SOP: Managing Gift Card Purchases
Objective:
To effectively manage gift card purchases for customers, whether it is for themselves or for someone else, by creating invoices, adding credits to accounts, and applying them to future purchases.
Key Steps:
Create an Invoice:
For current customers buying a gift card, create an invoice with a generic line item such as "Gift Card" and specify the amount.
If it's a new customer, payment information will be collected at checkout.
Add Credit to Account:
After charging the customer, for current customers, add a credit to their account equivalent to the gift card amount.
This credit will automatically be applied to their next invoice, whether it is for a membership or an item from the store.
Apply Credit to Purchase:
If the customer wants to apply the credit to a specific item, record the amount and allow them to purchase the item from the store.
Alternatively, you can invoice the customer for the specific item.
Track Remaining Balance:
Keep track of the remaining balance on the gift card, either by noting it down or using a physical gift card if available.
Ensure that the remaining balance is applied to the next purchase.
Managing New Customers:
For new customers buying a gift card for someone else, create the customer profile, attach the relevant membership or service, and apply the gift card credit accordingly.
Cautionary Notes:
Ensure that the gift card amount is accurately recorded and applied to the customer's account.
Keep track of the remaining balance to avoid any discrepancies during future purchases.
Double-check payment information for new customers to avoid any errors during checkout.
Tips for Efficiency:
Utilize a standardized naming convention for gift card line items to maintain consistency.
Regularly review and reconcile gift card transactions to ensure accuracy in accounting.
Provide clear instructions to customers on how to redeem their gift card credits to streamline the process.