iQ-Gift Cards Setup
The InnQuest Gift Card system can be used with iQ-POS to load and receive payments as well as check the current balance of a gift card.
The InnQuest Gift Card system MUST be configured in roomMaster BEFORE it will work in iQ-POS. Review the iQ-Gift Cards Online Help in roomMaster for configuration information.
Once the InnQuest Gift Card system is configured, the Gift Card Load, Gift Card Payment and Gift Card Inquiry options will appear when selecting the F4 - Payment/Print option.
If the Gift Card Load, Payment and Inquiry buttons do not appear, make sure the proper account codes are entered in Setup > Configuration > Guest Ledger > Account Codes > Special Account Assignments > Gift Cards (InnQuest) > POS Secondary Accounts in roomMaster.
If you are using iQ-POS(Point of Sale) extended version, and you wish to disable Gift Card Processing at certain outlets, select Maintenance > POS Outlet Identification > select the outlet > Disable InnQuest Gift Cards at the this Outlet to disable Gift Cards at that particular outlet.
InnQuest Gift Cards with Separately Owned or Leased Outlets
At some properties, the restaurant or another outlet may be leased or have different owners than the hotel. To maintain separate information, Gift Card Load, Payment and Promotional account codes need to be created to be used in iQ-POS. Create account codes in roomMaster using the same settings as the roomMaster account codes, but change the account code numbers and descriptions. For example, if Anchor Restaurant is separately owned from the hotel, create account codes 360 Anchor Gift Card, 361, Anchor Gift Card Pay, and 362 Anchor Promotional Card. For more information on creating and configuring InnQuest Gift Card account codes, see the InnQuest Gift Cards section in the roomMaster Help text.
Promotional Card FAQ's
Should the design for my Promotional Cards be different from my Gift Cards? It is highly recommended to purchase cards with different designs for Gift Cards vs. Promotional Cards. This will ensure staff can easily differentiate between the two prior to running transactions in roomMaster or iQ-POS.
Can I use Promotional Cards in my bar and restaurant? It is recommended to limit the use of promotional cards in a restaurant and bar environment. If you are using or plan to use promotional cards for iQ-POS outlets, this should be closely monitored to ensure no employee fraud and/or theft is occurring. The Control Report in iQ-POS has been enhanced to list any check that was partially or fully paid with a promotional card. Also, authorizations are not allowed.
Can change be given when a Promotional Card is used for payment? A promotional card has no cash value. Therefore, cash back should NEVER be provided for a promotional card. For example, if a promotional card has a value of $10 and is used to pay an $8 check in iQ-POS, the staff should only process an $8 payment and leave a $2 balance on the promotional card. DO NOT process the card for $10 and return $2 cash back to the guest. It is highly recommended to closely monitor promotional card payments and cash refunds. In roomMaster, use the transaction journal to monitor promotional card and cash refund transactions. In iQ-POS, this is easily done on the Control Report using the Refunds column in the Promotional Cards section. If a promotional card is the only form of payment and a refund has been given, change was returned for the promotional card.
Can tips be paid when a Promotional Card is used for payment? It is highly recommended not to include tips or gratuities on checks paid with Promotional cards. The promotional card is a virtually loaded balance which makes it an expense when used. Employee tips should not be an expense as the promotional cards are only intended to be applied to items or services that are purchased or provided. In roomMaster, use the transaction journal to monitor promotional card and cash refund transactions. Monitor this in iQ-POS using the Control report, reviewing the Tips column of the Promotional Cards section. If a Promotional card is the only form of payment and a tip has been charged, a tip was charged to a promotional card.
How do Promotional Cards affect my taxes? Promotional cards are currently value based and not item based. Therefore, an adjustment is not automatically applied on taxable items or services. When a promotional card is used, the price of a product or service is not automatically reduced and the taxes applied are not reduced. Accounting would need to apply any tax adjustments based on the promotional card totals on the monthly account balance report. There is currently no feature which adjusts taxes.