There are two main ways to handle gift certificates or gift cards in a dealership. You will need to decide how you wish to provide gift cards to determine which option to follow to set them up, either to give them away, or to sell them.
Set Up to Give Away Gift Cards
Set Up to Give Away Gift Cards
Used when your dealership will give away gift certificates.
Set Up GC Payment Type
- From any module in MotilityAnywhere, select the user icon in the upper right of the screen to open the menu.
- Choose the Settings option from the menu. This will open a screen where, depending on your security permissions, you may view or update company settings.
- Select the App Settings tab.
- Click the Parts & Service section from the subtabs to the left side of the screen.
- Locate and click to expand the Add/Modify Cash Out Types section. The types will show in a list.
- To add a new payment type, contact our support team.
- Enter the GL Account for the Gift Card payment type. This may be either an expense or liability account type.
| IMPORTANT: Consult with your CPA to establish which GL account type your dealership should use for the gift card payment type. This may be an expense or liability account. |
Set Up To Sell Gift Cards
If your dealership will sell gift cards to customers.
Create GC Category
- From any module in MotilityAnywhere, select the user icon in the upper right of the screen to open the menu.
- Choose the Settings option from the menu. This will open a screen where, depending on your security permissions, you may view or update company settings.
- Select the App Settings tab.
- Click the Parts & Service section from the subtabs to the left side of the screen.
- Locate and click to expand the Parts/Service Categories section.
- Click the Add button in the lower right to create a new, blank category.
- Enter Gift Card or Gift Certificate as the External Category name. This name is used in reporting.
- Enter Gift Card or Gift Certificate as the description.
- Choose the Internal Category of Other. This is used by accounting to ensure that sales go in the correct account.
- Enter the Sale and Discount GL accounts for your gift cards to use.
| IMPORTANT: Consult with your CPA to establish which GL account type your dealership should use as the Sale account. This may be an expense or liability account. |
- Click the Save button in the lower right.
- Choose the Exit button to close the categories window.
Create GC Item
- Open the Parts and Service module.
- From the menu on the left side of the screen, expand the Parts Maintenance section.
- Choose the Master Inventory option. This will open a part search screen.
- Enter the gift card part number you wish to add into the Part Number/Identifier field and press enter. This will return a list of results.
- If the gift card is not listed, click the Add button at the bottom right. This will open the new part screen.
- Enter the new gift card part number and click the Enter key.
- Check each of the tabs to ensure that the part does not already exist:
-
- In this location
- In another company location
- In a price book
- If the part does exist in any location, you can highlight the part and click the Add New Part button to add it to your inventory and open the master inventory profile.
If the number does not exist in any of the places above, click the Add New Part button in the lower right. This will open a new master inventory profile.
- Enter information about the gift card.
The minimum information needed for the item to be saved includes:
- Default Supplier
- Category
- Part Number
- Description
- Check the box in the lower right that is labeled Prompt For Price. This will prompt you for the gift card amount when selling it.
- Select the Save button.
Set Up GC Payment Type
- From any module in MotilityAnywhere, select the user icon in the upper right of the screen to open the menu.
- Choose the Settings option from the menu. This will open a screen where, depending on your security permissions, you may view or update company settings.
- Select the App Settings tab.
- Click the Parts & Service section from the subtabs to the left side of the screen.
- Locate and click to expand the Add/Modify Cash Out Types section. The types will show in a list.
- To add a new payment type, contact our support team.
- Enter the GL Account for the Gift Card payment type. This should be the same as the Sale Account entered in the Gift Card Category.
Sell Gift Cards
Gift cards can be added to parts or service invoices. Selling the gift card will credit the liability or expense account.
| IMPORTANT: Consult with your CPA to establish which GL account type your dealership should use for the gift card payment type. This may be an expense or liability account. |
- Open the Parts & Service module.
- Click the New Parts Quote or New Parts Invoice quick link on the left side of the screen.
- Search for the customer in the Entity Information section at the top of the invoice.
- Add the gift card "part" to the table. You may enter the part number by typing into the Part Number field.
- You will receive a price popup window. Enter the gift card amount into the window and click OK.
- Enter the quantity sold.
- Enter the quantity relieved.
- Select the Cash Out button at the bottom of the window. This will move you to the sales register screen to take payment.
- Choose the customer's payment method by clicking over the relevant payment type.
- Complete the transaction by choosing to print the receipt, email the receipt, or both.
Redeem Gift Cards
While selling the gift card will credit the liability or expense account, redeeming the gift card will debit the account.
| IMPORTANT: Consult with your CPA to establish which GL account type your dealership should use for the gift card payment type. This may be an expense or liability account. |
- Open the parts or service invoice for the customer purchase.
- Click the Cash Out button. This will move you to the sales register screen.
- Choose the gift card payment method by clicking over the payment type button.
- Enter the amount redeemed from the gift card into the payment redeemed field to the right.
- Optionally, if there will be another payment type used, select the Add Payment button, choose the payment method, and enter the payment amount.
- Complete the transaction by choosing the Print button.