Open the Gift Cards page
Open Sell › Gift Cards. The table shows CODE, CUSTOMER, INITIAL VALUE, BALANCE, STATUS, EXPIRY and ACTIONS (Reload, History and a ... menu). Quick Lookup at the top finds one card by its exact code.
How to issue, reload and void a gift card
A gift card is stored value you sell to a customer, who spends it later in your shop. This guide shows how to issue a card for a customer, top it up, check its balance, take payment with it at the terminal, void a card and see what the books record.
Who it is forCashier and shop ownerTime10 minutesProductPOSLevelBeginner
Before you start
Steps
Issue a card
Press Issue Gift Card. Leave Custom Code empty and the app makes one, or type your own (for example SHAZIA-GIFT-1019). Type Initial Value (PKR) (1000), keep the payment method Cash, search the Customer by name or phone, set an Expiry Date and a Notes line, then press Issue Card.
Confirm
The app says Gift card issued and the new row appears at the top without reloading the page: the customer, Rs 1,000 initial value and balance, Active, and the expiry date (19-Oct-2027).
Read the card's history
Press History on the row. It lists DATE, TYPE, AMOUNT, BALANCE AFTER and SALE. A new card has one line: Issued +Rs 1,000.
Top up the card
Press Reload on the row, type the Reload Amount (PKR) (500), choose the payment method and press Reload.
The app says Gift card reloaded. The balance is now Rs 1,500 while the initial value stays Rs 1,000.
Check a balance
Type the code in Quick Lookup and press the search button. The app shows the code, the Active chip, Balance: Rs 1,500 of Rs 1,000 and the expiry date. A code that does not exist gives Gift card not found.
Pay a sale with the card
On the terminal add the items and press Charge. Choose Gift Card, type the code and press Lookup. The app shows the card and its Balance. Enter the amount (here the total of Rs 1,150; a promotion such as Weekend 10% Off only lowers it on the days it runs, and today it does not) and press Complete Sale.
Check the receipt and the card
The receipt shows Gift Card: Rs 1,150 as the payment.
Back in History the card shows Redeemed -Rs 1,150 with the invoice in SALE, leaving a balance of Rs 350.
Give a free card
To give a card away, tick Complimentary in the issue dialog. The payment method list disappears because no money is taken. The value is booked as a marketing expense, not as cash.
Void a card
Open the ... menu on the row and choose Void. The dialog says the card is closed for good and cannot be reopened. Type the Reason for voiding (required, for example "Issued by mistake"). Tick Refund the unused balance in cash only if you pay the balance back; unticked, it is written off. Press Void Card.
The app says Gift card voided; the row shows Voided with a balance of Rs 0, and Quick Lookup shows it as voided too.
See the books
Open Finance › Accounting › Journal Entries (or the Trial Balance, where the Gift Card Liability balance moves) to follow the entries. Issuing or reloading for cash debits Cash in Hand and credits Gift Card Liability. The sale paid by card debits Gift Card Liability. The void reverses what was left of the card.
Check it worked
- The card's Balance matches the last line of its History.
- The receipt shows Gift Card with the amount.
- Journal Entries shows a Gift Card entry for each issue, reload and void.
Common mistakes
| Mistake | What you see | Fix |
|---|---|---|
| Typing the code wrongly | Gift card not found | Type the code again, exactly as printed |
| Voiding without a reason | Enter a reason for voiding the card | Type the reason, then press Void Card |
| Voiding the wrong card | The card shows Voided, balance Rs 0, and cannot be reopened | Check the code before you confirm; issue a new card if needed |
| Selling with a card but no open shift | The sale asks you to open a shift | Open one in Sell › Cashier Shifts |
Quick reference
| Item | Meaning / rule |
|---|---|
| Initial Value | What the card was issued for; a reload does not change it |
| Balance | Initial value plus reloads, less spending |
| Complimentary | A free card; no payment is taken |
| Void | Closes the card for good; the balance goes to zero |
| Gift Card Liability | The money owed to card holders |
Frequently asked questions
Can a voided card be used again? No. Voiding closes the card for good and its balance goes to Rs 0.
What happens to the money when I void a card? If you tick Refund the unused balance in cash it is paid back; otherwise it is written off. Either way the balance goes to zero and the books are reversed.
Why is the balance higher than the initial value? Because the card was reloaded. The initial value stays what it was issued for.
Do this in ClearRing
ClearRing runs this whole workflow. See what ClearRing does and what it costs, or browse all step-by-step guides.