Learn how to process gift certificate transactions in this step-by-step guide. This help guide will cover how to process a gift receipt transaction in Arts People.
Recommended Reading Before You Start
Instructions
Gift Certificates
Gift certificates can be sold using the Retail Sales page.
- From the Arts People homepage, use the navigation home menu to select Box Office. Then select Box Office Sales from the dropdown menu.
- This takes you to the Box Office Sales page where you can look up a patron. You can look up existing patrons by completing the first or last name field and selecting Lookup Existing Patron.
- If there is only one patron with this information, the fields will fill in with their information. If there are multiple patrons, you will be taken to the Select Customer page. Find the patron you are looking for and select their name.
- Once you have selected the patron, select Box Office from the left navigation menu and select Retail from the dropdown list.
- On the Retail Sales page the patron’s name is displayed on the top left side of the page and the Gift Certificate section is on right.
- To process a gift certificate, enter a dollar amount in the Amount of Certificate field. It is important to ask the purchaser if they would like the recipient to receive an email for the gift certificate as soon as the purchase is completed. If the recipient would like to give the gift certificate in person, leave Recipient email blank so the purchaser may go in and print the certificate themselves. You also have the option to enter an Inscription with this certificate. Then select, Generate.
- A table appears below, displaying the amount of the gift certificate, a code that the recipient can use to redeem the gift certificate, and the other information you included above.
Note: If the system generated a code that is awkward or too difficult to use, you can select Change Code to regenerate a new code.
- You can also add retail items by using the Items dropdown menu under the patron’s name. This can include parking passes, merchandise, or other event-related items. If an item is added, select Add to Order.
- The same payment processes are available to gift certificates as are for any other purchase. Complete this section. Review all information on the page and select Complete Order.
- The Gift Certificate Print-out page appears. Select the printer icon to see the PDF Gift Certificate. Then select Continue to same patron.
- This will take you back to the Box Office Sales page. Navigate to the Database dropdown and select to see the record of the gift certificate purchase. You have successfully sold a gift certificate.
Other Notes:
Refunds
Gift Certificates can be used to give a refund to a patron instead of cash. If you refund a ticket, input the refund amount as cash, then go to the retail screen and sell them a GC in the same amount with cash as payment method. They then can use the GC in the future for another purchase.
Door Sales
Gift Certificates can't be redeemed via the Box OfficeDoor Sales page due to the Door Sales page not being connected to the gift certificate holder's record where the gift certificate history is stored.
What can Gift certificates be used to purchase?
GC's can be used for all tendered transactions, including donations.
PLEASE NOTE: Gift certificates cannot be paid for by "comp" payment method. Gift certificates are considered money by the system so when they are redeemed reports display this as income toward that show. There is no way to know that a particular gift certificate was not actually real income. If you need to issue free tickets, etc. we recommend using Passes.
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