How to Configure Gift Cards
Introduction
There are numerous elements involved in configuring Enactor’s gift card solution. This guide describes the configuration that will enable gift cards to be issued, topped up and redeemed, and offers suggestions for configuration changes that may be required (e.g. different cards for different countries).
The guide does not cover configuration of third-party gift card providers (e.g. Givex), nor does it give a comprehensive explanation of every configurable option - this can be found in the Enactor Configuration Book.
Pre-requisites
The Enactor Web Card Authorisation service must be deployed and configured on the Estate Manager.
The enactor.xml on the POS is configured to use the Enactor EFT authorisation service.
Enactor Standard Configuration has been imported into the Estate Manager and has been broadcast to the POS.
Supported POS Functions
The Enactor Gift Card solution supports the following POS functions:
- New Gift Card (also known as a gift card issue)
This allows a Gift Card to be issued and loaded in a single transaction.
- Gift Card Top Up
This function allows the balance of already issued Gift Card to be topped up.
- Gift Card Enquiry
The Gift Card enquiry function allows the POS operator to check the balance of a Gift Card.
- Gift Card History
This function allows the operator to see at a glance the transaction history of a Gift Card, including any top ups or tenders.
- Gift Card Merge
The merge functionality allows the balance of two Gift Cards to be combined and loaded onto a single card.
- Gift Card Cancel
Allows a Gift Card to be cancelled.
- Gift Card Redemption
Enables a transaction to be fully or partially tendered using the balance of a Gift Card.
Configuration
Each entity required for gift cards to correctly operate is described in the following pages. This is not a comprehensive guide to every field in every configuration application that applies to gift cards, this can be found in the Enactor Configuration Management book. Instead, it aims to describe how the various elements of configuration are set in order that gift cards can be implemented using Enactor’s gift card functionality.
Acquirer
Within the standard configuration, several Gift Card acquirers are already defined. For the purposes of this document, the UK acquirer (ID: EGC_UK1) will be used.
Navigate to Configuration > Financial > Acquirers and the Acquirer Maintenance application will open.
Select the Edit button adjacent to EGC_UK1 to view the available acquirer options.
Here the description of the acquirer can be defined. Many of the options available on this page are not applicable when using the Enactor internal gift card service.
A new acquirer should be defined for each country. The simplest way to complete this task is to copy an existing acquirer and modify it. In the example below, EGC_UK1 will be copied, and a new acquirer with an ID of EGC_IE1 will be defined for Ireland.
First, return to the main Acquirer Maintenance home screen. Then select the Copy icon to the left of EGC_UK1.
The following parameters should be changed:
Region - Ireland
Acquirer ID - EGC_IE1
Then select the Create button.
The acquirer will then be created:
Amend the Description field to ‘Gift Card Ireland’ and select the Save button. The new acquirer will be saved, and the Estate Manager will return to the Acquirer Maintenance screen where the Ireland acquirer will now be visible in the acquirer list.
Authorisation Server Config
Authorisation Server configuration is provided as part of the Enactor standard configuration. The application can be accessed from Configuration > Financial > Authorisation Server Config
Select the Edit icon against ‘OLAServer1’
This page allows numerous Acquirers to be assigned to an Authorisation Server. By selecting the Ireland Acquirer defined earlier and selecting the + icon, the new Acquirer can be assigned to our Authorisation Server.
Authorisation Server
An Authorisation Server is configured as part of the Enactor standard configuration.
The application can be accessed from Configuration > Financial > Authorisation Server
This application is where the Gift Card Authorisation Server is defined, and also where the configuration that is defined in Authorisation Server Config is selected and applied to the Authorisation Server. In the sample configuration, a single Authorisation Server is defined called ‘Central Gift Card Authorization Server’ running on Device ID ‘estateManager.enactor’
Selecting the Edit icon against this Authorisation Server shows the available configuration options for it.
The Description can be amended, and the Authorisation Server Config ID can be selected. In Enactor’s sample configuration, ‘Main Authorisation Server Configuration’ should be selected.
Service Definition
Included in the Enactor sample configuration is a Service Definition for ‘Card Authorisation Server’. This defines the service that will process gift card requests from the POS.
Navigate to Administration > Services > Service Definitions
When the application opens, select ‘Card Authorisation Server’ from the Service Type drop-down, then select Apply Filters.
Select the Edit icon against the service that is displayed.
This shows various parameters which are defined when the Service Definition is created. Only the following parameters are editable:
Disabled - Selecting this parameter will disable the service (takes effect on next restart)
Name - Allows the name description of the service to be changed
Auto Start - Defines whether the service will automatically start when the Enactor services are started
Select the Card Auth tab
Note the guidance on this page:
Queue Name and Server Configuration should only be specified when it is necessary to override the defaults, for example if running more than one authorisation service on one machine. The default queue name is 'enactor.cardAuthorisation.RequestResponseQueue'. Server configuration is normally obtained from AuthorisationServer or POSTerminal devices. Number of Threads represents the number of requests the service can handle simultaneously.
In the case of gift card configuration, it is not necessary to amend either the Queue Name or Server Configuration.
Number of threads may be increased as required, depending on the size of the estate, number of requests etc.
Card Type
Navigate to Configuration > Financial > Card Types
In the Card Type filter, select ‘Gift Card’
Note that a single Card Type is defined for Gift Card for all regions.
Select the Edit option against the Gift Card type that is displayed.
The description may be amended, no other fields are set.
Gift Cards
The Gift Card Maintenance application allows the operator to view and edit various options related to specific gift card accounts. It can be accessed from Configuration > Financial > Gift Cards.
Selecting the Edit icon next to one of the sample gift cards shows the following screen:
Here it is possible to amend the status, balance and expiry date of the card. After any amendments have been made, the Save button should be selected.
This is a real-time update, any changes made will apply immediately.
Gift Card Type
Gift Card Type can be accessed from Configuration > Financial > Gift Card Types.
Select the Edit icon to the left of EGC_UK1 and the General tab will open.
Region and Currency are defined per the country and currency of use.
Processing Service is set to ‘Auth Service’.
Acquirer is set to the acquirer for the country / region that the gift card is configured for.
Redemption Tender is set to the Tender that has been defined for this Gift Card Type.
Select the Values tab:
There are numerous gift card configuration options presented in this tab. These are self-explanatory per their descriptions.
Select the Behaviour tab:
Again, most of these options are self-explanatory. Caution should be exercised when enabling the redemption offline option. In an offline scenario, this could enable a tender greater than the value of credit held on the card.
In the case of our Irish Gift Card discussed earlier, the UK Gift Card can be copied, and the Region, Currency, Acquirer and Redemption Tender amended.
IIN Ranges
IIN (Issuer Identification Number) ranges allow the POS to identify what type of card is being captured. Generally, the first six digits of the card range is specified - for example, one of the IIN ranges for American Express is 340000 to 349999 with a PAN (Primary Account Number) length of 15.
This functionality is also used for gift cards, and some example IIN ranges are included as part of Enactor’s standard configuration. Many of the available options in IIN ranges are not applicable or used for gift cards.
From the Estate Manager home page, navigate to Configuration > Financial > IIN Ranges
The IIN Range Maintenance application will open, showing some of the pre-defined IIN ranges. The example range provided for Gift Card UK is 95263005 to 95263005. Enter this number into the Range Start field and select the Apply Filters button.
Now only the Gift Card UK range is shown. Select the Edit icon to the left to view the full configuration for this IIN range.
A card description is required. In Enactor standard configuration, there is no Luhn check on the card number. The Country and Currency should also be defined here.
Select the Track Data tab
Note on the PAN Attributes field, Track is defined as 2. For almost all mag cards, the PAN is stored on track 2.
The track length is also defined here, as is whether the card number is allowed to be keyed.
Select the Applicable Cards tab:
On this tab, the IIN range is defined as a payment card and a gift card, and the gift card type is also selected.
To create a new IIN range (e.g. for the Ireland gift card discussed earlier), the existing UK IIN range can be copied, and an applicable Card Description, Country, Currency and Gift Card Type defined.
Menu Configuration
There are numerous POS menu options available for different Gift Card functions. In addition to issuing and redeeming Gift Cards, there are options available to top-up an existing card (as opposed to issuing a new one) and to merge the balance from two existing cards into one. Menu configuration as a general topic is outlined in its own guide - this section will detail only those functions relevant to configuring Gift Cards.
Enactor’s sample configuration provides examples of this functionality.
Navigate to Configuration > System > Menus
Apply the following filters:
Menu Set - POS
Menu Group - Standard POS
Select the Edit option against the SALE menu
Select the + symbol next to 1. Sales, then select the + symbol next to 3. Gift Cards
The following Gift Card functions are already configured:
New Gift Card (also known as a gift card issue)
Gift Card Top Up
Gift Card Enquiry
Gift Card History
Gift Card Merge
Gift Card Cancel
Selecting one of these menu options will now show it in bold text. An Edit option will also be displayed at the bottom of the page (in addition to other menu options).
Select the Edit option for one of the Gift Card functions (the example below will use Gift Card Enquiry).
For all Gift Card functions, the Event is pre-configured in the drop-down.
Selecting the appropriate Gift Card Event will pre-populate the ID, Button Label and Visibility Expression.
The Button Label may be edited - this will change the button text displayed on the POS menu.
The Visibility Expression decides whether the button is shown to the POS operator or not, depending on whether they have been assigned the relevant privilege. In the previous example of Gift Card Enquiry, the POS will only show the button if the operator has been assigned the enactor.pos.GiftCardEnquiryAllowed privilege. If this privilege has not been assigned, then the menu button will not be shown. A full list of Gift Card related privileges is detailed later in this document.
These Gift Card functions can be assigned to any menu that is used while the POS is in Sale mode. They cannot be used when the POS is in Tender mode.
In addition to all the Gift Card functions outlined above, there is a further menu that contains the Gift Card tender, which is used when a customer is making a payment with a Gift Card.
Select the Cancel option until the Estate Manager returns to the filtered list of menus where SALE was previously selected.
Select the Edit option against the TENDER menu.
Select the + symbol next to 4. Vouchers
Select 3. Gift Card and select the Edit button at the bottom of the screen.
When Gift Card Tender is selected as an Event, as previously the ID, Button Label and Visibility Expression fields are pre-populated. In this case the Visibility Expression is performing two checks, firstly whether the operator has the enactor.pos.GiftCardTenderAllowed privilege, and secondly whether Gift Cards can be used as a tender (e.g. there may be products that are configured to restrict tender by Gift Card).
Select the Data tab
On this tab the Tender ID must be defined. In the example above, the tender ID is EGC_UK. If a gift card was created for a different region, then the tender ID for that Gift Card would be defined here.
Tender
When a gift card is redeemed by a customer, the redemption must be assigned to a Tender.
It is recommended to use a separate Tender per country, so that the correct redemption currency can be used.
Navigate to Configuration > Financial > Tenders
The example tender already configured has an ID of EGC_UK. Enter this into the Tender ID search box and select the Apply Filters button.
Select the Edit icon next to the tender.
Very few configuration options are required on the General tab, only the Description and Currency fields are mandatory. Currency should be set to the currency of the region that has been assigned to the tender.
Navigate to the Restrictions 1 tab:
Debits Allowed is selected so the tender can be used to make purchases, and Debit Tendering Restrictions is set to ‘Amount less than or equal balance’. This prevents an over-tender being completed and the customer being issued change.
If there are minimum or maximum amount limits on gift card tenders, these can be configured using the Minimum Debit Amount and Debit Limit fields.
Credits Allowed is selected so the gift card tender can be used for refunds. If this is not desired (for example, the store gives credit note refunds for any transactions originally tendered with gift cards), then this can be deselected. Again, minimum and maximum tender amounts can be defined.
Selection of the Prompt With Amount Due option means that when the POS operator selects the tender on the POS, the tender amount text box will automatically be populated with the outstanding balance of the transaction.
Navigate to the Cash Management tab:
The following options are selected as part of the standard configuration:
Banking Tender - defines that the tender is part of the banking process.
Auto Banked - this tender will automatically be banked, no manual banking process for it will be required.
Pickup Tender - defines that the tender is part of the pickup process.
Auto Picked Up - this tender will automatically be picked up, no manual pickup process for it will be required.
Spot Check Tender - defines that the tender is part of the spot check process.
To create a new gift card tender (for example for the Ireland Gift Card discussed earlier), the tender described above can be copied, and a new ID, description, region and currency assigned to it.
User Roles
There are numerous privileges that can be assigned to POS users to enable and authorise different gift card functions. These are listed below.
The process of assigning privileges to roles, and then assigning roles to users is described in a separate document.
Navigate to the User Role Maintenance application from the Estate Manager home page using the following path: Configuration > HR > User Roles
All the privileges listed can be found in the Enactor POS Application Package as shown:
| Process | Function ID | Function Name |
| Gift Card Enquiry | enactor.pos.AuthorisesGiftCardEnquiry | Authorises Gift Card Enquiry |
| Gift Card Enquiry | enactor.pos.GiftCardEnquiryAllowed | Gift Card Enquiry Allowed |
| Gift Card History | enactor.pos.AuthorisesGiftCardHistory | Authorises Gift Card History |
| Gift Card History | enactor.pos.GiftCardHistoryAllowed | Gift Card History Allowed |
| Gift Card Item Void | enactor.pos.AuthorisesVoidGiftCardItem | Authorises Gift Card Item Voids |
| Gift Card Item Void | enactor.pos.AuthorisesVoidGiftCardTenderItem | Authorises Gift Card Tender Voids |
| Gift Card Item Void | enactor.pos.VoidGiftCardItemAllowed | Void Gift Card Items Allowed |
| Gift Card Item Void | enactor.pos.VoidGiftCardTenderItemAllowed | Void Gift Card Tenders Allowed |
| Gift Card Refund Tender | enactor.pos.AuthorisesGiftCardRefund | Authorises Gift Card Refund |
| Gift Card Refund Tender | enactor.pos.GiftCardRefundAllowed | Gift Card Refund Allowed |
| Gift Card Tender | enactor.pos.AuthorisesGiftCardTender | Authorises Gift Card Tender |
| Gift Card Tender | enactor.pos.GiftCardTenderAllowed | Gift Card Tender Allowed |
| Issue Gift Card | enactor.pos.AuthorisesIssueGiftCard | Authorises Gift Card Issue |
| Issue Gift Card | enactor.pos.AuthorisesTopUpGiftCard | Authorises Gift Card Top Up |
| Issue Gift Card | enactor.pos.IssueGiftCardAllowed | Issue Gift Card Allowed |
| Issue Gift Card | enactor.pos.TopUpGiftCardAllowed | Top Up Gift Card Allowed |
| Issue Gift Card as Change | enactor.pos.AuthorisesIssueGiftCard | Authorises Gift Card Issue |
| Issue Gift Card as Change | enactor.pos.IssueGiftCardAllowed | Issue Gift Card Allowed |
| Issue Gift Card as Reward | enactor.pos.AuthorisesIssueGiftCard | Authorises Gift Card Issue |
| Issue Gift Card as Reward | enactor.pos.AuthorisesTopUpGiftCard | Authorises Gift Card Top Up |
| Issue Gift Card as Reward | enactor.pos.IssueGiftCardAllowed | Issue Gift Card Allowed |
| Issue Gift Card as Reward | enactor.pos.TopUpGiftCardAllowed | Top Up Gift Card Allowed |
| Issue Gift Card Main | enactor.pos.AuthorisesIssueGiftCardAlreadyIssued | Authorises Gift Card Issue of Already Issued card |
| Issue Gift Card Main | enactor.pos.OverrideMaximumGiftCardValue | Override Maximum Gift Card Value |
| Merge Gift Cards | enactor.pos.AuthorisesIssueGiftCardAlreadyIssued | Authorises Gift Card Issue of Already Issued card |
| Merge Gift Cards | enactor.pos.AuthorisesMergeGiftCard | Authorises Gift Card Merge |
| Merge Gift Cards | enactor.pos.MergeGiftCardAllowed | Merge Gift Cards Allowed |
These privileges can be assigned to user roles as desired (e.g. it could be the case that only a manager is allowed to perform a gift card refund).
Using Gift Card Functions at the POS
New Gift Card
Select the New Gift Card function on the POS
Swipe or scan the card, or key enter the card number. Select OK.
Enter an amount for the initial top up and select OK
The Gift Card load is then added to the transaction. Total and tender the sale.
In addition to the till receipt, an advice slip is printed detailing the initial top up amount.
Gift Card Top Up
Select the Gift Card Top Up function at the POS
Swipe or scan the card, or key enter the card number. Select OK.
Enter the top up amount and select OK.
The Gift Card Top Up is then added to the transaction. Total and tender the sale.
In addition to the till receipt, an advice slip is printed detailing the top up amount and the new balance.
Gift Card Enquiry
Select the Gift Card Enquiry function at the POS
Enter the Gift Card number and select OK
OK can be selected to exit, selecting Print will print an advice slip. The other functions available will be covered later.
Gift Card History
Select the Gift Card History function at the POS
Enter the Gift Card number and select OK
From this screen, the Gift Card History can be printed and any previous transactions conducted with the card can be viewed.
Gift Card Merge
Select the Gift Card Merge function at the POS
Enter the card number that will be cancelled and select OK.
Enter the number of the second card where the balance will be transferred to and select OK.
Select OK again.
Select Total and the transaction completes. The balance from the first gift card is transferred to the second card.
Gift Card Cancel
Select the Gift Card Cancel function at the POS
Enter the card number and select OK
Select OK again
The balance from the card can now be refunded to an alternative tender. Select Total and complete the transaction.
Gift Card Tender
Once Gift Card configuration is completed and is defined in the Tender menu, it can be used for tender.
Add some items to the basket, then select Total
Select the Gift Card tender option
Enter the Gift Card number and select OK
Confirm the tender amount and select OK
When the transaction is completed, the printed receipt will show the Gift Card tender, and the remaining balance.