of sale).
• Choose the Gift Certificate Type: Gift Card (plastic with barcode), Paper, or Email (for eCommerce).
• Set an expiration date if applicable.
• Choose how serial numbers are enforced: Control Enforced: Pre-enter all serial numbers before any can be sold. Solicit: Serial number is entered at time of sale (recommended for most setups).
• Click Create to save.

Importing Existing Cards: If you have existing gift cards with balances from a previous system, you can import them via Manage > Import/Export Data > Import > Gift Cards. Download the template, enter the serial number and remaining balance for each card, and upload.

Step 2: Selling a Gift Card

• At the main POS screen, pull up the purchasing customer. Note: Guest Sale cannot be used to sell gift cards.
• Enter the gift card Part Number to add it to the invoice.
• When prompted, enter the Serial Number (the unique code on the card).
• If needed, adjust the card value by clicking the Unit Price field.
• Proceed to payment and finalize the invoice. The card is now active and its balance is tracked by serial number.

Step 3: Redeeming a Gift Card

• Pull up the customer and add all items to the invoice. Gift cards can also be used for Guest Sale transactions.
• Click the Split/Other payment method button.
• In the Payment Method popup, choose Gift Certificate from the dropdown.
• Enter the Serial Number of the card and confirm. The system will display the available balance.
• The Amount Tendered field will auto-fill with the invoice total (if sufficient funds) or the card balance (if partial).
• Adjust the amount if the customer only wants to use the card as partial payment.
• Confirm the payment. If a balance remains, collect payment via another method before completing the sale.

Managing Gift Cards

Existing gift card types are managed at Accounting > Pricing & Discounts > Gift Certificates. Click a card's Part # to:

• View or change the card's default value.
• Update expiration date settings.
• View all serial numbers for that card type, filtered by status (active, inactive, expired, etc.).
• Add new serial numbers (for Control Enforced cards) using the Add Serial Number button.

Open Balances Report: To see all outstanding gift card balances, go to Ananlyze > Reports and run the Gift Certificate report.

Note on Physical Cards

Orchid POS does not supply physical gift cards. You can source cards from any third-party vendor. For the smoothest workflow, cards should have a unique serial number printed on the back and a scannable barcode. The system does not read the magstripe, so the printed/barcode serial number is what matters.