🧪 This feature is being tested by our collaborators. Stay tuned! 🧪

Gift cards are a thoughtful way for satisfied clients to gift your activities and merchandise to their family and friends. They bring in new customers, boost your revenue and guarantee an income before a sale has even been made.

Before getting started, create a ledger code to track gift cards in your finance reports.

How it Works

  1. Creating a Gift Card

  2. Purchasing a Gift Card in the Store

    - View the gift card invoice in client billing

  3. Redeeming a Gift Card in a Personal Account

    - View your redeemed gift card in your account

  4. Paying with a Gift Card in the Store

    - What to expect if the gift card covers the full purchase

    - What to expect if the gift card covers part of the purchase

    - What to expect if the gift card & an account credit cover the purchase

  5. Gift Cards in Reports

    - Gift cards in journal entries

  6. FAQ

1. Creating a Gift Card

Admins need the 'Manage gift cards' permission to view, create and edit gift cards.

In the Store>Gift Cards subtab, click Create a gift card:

  • Name your gift card in English (in French is optional).

  • The description appears in the store (in French is optional).

  • Tags help clients refine their search in your store (optional).

  • Assign a ledger code to your gift card to track sales in your finance reports.

  • Choose when to make your gift card available for purchase in the store.

  • Upload a gift card picture; otherwise, a default image appears in the store.

  • Save when finished. Gift cards can be edited, duplicated or deleted at any time (a gift card must be archived if it's already been sold). This won't affect gift cards that have already been purchased.

👉 In the Store>Store Setting>Customize subtab, the Gift Cards tab must be visible so that clients can access the gift card in your store.


2. Purchasing a Gift Card in the Store

In the store, click the Gift Cards tab and then select a gift card:

  • Choose a default or custom amount. Taxes are not charged on gift cards.

  • Include the recipient's name and their email.

  • Write a message (limit of 200 characters). A default message is used if left blank.

  • At this time, the Details section can't be modified.

  • Add to cart.

At checkout, clients must pay with a credit card when purchasing a gift card. Admins can use any payment method (except eChecks). When finished, the recipient is emailed a link to redeem their virtual gift card.

📒 🎁 View the gift card invoice in Client Billing

In the client's file, click the Purchases subtab and scroll down to see their gift card purchase(s). Click the invoice number to view more billing details in Client Billing.

In Client Billing, you can't see who the gift card recipient is on the invoice. You can't cancel a gift card invoice. Click here to learn more.


3. Redeeming a Gift Card in a Personal Account

Once a gift card is paid for at checkout, the recipient is emailed a 'Redeem your gift card' link that redirects to Amilia's login page. The gift card must be redeemed in the personal Amilia account the recipient logs into (or creates).

After logging in, clients must give consent to redeem their gift card if they've never visited the organization's Amilia store. After consenting, a success message confirms the gift card has been added to their account.

🎁 View your redeemed gift card in your account

From their personal account, clients can view gift card balance(s) in the Gift cards tab.

  • The Store button redirects to the organization's online Amilia store. A gift card can only be exchanged at the same store it was purchased from.

  • If another gift card (from the same store) is redeemed, its value is added to the existing gift card balance for that store. Gift cards don't expire.

  • A gift card can't be migrated to a different user account once it's redeemed.


4. Paying with a Gift Card in the Store

Any account member can use a gift card to buy anything in the organization's store, save for a few restrictions.

⛔ You can't use a gift card to buy another gift card.

⛔ You can only use a gift card in the same store it was purchased from.

⛔ You can't use a gift card if an installment or subscription are in the cart.

At checkout, gift card funds are available for use in the form of a credit.

Let's review three common outcomes when paying with a gift card and the transactions that appear in Client Billing when:

🇦 The gift card covers the full purchase amount

🇧 The gift card covers part of the purchase amount

🇨 The gift card and an account credit cover the full purchase amount

🇦 What to expect if the gift card covers the full purchase

In this scenario, a client has $25 on their gift card, and they've set their heart on a $10 coffee mug. They add it to their cart and proceed to checkout.

  • After completing the registration form(s), the client is asked if they want to use their available credit for this purchase (a.k.a the $25 on the gift card).

  • Complete the purchase if the credit covers the full purchase amount.

📒🇦 View the invoice and payment in Client Billing

Prior to the client's purchase, their Gift card balance was $25.

Using the gift card to pay for the $10 mug reduced the Gift card balance to $15.

  • Clients can view their purchases and gift card balance in their personal account.

  • Admins may cancel the invoice and refund the payment back onto the gift card. Click here for more details.

🇧 What to expect if the gift card covers part of the purchase

In this scenario, a client has $50 on their gift card, and they want to enroll in an activity for $200. They add it to their cart and proceed to checkout.

  • After completing the registration form(s), the client is asked if they want to use their available credit for this purchase (a.k.a the $50 on the gift card).

  • There remains an amount of $150 to pay for the purchase.

  • The client can choose to pay with any accepted payment method.

📒🇧 View the invoice and payment in Client Billing

Prior to the client's purchase, their Gift card balance was $50.

Using the gift card to pay for the $200 activity reduced the Gift card balance to $0

  • You may cancel the invoice and refund the money back on the gift card. The refund amount can't exceed the amount that was paid using the gift card. Click here for more details.

  • You may refund the regular payment as usual.

🇨 What to expect if a gift card & an account credit are used

In this scenario, a client has $50 on their gift card and an account credit of $100. The client wants to register for an activity that costs 125$.

When a client has an existing credit in their account, the sum of the gift card and the account credit become available for use at checkout. The gift card is used up first, followed by the account credit.

  • After completing the registration form(s), the client is asked if they want to use their available credit for this purchase (a.k.a the $50 on the gift card and 75$ of their existing account credit).

  • Complete the purchase if both credits cover the full purchase amount.

📒🇨 View the invoice and payment in Client Billing

Prior to the client's purchase, their Gift card balance was $50. They also had an account credit of $100.

Using both the gift card and account credit to pay for the $125 activity reduced the Gift card balance to $0 and the account credit to $25.

  • You may cancel the invoice and refund the money back on the gift card. The refund can't exceed the amount that was paid using the gift card. Click here for more details.


5. Gift Cards in Reports

You can track the sale and exchange of gift cards with our reports.

Breakdown of payments by ledger code: Filter for the Gift card ledger code(s) to see who bought one and filter by Credit type to see who paid with a gift card and what they paid for.

Payment by ledger code: Show the total payments (and type) received from the sale of gift cards.

Breakdown of sales: Lists each gift card sale and the client who purchased it.

Reconciliation: On the 'All' sheet, filter by the gift card's name, Gift card refund and gift card payment to see who bought a gift card, who used a gift card as payment and/or whose gift card was refunded.

End of shift report: Shows the total number of gift card payments and refunds, with the client's name and /or admin who made the transaction.

⚖️ Gift cards in journal entries

In accrual accounting, revenue from the sale of a gift card isn't tracked with the ledger code it was assigned. Since there's a risk the recipient never exchanges their gift card, the money from the sale of a gift card is considered a liability.

(Rather, it's when you use a gift card to purchase an item that revenue is recognized in the ledger account of the item that was sold).

Below are journal entries when a gift card is purchased, and then used as payment.

A client buys a gift card to send to a recipient

1 ) $35 is owed to you which creates a debit in account receivable.

2) The funds are credited in the Default-Gift cards liability account until the gift card is used as a payment.

The recipient buys a 10$ mug and uses their gift card to pay for it

1 ) $10 is moved from the Default-Gift cards liability account.

2) $10 is credited to the Default-Account deposit liability account until the payment is reconciled with an invoice.

The admin reconciles the 10$ invoice with the gift card payment

1 ) $10 is debited from the Default-Account deposit liability account since the payment has now been reconciled with an invoice item.

2) $10 is then credited to the Default-Accounts receivable asset account


Frequently Asked Questions

What are the main characteristics of a gift card?

It doesn't expire & it

can't be exchanged for money.

It must be used in the store

it was purchased from.

No taxes are applied.

It can't be used to buy another gift card.

You can't use a gift card if your cart includes something with

an installment plan or a subscription.

Clients must use an online credit

card to purchase a gift card.

Admins can't use an eCheck

to pay for a gift card.

You can't print a physical copy

of a gift card. It's 100% virtual.

A gift card isn't eligible for installments.

A gift card isn't eligible for discounts.

A gift card can't be used or purchased

at the Point of Sale.

5$ is the mininum and 99 999$ is the maximum you can put on a gift card.

You can't refund

the purchase of a gift card.

You need a personal Amilia account

to purchase and/or redeem a gift card.

Can I modify the details that show under the gift card in the store?

No.

Can I change the default amounts that are shown in the store?

No.

Must the gift card recipient's email match the one they use to login to Amilia?

The email address used to send the gift card isn’t tied to the gift card itself. Rather, the link inside the email is the key. When you click the link and then access your personal Amilia account (regardless if one uses a different email address), the gift card funds can be redeemed in the account.

Why can't I cancel a gift card invoice?

When a gift card is paid for at checkout, the funds are immediately charged on the client’s credit card and the recipient is emailed a link to redeem the gift card. This action is irreversible. There’s no way to cancel the gift card email. If you have any questions, please contact us at product@amilia.com.

What happens if a client didn't provide consent to redeem their gift card?

If the client doesn’t provide consent after logging in to their personal account, the gift card can’t be redeemed. They may shop in the organization’s store, but the gift card won’t be available for them to use.

They can refer to the gift card email and click the ‘Redeem my gift card’ button again. The client is redirected to their Amilia personal account (if they have already logged in) or they’re redirected to the login page so they can log into their account. In both cases, they’ll again be asked to provide consent to redeem their gift card.

Can I redeem a gift card more than once by using the same link?

A gift card can only be redeemed once. If you click the link after the gift card has been redeemed, you’ll see an error message when accessing your personal Amilia account.

Can a gift card be used to pay an outstanding balance?

A gift card can only be used in the same online store it was purchased from. Neither an admin nor a client can use a gift card as payment anywhere else in Amilia. It can't be used by a client to pay off an outstanding balance in their user account and admins can't use it as a payment method in Client Billing.

How do I cancel and invoice and refund a gift card payment?

At this time, you must first expand the invoice and cancel the invoice items. Do not perform a refund through the invoice. Keep in mind there must be a credit in the account before you can refund any type of payment.

Next, expand the gift card payment and perform a refund to return the monies back onto the gift card.

If the client paid the invoice using an additional payment method, expand the payment and perform a refund.

What happens when all the funds on a gift card have been spent?

In the client’s personal Amilia account, the gift card will show a $0 amount. Admins will notice the Gift card balance in Client Billing has disappeared.

At checkout, the client won’t be asked to use an available credit unless there’s another account credit available. If there’s neither a gift card nor a remaining account credit, the client must pay the full purchase amount, as usual.

How does accrual basis accounting track gift card sales differently?

Depending on whether you use accrual or cash basis accounting, you'll process your gift card sales differently.

If you use cash basis accounting, you recognize revenue the moment it's invoiced. You list the cash coming in from gift cards as sales just like any other.

If you use accrual basis accounting, you recognize revenue when the service is rendered instead of when it was invoiced. When cash is coming in from gift card sales, it isn't counted as income until the gift card has been used to pay for a purchase.

How do I find out how many gift cards haven't been spent?

If your organization uses accrual accounting, you can export the summary of transactions from the Journal entries page. The value found in the Default- Gift card liability account pertains to unspent gift card money.

Are there revenue charges on the sale of gift card?

A 1% fee is charged on each gift card sale, similar to the Service rate applied to every invoiced item in Amilia. Click here to learn more about how Amilia bills your organization.

What size is acceptable for the Gift card image?

  • Ratio: 3/2

  • Orientation: landscape

  • Max width after cropping: 1020px (resized to max 510px)

  • Max height after cropping: 680px (resized to max 340px)

Default Gift card image

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