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Promotional Cards

Promotional cards are special type of gift card in that they do not affect the accounting or transactions because they are "virtually loaded", meaning the value is not real cash. Promotional cards can be used like coupons or vouchers to promote a restaurant or outlet. To make it easier for staff to tell the difference between Gift Cards and Promotional Cards, it is highly recommended to have different designs for your gift cards and promotional cards.

When a Promotional card is applied to a check (Gift Card Payment), the system automatically flips the account code to the proper "Promotional Account Code" entered in roomMaster under Setup > Configuration > Guest Ledger > Account Codes > Special Account Assignments > Gift Cards (InnQuest) > POS (Point of Sale) Secondary Accounts > Promotional. This account code should be setup as an Expense, not a liability.

Using Promotional Cards in a Gift Shop/Quick Serve Environment​

A Gift Shop (Retail)/Quick Serve restaurant environment means the check is closed immediately without putting it on hold. An ice cream stand would be an example of a quick serve restaurant environment. In iQ-POS, the Restaurant Mode option should be unchecked. To close checks using Promotional Cards, use the following steps:

  1. Enter the items to be purchased.
  2. Press F4 - Payment/Print.
  3. Press Gift Card Payment. The total of the check is entered by default.
  4. Press OK.
  5. Swipe the Promotional Card.
  6. Select Yes to close the check and finish the sale.

Note: The amount used from a promotional card should never be more than the total amount of the check, allowing change to be given back to the guest. For example, if a guest uses a $20 promotional card to pay for $8 worth of items, the $12 balance simply remains on the card. Never post the $20 from the card and return the difference to the guest in cash.

A receipt will print showing the balance remaining on the promotional card.

Using Promotional Cards in a Restaurant Environment​

Different from a Gift Shop or Quick Serve environment, in a restaurant environment, items are entered on to a check and then the check is placed on hold. When the guest is ready, the check is printed and then presented to the guest for payment.

tip

Promotional Cards Error Messages​

Authorizations​

Authorizations are not allowed for Promotional Cards in iQ-POS. An error message advising you the card is a promotional card will appear if an authorization is attempted.

Tips​

Since Promotional Cards are not "real money", tips or gratuities should never be paid from a promotional card since the value of the card is not "real". Promotional cards are an expense. An error message will appear if you try to manually enter a tip item on a check that already has a promotional card item entered. An error message will also appear if you try to close a check with a tip item on it using a promotional card.

Using a Promotional Card for Full Payment without tip​

After the check has been presented to the guest and they have provided a Promotional Card to pay for the check, use the following steps to process the payment:

  1. Recall the held check.
  2. Press F4 - Payment/Print.
  3. Press Gift Card Payment.
  4. Press Charge Gift Card Now (No Tip/Authorization).
  5. Leave the default amount, the total amount of the check and press OK.
  6. Swipe the card to charge it.
  7. Press Hold/Recall to place the check back on hold.
  8. Select Yes to close the check and finish the sale. A final receipt will print.
  9. Return to the guest with the final receipt. Advise them guest how much was applied to their card and the balance remaining.

Note: If the balance on the promotional card is not sufficient to cover the balance of the check, note the balance remaining and follow the steps for completing a Partial Payment below.

Using a Promotional Card for Partial Payment​

After the check has been presented to the guest and they have provided a Promotional Card to pay for the check, use the following steps to process the payment when the card balance balance is not large enough to cover the entire check:

  1. Recall the held check.
  2. Press F4 - Payment/Print.
  3. Press Gift Card Payment.
  4. Press Charge Gift Card Now (No Tip/Authorization).
  5. Enter the amount to be charged to the promotional card. Press OK.
  6. Swipe the card to charge it.
  7. Obtain another form of payment from the guest and close the check
  8. Select Yes to close the check and finish the sale.

Note: If the balance of the check is charged to a credit card, billed to a room, or to a direct bill account (city ledger), the tip prompt will appear and a gratuity can be added to the bill.

Disabling Promotional Cards in iQ-POS​

Promotional cards can be disabled in iQ-POS while still allowing Gift Cards to be accepted. This is done by assigning a disabled account code in Setup > Configuration > Guest Ledger > Account Codes > Special Account Assignments > Gift Cards (InnQuest) > POS Secondary Accounts > Promotional in roomMaster. Creating and disabling an account code assigned to the POS Promotional account allows you to specify that Promotional Cards are disabled ONLY in iQ-POS. If the same account code is used for Promotional cards in both roomMaster and iQ-POS, and the account code is disabled, promotional cards would not be accepted in either program.