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Promotional cards

Promotional cards are a 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 your property or outlets. Since the value of the card is not "real", Promotional cards do not have to obey the same laws as Gift Cards.

When a Promotional card is applied to a check (Gift Card use), the system automatically flips the account code to the proper "Promotional Account Code" setup in InnQuest Gift Card Setup and entered in Setup > Configuration > Guest Ledger > Account Codes > Special Account Assignments > Payment Accounts tab > Gift Cards (InnQuest) > Promotional. This account is an Expense account, not a liability.

You can load as many cards as you want, and it will not affect the roomMaster accounting or liability accounts. Loading a promotional card can be done by InnQuest Software (a whole batch of cards) or done as single loads by a user signed into roomMaster as a "Manager". Load the promotional cards in Back Office > InnQuest Gift Card Maintenance > Card Maintenance.

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 on promotional cards 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, use the Control Report reviewing 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.

Disabling Promotional Cards

iQ-Gift Cards gives you the flexibility to only accept Gift Cards and not Promotional Cards in roomMaster.

One Merchant ID without iQ-POS​

After creating account code 352 - Promotional Card and entering it in the Special Account Assignment, open the account code and on the Other Options tab, check the option for Make account unusable. When an attempt is made to process a promotional card, a message appears advising the promotional account is unusable.

Note: If you are using the iQ-Gift Cards with iQ-POS also, and using the same account codes, promotional cards will not be accepted in POS either.

One Merchant ID with iQ-POS​

To be able to accept promotional cards in roomMaster but NOT in iQ-POS, create account code 362 - POS Promotional Card just like account code 352 except using the different number and description. On the Other Options tab, check the Make account unusable option. Then add the account code in Setup > Configuration > Guest Ledger > Account Codes > Special Account Assignments > Payment Accounts tab > Gift Cards (InnQuest) in the POS Secondary Accounts section.

Two Merchant ID's (POS Merchant ID)​

When using a separate Merchant ID for iQ-POS, account codes 360, 361 and 362 should have been created and entered in the Special Account Assignments. To disable promotional cards in iQ-POS only, open account code 362 - POS Promotional Card and on the Other Options tab, check the option for Make account unusable. To disable promotional cards in both roomMaster and iQ-POS, check the Make account unusable option for account codes 352 and 362.