Updated: August 11, 2021 12:23pm

Gift Cards

This section has information about working with regular (non-central) gift card items (i.e., Stored Value and Prepaid) For information about working with central gift card items see the Prism User's Guide Chapter 31. Centrals. For information about taking gift cards at POS, see Chapter 6. Tenders of the Prism User's Guide.
Gift cards are cards that have a certain value associated with them that can be used to purchase goods and services in your company's stores. The cards can come with a predefined valued (pre-paid) or be assigned a value when the card is sold (stored value).  Gift Cards work slightly differently depending on whether you are using prepaid or stored value gift cards; however, the basic process is that when a customer uses a gift card to buy something (redeeming), the cashier/associate swipes the card just like a credit card; the system reads the information and enters it on the receipt.
The following gift card types are available in Prism. Typically, retailers would create only one item of "Stored Value" type and create as many items of "Pre-Paid" type as there are different denominations.

Inventory Type Description
Gift Card - Prepaid Prepaid Gift Cards are typically purchased from a third-party vendor (e.g., Givex) with the cards preloaded with a specific value (e.g., $20, $50, $100). The retailer will add a new Inventory item for each denomination of gift card, with the Inventory Type field set to Gift Card - Prepaid. The retailer has already paid for these cards, so the cards will have a defined Price in Inventory based on the card's value. The Cost will be $0.00. Typically you would create only one item of "Stored Value" type, but you would create as many items of "Pre-Paid" type as you have of different denominations.
Gift Card - Stored Value Stored Value Gift Cards may be issued by the retailers themselves or by a third-party vendor. The Price and Cost in Inventory are set to 0.00. When one of the cards is sold at POS, the activation process loads the card with the specified value. These cards can also be "reloaded" to add value.
Central Gift Card Central Gift Cards are gift cards that are used in a Centrals server environment. When Central Gift Cards are enabled, activate/redeem/add value/check balance are all run through the Centrals server. (Note: See the Prism User's Guide Chapter 31. Centrals for information about Central Gift Cards.)


When a customer uses a gift card to buy something (redeeming), the cashier/associate swipes the card just like a credit card; the system reads the information and enters it on the receipt. To accept payment by gift card, you must first install the supporting EFT application and configure preferences as described in the documentation for the EFT processor being used (e.g., Prism Genius Guide).
Gift Card Character Limitation
Currently, Gift Cards in Prism 2.0 are limited to 30 characters.

Activate Gift Cards for Original Amount
A preference controls whether gift cards can be activated for an amount other than the original amount.
If the "Activate Gift Cards for Original Amount" preference is enabled, gift cards can only be activated for the original amount at which the card was sold.
If the preference is disabled, then gift cards can be activated for an amount different than the original amount.

Gift Card Security Permissions

 

You can control employee access to gift card features using the following security permissions:

Permission Description
POS - Add Prepaid Gift Card Allows the user to add a Prepaid Gift Card item to a transaction.
POS - Add Stored Value Gift Card Allows the user to add a Stored Value Gift Card item to a transaction.
POS - Add Central Gift Card (Central Gift Cards only) Allows the user to add a Central Gift Card item to a transaction.
POS - Change Gift Card Expiration Date (Central Gift Cards only) Allows the user to manually edit the Gift Card item Expiration Date

Node Preferences > Transactions > General
In Node Preferences > Transactions > General, the "Activate Gift Cards for Original Amount" preference controls whether gift cards can be activated for an amount other than the original amount.

  • If the "Activate Gift Cards for Original Amount" preference is enabled, gift cards can only be activated for the original amount at which the card was sold.
  • If the preference is disabled, then gift cards can be activated for an amount different than the original amount.

Gift Cards on X/Z-Out Reports
You can see a breakout of Gift Card transactions on the Z-Out Close report.

gift card on xzout