(In-Store Gift Card (ISGC) users only)
You can create separate accounts in General Ledger for your In-Store Gift Cards, so you can track them separately from your national account gift cards if you have both. In addition, you can track In-Store Gift Cards separately based upon type–Purchased, Merchandise Credit, and Loyalty Rewards (for Local Loyalty users who convert points to loyalty dollars).
Call the Epicor Eagle Advice Line to schedule an appointment to set up this capability.
Contact the Eagle Advice Line Accounting Team to schedule consultation and setup of this capability. They will set up option 9894 “Enable separate GL accounts for In-Store Gift Cards” for you.
In Options Configuration, set up an Alternate Tender type G for gift cards.
If you sell both In-Store and National Account gift cards, note the following:
One and only one Alternate Tender with type "G" can be enabled
If you sell both National Account gift cards and In-Store gift cards, the description of your Alternate Tender Type "G" should have the description of the national account gift card.
In Set Up G/L Passoff (GLSET), do the following:
Filter on “Gift" in the Type column,” and enter the GL Accounts you want to use for the redemption of each ISGC type: “Store-In Store Gift Card,” “Store-In Store gift Cards (Merchandise Credit)”, and “Store-In Store Gift Card (Loyalty Rewards).” Note: You do not need to use all three accounts. If an account is not entered, amounts are recorded to the “Store-In Store Gift Card” account.
(Optional, used to pass off transactions from back-office activities in the Gift Card Viewer) Enter the GL Accounts you want to use for Back-office ISGC activities for each ISGC type: “Store-In Store Gift Card (Loyalty Expense)”, “Store-In Store Gift Cards (Merch Credit Income),” and “Store-In Store Gift Card Income.”
(Note: This step must be done when POS is not in use, and after RDJ option Z has run). In GLSET enter these same GL account numbers (for “Store-In Store Gift Card,” “Store-In Store gift Cards (Merchandise Credit)”, and “Store-In Store Gift Card (Loyalty Rewards") in the ‘Dept – Sales Merch Non Taxable’ accounts for the department entered on the Gift Card SKU(s) used to sell ISGCs, and department entered in the SKU entered in option 9288 “SKU to use for gift/cash card on POS Refunds.”
To track the balance of ISGCs by type, make an initial manual adjustment in GL to move their current value from the current account (either Store-In Store Gift Card account, or the Alternate Tender account used for gift cards) to the In Store Gift Card (Merchandise Credit) account and the In Store Gift Card (Loyalty Reward) account. Obtain this information from the Gift Card Viewer by right-clicking the Type column and selecting “Quick Sort and Subtotal by Type.” Use the Subtotal of the Current Value for Type CREDIT, and the Subtotal of the Current Value for Type LOYALTY to make the adjustments in General Ledger.
If you sell both ISGCs and national account gift cards, and want to track GL separately, set up separate SKUs to sell ISGCs and national account gift cards, each with the department that represents the appropriate GL account. In addition, if you are going to track ISGCs for Merchandise Credits separately, the SKU in option 9288 "SKU to use for gift/cash card on POS Refunds" must have its own department.
Setting Loyalty Gift Card Values to Zero (GCV Menu option 5, or report GCS) creates a debit transaction to “Store-In Store Gift Card (Loyalty Rewards)” and a credit transaction to “Store -In Store Gift Card (Loyalty Expense).”
Running the Loyalty Points Conversion (Gift Card Viewer Menu option 3, or report GCS) creates a debit transaction to “Store-In Store Gift Card (Loyalty Expense)” and a credit transaction to “Store-In Store Gift Card (Loyalty Rewards).”
Running the Gift Card Surcharge Calculation (Gift Card Viewer Menu option 2):
Type = blank: This debits “Store-In Store Gift Card” and credits “Store-In Store Gift Card Income.”
Type = CREDIT: This debits “Store- In Store Gift Card (Merchandise Credit)” and credits “Store-In Store Gift Card (Merch Credit Income).”
Type = LOYALTY: This debits “Store-In Store Gift Card (Loyalty Rewards)” and credits “Store-In Store Gift Card (Loyalty Expense).”
Deleting Gift Cards:
Type = blank: This debits “Store-In Store Gift Card” and credits “Store-In Store Gift Card Income.”
Type = CREDIT: This debits “Store-In Store Gift Card (Merchandise Credit)” and credits “Store-In Store Gift Card (Merch Credit Income).”
Type = LOYALTY: This debits “Store-In Store Gift Card (Loyalty Rewards),” and credits “Store-In Store Gift Card (Loyalty Expense).”
Adjusting gift cards (Adding Funds)
Type = “blank”: This credits “Store-In Store Gift Card” and debits “Store-In Store Gift Card Income.”
Type = CREDIT: This credits “Store-In Store Gift Card (Merchandise Credit)” and debits ”Store-In Store Gift Card (Merch Credit Income).”
Type = LOYALTY: This credits “Store-In Store Gift Card (Loyalty Rewards)” and debits “Store-In Store Gift Card (Loyalty Expense).”
Adjusting gift cards (Removing Funds)
Type = blank: This debits “Store-In Store Gift Card” and credits ”Store-In Store Gift Card Income.”
Type = CREDIT: This debits “Store-In Store Gift Card (Merchandise Credit)” and credits “Store-In Store Gift Card (Merch Credit Income).”
Type = LOYALTY: This debits “Store-In Store Gift Card (Loyalty Rewards)” and credits “Store-In Store Gift Card (Loyalty Expense).”
Gift Card Import (Gift Card Viewer Menu option 4)
Change Card Type (Gift Card Viewer Menu option 6)
The Daily Journal Report (RDJ) option Z uses the following hierarchy in determining the G/L account to which it passes each Gif Card type’s total redeemed (by Store):
Merchandise Credit ISGCs redeemed: If the entry in GLSET for “Store-In Store Gift Cards (Merchandise Credit)” has an account, the total dollars redeemed for Merchandise Credit ISGCs is recorded to that account. If that account is blank, this total is recorded to the account entered in GLSET for “Store-In Store Gift Cards.” If that account is blank, this total is recorded to the account entered in GLSET for the Alternate Tender type G.
Loyalty Reward ISGCs redeemed: If the GLSET entry for “Store-In Store Gift Cards (Loyalty Rewards)” has an account, the total dollars redeemed for Loyalty Reward ISGCs is recorded to that account. If that account is blank, this total is recorded to the account entered in GLSET for “Store-In Store Gift Cards.” If that account is blank, this total is recorded to the account entered in GLSET for the Alternate Tender type G.
Regular/Purchased ISGCs redeemed: If the entry in GLSET for “Store-In Store Gift Cards” has an account, the total dollars redeemed for purchased ISGCs is recorded to that account. If that account is blank, this total is recorded to the account entered in GLSET for the Alternate Tender type G.
National Account gift cards redeemed: The total dollars redeemed for national account gift cards is recorded to the account entered in GLSET for the Alternate Tender type G.