Loyalty Card Add Value & Check Balance
Transcript (Pt 1)
(Brian Henderson): In this video, I’m going to show you how to use the new “Loyalty Card Add Value” button, as well as the “Check Balance” button. We’ll want to go to the Store Settings page. We get there by clicking the gear icon on the top right corner and go to “Store Settings.” I’m already on that page and we’ll go to the “Card System” tab. Now, you probably already have your card system selected, but if you don’t, you want to select the right one and put in the credentials. But what I wanted to show you are these two new features right here that say “Enable Loyalty Card Add Value button on Register,” as well as “Allow refunds onto loyalty cards.” So, we can just simply select those if we want to enable them, and click “Save.”
Now we’re going to go to the Register page and I’ll show you how to use those. So, we’ll go to “Register,” we’ll enter our pin, just like always. And you’ll see on the Register page we have two new buttons, “Loyalty Card Add Value,” as well as “Loyalty Card Balance.” If I click “Loyalty Card Add Value,” it’ll ask the dollar amount that we want to add to the card. And then it also asks for a reason for adding this balance. And it’s up to you and your store and your systems about, if you require your team to enter a memo here or not? This will show up on the Loyalty Card Add Value report. So, if you need that for documentation purposes, then that’s a useful tool to have. I’ll click “Add Value” and it’s going to ask for the card number. So, here I can either swipe the card if I have a magstripe reader on the side of the monitor, or I can type in the card number. Or if it’s a type of card that has a barcode on it, you could use a scanner to pull that in.
In this case, I’m just going to copy and paste a example number I have here and we’ll click “Submit” and it’ll let us know if it’s successful or not. If I wanted to see the current balance of the card, I could click “Loyalty Card Balance” and enter that there, and it’ll fetch that data. And what’s really cool about this, is if we wanted to go ahead and save customer information, if we have a laundry card or a FasCard system, you could actually offer it to register the card for the customer. So, here we could change the name of it or enter the phone number or any information like that, kind of as a courtesy to the customer. And here we can see the current balance on the card and any other information that we can find about that card. And we’ll click “Save Changes” and that’ll go through, it’ll let you know if it’s successful there, and then we can click “Done” if we’re finished viewing that.
Now, we did enable the ability to add a refund back onto a card if we wanted to. Again, that’s an optional setting. But let’s say if you’re issuing a refund to someone, and let’s just say we’re continuing without selecting a customer, but we just want to enter a dollar amount, we could do that, and we can enter a reason for this refund. We can hit pay, and then we could choose “Loyalty Card” as an example here. So, let’s choose “Loyalty Card.” Again, enter that card that we want, and then it will put that money back onto the card and print off the receipt. And this will show up on your refunds report, as well. So, additionally, it will also show up on that Loyalty Card Add Value report, and it’ll actually say whether this was just a normal add value type of function or if it was because of a refund. So, again, for accountability purposes, that’s very useful.
Now, if you wanted to collect money from a customer and then add value onto a card, then this is probably how you could do it. You could click “New Sale” and choose whether you have a customer’s name associated with this or not. And in your inventory, you could create an item, whatever you want to call it, for like a loyalty card recharge. So, say they’re giving us $20 and they’re handing us cash, and we wanted to record that sale of the income coming in, we would ring that up in the register with a normal inventory item that you create. So, we’ll record that. Okay, they handed us $20 cash, we’ve got that. We could print through receipt if we had a receipt printer hooked up to this computer, and then we can actually add the value onto that card.
The nice advantage of this is, if you did have some sort of bonus like, “Give us $20, we’ll give you 22,” you could enter a different amount on this. Additionally, if you wanted to record which order number that this went with, then you could enter that from the receipt as well, here in the memo area, and we’ll add the value. We’ll enter the card number there, submit that, and now we’ve added the balance onto there. So, that’s how you could do both of that. But this gives you a lot of flexibility on how you want to handle it. Let’s take a look at the “Reports” page. And so you can see that new Add Value report. So, we’ll go here, “Loyalty Card Add Value/ Refund Report.” You’ll choose your date range and which store location you want to see it for. And I’ll hit “Display Report,” and you can see I’ve done a few tests today here, but you can see who is the employee who rang up the transaction, any reason that they provided, and then whether this is a regular Add Value or refund type of transaction.
Additionally, on the “Financial Summary” report, if I were to pull that up, we can see as that rings up, any refunds will show on here. And then if you’ve issued any value onto loyalty cards or store credit, then that will also show up in Total Liability as well, for your accounting there. But then, see here, in the “Payment Type…” Since the only payment we actually took in was that $20 cash, we can see that here in “Payments type.” Lastly, if we go to the “Refund Report,” we should see that refund that we issued onto a loyalty card, and in fact, it does also show that it was put onto a loyalty card. Okay, that’s all for now. Thanks for watching, and thank you very much.
Transcript (Pt 2)
This video is part two of our new loyalty card add balance feature. In the last video, I showed you how to turn on this loyalty card add value button and the loyalty card balance button, as well as several different reports that show when you’ve added value onto loyalty cards or issued refunds. In this video, I’m showing you yet another new feature where you can create an item in your inventory, and it will trigger that new add value function. Let me show you how it works, and then we’ll talk about how to turn that on. I’m going to go to new sale, and I’ll select the item I’ve created ahead of time to trigger this function. In this case, I created an item I called loyalty card recharge. Now, this feature is available for systems with CCI LaundryCard or FasCard systems as well as Laundroworks.
So if I click loyalty card recharge, I can enter the dollar amount for the amount we’re going to place on this customer’s card. If I wanted to sell the actual plastic of a card through the register, I could create a button for that, too. So we’re going to load $20 on the customer’s card in this example, and then also charge him $2 for the card itself if we wanted to do that. I’ll click pay, and this brings us to the regular payment screen. And let’s say in this example, the customer’s paying us $22 cash. I’ll just press my cash button here. And at this point in time, it then brings us to the screen where we can enter the card number. So we can either type that number in or swipe it if we have a magstripe reader. If we add a Laundroworks system, the Laundroworks POS system card reader would light up and ask the customer to place their card on that reader at this point in time.
So I’ll type in the number for this example and click submit, and we’ll wait on a response from the card system. And when that’s approved, then we can close that screen, and notice we only put $20 on that card even though the transaction was 22, because we’re charging two for that other thing. So it’s nice you can mix and match with this setup. When we click close, we’ll then go to the screen where you can print off a receipt. In this case, I’ll just say cancel.
So let’s talk about how we turn that on. I’m going to go here to this menu icon and go to inventory, and I’ll show you the settings of that item I created, where there is a new option right here in the bottom right corner called “Loyalty Card Add Value”. Now, this option will only show up if you have in your store settings the credentials put in for a LaundryCard system or a Laundroworks system or a FasCard system. It’s not currently available for SpyderWash at this time. So you’ll simply click “Loyalty Card Add Value” and you’ll want the other settings just like this where it’s treat item as a retail item. We don’t have any units, price set to zero and set to prompt price so that when selected, you can type in the dollar amount that you’ll be adding. And you’ll just click save, and that’s all there is to turn it on.
And if you wanted to go into your store settings and disable the loyalty card add value button on the register screen but still allow for those sales transactions to trigger the loyalty card add value function, then you can do that. So, that really locks things down so that the only way money can be put onto a card is through a sales transaction first. If you want to take it a step further, you could also not allow refunds onto loyalty cards. So again, the only way that you could add value onto a loyalty card will be if you took money in from a customer first, and then you place it onto a card. So I’ll just say save here. And if we go back to the register, we’ll see that those buttons are no longer on the register screen. But because of my inventory, I created that item with the loyalty card add value function turned on it, then we can still do that. Okay, that’s all for now. Thank you very much for watching, and we appreciate you.