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How To Navigate POS Vouchers, Credit Notes & Gift Cards

Introduction​

This guide is part of the POS Functionality series, which documents the standard behaviour of the Enactor Point of Sale (POS) in Standard Configuration (SC) for Version 2.7.747.RC2.

Vouchers, credit notes and gift cards are instruments that can be issued at the POS and used as payment methods for future purchases. The Enactor POS provides dedicated functions for issuing each of these instruments, together with gift card management functions including top up, enquiry, history, merge and cancel.

The purpose of this guide is to demonstrate the steps to perform the following functions on the Enactor POS:

  • Issue Voucher - selecting a voucher type and value to generate a printed gift voucher
  • Issue Credit Note - entering a refund amount to generate a printed credit note during a returns transaction
  • Issue Gift Card - swiping or entering a new gift card number and value to activate the card
  • Gift Card Top Up - adding funds to an existing gift card
  • Gift Card Enquiry - viewing the balance and details of a gift card
  • Gift Card History - viewing the transaction history of a gift card
  • Merge Gift Cards - transferring the balance from one gift card to another
  • Cancel Gift Card - deactivating a gift card and refunding its balance
info

This guide covers the POS as experienced by the operator at the till. It does not cover Estate Manager configuration. All screens shown are POS terminal screens.

Overview​

This guide covers the following sections:

  1. Issue Voucher - Issuing a printed gift voucher by selecting the voucher type and value via the Voucher Sale function.
  2. Issue Credit Note - Issuing a credit note during a refund transaction by entering the refund amount to generate a printed credit note.
  3. Issue Gift Card - Activating a new gift card by swiping or entering the card number and monetary value, and printing a gift card advice slip.
  4. Gift Card Top Up - Adding funds to an existing gift card by swiping or entering the card number and the top up amount.
  5. Gift Card Enquiry - Viewing the balance and details of a gift card by swiping or entering the card number.
  6. Gift Card History - Viewing the transaction history of a gift card by card number or card holder details.
  7. Merge Gift Cards - Transferring the balance from one gift card to another by entering both card numbers.
  8. Cancel Gift Card - Deactivating a gift card and refunding its balance by swiping or entering the card number.

14. Vouchers​

A voucher is a small, printed piece of paper that entitles the holder to a discount or that may be exchanged for goods or services.

Vouchers can be used as a payment method for transactions.

During tendering, the Use Voucher function enables operators to process voucher payments and apply discounts.

14.1 Issue Voucher​

The Voucher Sale function enables operators to issue vouchers.

This function prompts the operator to select the voucher type and value.

Once completed, a gift voucher is generated and printed on a separate receipt.

This functionality provides a convenient way for operators to offer customers the option of purchasing a voucher as a gift or for future use.

Path: Enactor POS > Sale > Sales > More > Voucher Sale

Issue Voucher Procedure​

  1. From the Sale screen, select Sales from the function menu, then select More to access additional sale functions.
  2. Select Voucher Sale. The POS displays the voucher type selection screen.
  3. Select the required voucher type from the available options.
  4. Enter the voucher value. The POS confirms the selection.
  5. Confirm the entry. The POS processes the voucher sale and a gift voucher is printed on a separate receipt slip.

Enactor POS Voucher Sale screen showing the voucher type selection options for the operator to choose from.

Issue Voucher - Voucher Type Selection - select the required voucher type from the available options to begin the voucher sale procedure.

Enactor POS Voucher Sale value entry screen showing a numeric keypad for the operator to enter the voucher value.

Issue Voucher - Voucher Value Entry - enter the voucher value using the numeric keypad.

Enactor POS Sale screen showing the voucher sale item added to the basket, with the voucher value displayed as a line item.

Issue Voucher - Voucher in Basket - the voucher sale item is added to the basket. Proceed to tender to complete the transaction.

Enactor POS gift voucher printout showing a narrow printed receipt slip with the voucher details including the voucher type, value and a barcode or serial number.

Issue Voucher - Gift Voucher Printout - the gift voucher is printed on a separate receipt slip. The voucher can be used as a payment method for future transactions.

Enactor POS transaction receipt printout for the voucher sale, showing the voucher as a purchased item on the printed receipt slip.

Issue Voucher - Transaction Receipt - the transaction receipt is printed showing the voucher sale item.

This completes the Issue Voucher procedure.

15. Credit Notes​

A credit note is a document issued to cancel all or part of a sales invoice.

It may be issued in the case of damaged goods, errors or allowances.

15.1 Issue Credit Note​

The Credit Note function enables operators to issue credit notes during a refund transaction.

This function prompts the operator to enter the amount to be refunded as a credit note.

Once completed, a credit note is generated and printed on a separate receipt.

This functionality provides a convenient way for operators to offer customers the option of receiving a credit note instead of a cash refund.

A credit note is a document that can be used as a payment method for future purchases.

Path: Enactor POS > Sale > Tender > Credit Note

Issue Credit Note Procedure​

  1. From the Sale screen, process a returns transaction as normal and proceed to tender.
  2. Select Credit Note from the Tender menu. The POS displays the credit note tender amount entry screen.
  3. Enter the amount to be refunded as a credit note and confirm.
  4. The POS processes the credit note. A credit note is generated and printed on a separate receipt slip.
  5. The transaction is completed and a transaction receipt is printed.

Enactor POS Credit Note tender screen showing the tender amount entry field for the operator to enter the credit note refund amount.

Issue Credit Note - Tender Amount Entry - enter the amount to be refunded as a credit note and confirm to generate the credit note.

Enactor POS Sale screen showing the credit note applied as a refund tender line in the transaction, reducing the outstanding refund balance.

Issue Credit Note - Credit Note Applied - the credit note is applied to the refund transaction. Confirm to complete the transaction and print the credit note.

Enactor POS printed credit note slip showing the credit note details including the serial number, value and a barcode for future use as a payment method.

Issue Credit Note - Credit Note Slip - the credit note is printed on a separate receipt slip showing the serial number and value.

Enactor POS transaction receipt printout for the refund transaction, showing the credit note as the refund payment method on the printed receipt slip.

Issue Credit Note - Transaction Receipt - the transaction receipt is printed showing the credit note as the refund payment method.

This completes the Issue Credit Note procedure.

16. Gift Cards​

Gift cards are a type of prepaid debit card that are loaded with funds for future use.

Gift cards can be used as a payment method for purchases at specific stores or businesses.

They are often given as gifts and can be used to purchase goods or services up to the value loaded on the card.

Path: Enactor POS > Sale > Sales > Gift Cards

Enactor POS Gift Cards submenu showing the available gift card functions including Issue Gift Card, Top Up Gift Card, Gift Card Enquiry, Gift Card History, Merge Gift Cards and Cancel Gift Card.

Gift Cards - Gift Cards Submenu - the Gift Cards submenu provides access to all gift card management functions.

16.1 Issue Gift Card​

The Issue Gift Card function enables operators to issue gift cards.

This function prompts the user to swipe or enter the new gift card number and monetary value.

Once completed, the gift card will be active and hold a balance equal to the amount paid by the customer. A gift card advice slip is also printed.

This functionality provides a convenient way for operators to offer customers the option of purchasing a gift card as a gift or for future use.

Path: Gift Cards > Issue Gift Card

Issue Gift Card Procedure​

  1. From the Sale screen, select Sales from the function menu, then select Gift Cards.
  2. Select Issue Gift Card from the Gift Cards submenu. The POS displays the gift card number entry screen.
  3. Swipe the new gift card through the card reader, or enter the gift card number manually and confirm.
  4. Enter the monetary value to be loaded onto the gift card and confirm.
  5. The POS processes the gift card issue. The gift card is activated with the specified balance.
  6. A gift card advice slip is printed. The transaction receipt is also printed.

Enactor POS Issue Gift Card screen showing the gift card number entry field prompting the operator to swipe or manually enter the new gift card number.

Issue Gift Card - Card Number Entry - swipe the new gift card or enter the gift card number manually to begin the issue procedure.

Enactor POS Issue Gift Card value entry screen showing a numeric keypad for the operator to enter the monetary value to be loaded onto the gift card.

Issue Gift Card - Value Entry - enter the monetary value to be loaded onto the new gift card using the numeric keypad.

Enactor POS Sale screen showing the gift card issue item added to the basket with the gift card value displayed as a line item ready for tendering.

Issue Gift Card - Gift Card in Basket - the gift card issue item is added to the basket. Proceed to tender to complete the transaction.

Enactor POS Sale screen showing the completed gift card issue transaction with the tender applied and the transaction ready to finalise.

Issue Gift Card - Transaction Complete - the gift card issue transaction is complete. The gift card is now active with the loaded balance.

Enactor POS gift card advice slip printout showing a narrow receipt slip with the gift card number, loaded value and remaining balance.

Issue Gift Card - Gift Card Advice Slip - the gift card advice slip is printed showing the card number and loaded balance.

Enactor POS transaction receipt printout for the gift card issue transaction, showing the gift card as a purchased item on the receipt slip.

Issue Gift Card - Transaction Receipt - the transaction receipt is printed showing the gift card issue item.

This completes the Issue Gift Card procedure.

16.2 Gift Card Top Up​

The Top Up Gift Card function enables operators to top up gift cards.

This function prompts the user to swipe or enter the gift card number and top up value.

Once completed, the gift card balance is updated, and a gift card advice slip is printed.

This functionality provides a convenient way for operators to offer customers the option of adding funds to an existing gift card.

Path: Gift Cards > Top Up Gift Card

Gift Card Top Up Procedure​

  1. From the Gift Cards submenu, select Top Up Gift Card. The POS displays the gift card number entry screen.
  2. Swipe the gift card through the card reader, or enter the gift card number manually and confirm.
  3. Enter the top up value to be added to the gift card and confirm.
  4. The POS processes the top up. The gift card balance is updated to include the new amount.
  5. A gift card advice slip is printed showing the updated balance. The transaction receipt is also printed.

Enactor POS Top Up Gift Card screen showing the gift card number entry field prompting the operator to swipe or manually enter the gift card number to be topped up.

Gift Card Top Up - Card Number Entry - swipe the gift card or enter the gift card number manually to begin the top up procedure.

Enactor POS Top Up Gift Card value entry screen showing a numeric keypad for the operator to enter the top up amount to be added to the gift card balance.

Gift Card Top Up - Top Up Value Entry - enter the top up value to be added to the gift card balance using the numeric keypad.

Enactor POS Sale screen showing the gift card top up item added to the basket with the top up value displayed as a line item ready for tendering.

Gift Card Top Up - Top Up in Basket - the gift card top up item is added to the basket. Proceed to tender to complete the transaction.

Enactor POS Sale screen showing the completed gift card top up transaction after the tender has been applied and the gift card balance updated.

Gift Card Top Up - Transaction Complete - the gift card top up transaction is complete. The gift card balance has been updated.

Enactor POS gift card advice slip printout for the top up transaction showing the gift card number, the amount added and the updated remaining balance.

Gift Card Top Up - Gift Card Advice Slip - the gift card advice slip is printed showing the top up amount and the updated balance.

This completes the Gift Card Top Up procedure.

16.3 Gift Card Enquiry​

The Gift Card Enquiry function enables operators to view the details of a gift card.

This function prompts the operator to swipe or enter the gift card number.

Once completed, the details of the gift card are displayed on screen.

This functionality provides a convenient way for operators to check the balance and other details of a gift card.

Path: Gift Cards > Gift Card Enquiry

Gift Card Enquiry Procedure​

  1. From the Gift Cards submenu, select Gift Card Enquiry. The POS displays the gift card number entry screen.
  2. Swipe the gift card through the card reader, or enter the gift card number manually and confirm.
  3. The POS retrieves the gift card details and displays them on screen, including the current balance and card status.

Enactor POS Gift Card Enquiry screen showing the gift card number entry field prompting the operator to swipe or manually enter the gift card number to enquire on.

Gift Card Enquiry - Card Number Entry - swipe the gift card or enter the gift card number manually to retrieve the card details.

Enactor POS Gift Card Enquiry results screen showing the gift card details including the card number, current balance and card status.

Gift Card Enquiry - Enquiry Results - the gift card details are displayed, including the current balance and card status.

This completes the Gift Card Enquiry procedure.

16.4 Gift Card History​

The Gift Card History function enables operators to view the history of a gift card.

This function prompts the user to swipe or enter the gift card number, or the card holder's surname or postcode.

If the card number is entered, it can then be selected to display its history.

If the card holder's details are entered instead, the operator must first find the customer before viewing the gift card history.

This functionality provides a convenient way for operators to check the transactions and other details of a gift card.

Path: Gift Cards > Gift Card History

Gift Card History Procedure​

  1. From the Gift Cards submenu, select Gift Card History. The POS displays the search entry screen.
  2. Swipe the gift card or enter the gift card number manually, or enter the card holder's surname or postcode and confirm.
  3. If the card number was entered, select the card from the results to display its history. If card holder details were entered, locate the customer first and then select the gift card.
  4. The POS displays the gift card transaction history on screen.

Enactor POS Gift Card History search screen showing an entry field for the operator to swipe the gift card, enter the card number, or enter the card holder's surname or postcode.

Gift Card History - Search Entry - swipe the gift card, enter the card number, or enter the card holder's surname or postcode to search for the gift card history.

Enactor POS Gift Card History results screen showing a list of gift cards matching the search criteria, with card numbers and balances displayed for selection.

Gift Card History - Search Results - select the relevant gift card from the results list to view its transaction history.

Enactor POS Gift Card History detail screen showing the transaction history of the selected gift card, including dates, transaction types and amounts.

Gift Card History - Transaction History - the gift card transaction history is displayed, showing all transactions and the remaining balance.

This completes the Gift Card History procedure.

16.5 Merge Gift Cards​

The Merge Gift Cards function enables operators to merge two gift cards together.

This function prompts the operator to first swipe or enter the gift card number to be cancelled and then swipe or enter the gift card number to be topped up.

This functionality provides a convenient way for operators to transfer the balance from one gift card to another.

Path: Gift Cards > Merge Gift Cards

Merge Gift Cards Procedure​

  1. From the Gift Cards submenu, select Merge Gift Cards. The POS displays the card number entry screen for the card to be cancelled (the source card).
  2. Swipe the source gift card or enter its gift card number manually and confirm.
  3. The POS then prompts for the gift card to be topped up (the target card). Swipe the target gift card or enter its gift card number manually and confirm.
  4. Enter the amount to transfer and confirm.
  5. The POS processes the merge. The balance is transferred from the source card to the target card. The source card is cancelled.
  6. A gift card advice slip is printed for the target card showing the updated balance. The transaction receipt is also printed.

Enactor POS Merge Gift Cards screen showing the first gift card number entry field prompting the operator to swipe or enter the source gift card number to be cancelled.

Merge Gift Cards - Source Card Number Entry - swipe or enter the gift card number of the source card to be cancelled and its balance transferred.

Enactor POS Merge Gift Cards screen showing the second gift card number entry field prompting the operator to swipe or enter the target gift card number to receive the transferred balance.

Merge Gift Cards - Target Card Number Entry - swipe or enter the gift card number of the target card to receive the transferred balance.

Enactor POS Merge Gift Cards confirmation screen showing the details of both gift cards and the amount to be transferred between them.

Merge Gift Cards - Merge Confirmation - review the source and target card details and confirm to proceed with the balance transfer.

Enactor POS Sale screen showing the merge gift card transaction completed, with the balance transfer applied and the transaction ready to finalise.

Merge Gift Cards - Transaction Complete - the merge transaction is complete. The balance has been transferred and the source card cancelled.

Enactor POS gift card advice slip printout for the source card showing that the card has been cancelled and its balance transferred.

Merge Gift Cards - Source Card Advice Slip - the advice slip for the source card is printed, confirming the balance has been transferred and the card cancelled.

Enactor POS gift card advice slip printout for the target card showing the updated balance after the merge transfer has been applied.

Merge Gift Cards - Target Card Advice Slip - the advice slip for the target card is printed, showing the updated balance after the merge.

This completes the Merge Gift Cards procedure.

16.6 Cancel Gift Card​

The Cancel Gift Card function enables operators to cancel a gift card.

This function prompts the operator to swipe or enter the gift card number to be cancelled.

Once completed, the gift card will be deactivated, and its balance will be refunded.

This functionality provides a convenient way for operators to cancel gift cards that are lost, stolen or no longer needed.

Path: Gift Cards > Cancel Gift Card

Cancel Gift Card Procedure​

  1. From the Gift Cards submenu, select Cancel Gift Card. The POS displays the gift card number entry screen.
  2. Swipe the gift card to be cancelled, or enter the gift card number manually and confirm.
  3. The POS displays the gift card details including the current balance. Confirm to proceed with the cancellation.
  4. The POS deactivates the gift card and processes a refund of the remaining balance.
  5. The transaction is completed and a receipt is printed confirming the cancellation and refund amount.

Enactor POS Cancel Gift Card screen showing the gift card number entry field prompting the operator to swipe or manually enter the gift card number to be cancelled.

Cancel Gift Card - Card Number Entry - swipe the gift card or enter the gift card number manually to begin the cancellation procedure.

Enactor POS Cancel Gift Card confirmation screen showing the gift card details including the card number and current balance, prompting the operator to confirm the cancellation.

Cancel Gift Card - Cancellation Confirmation - review the gift card details and confirm to proceed with the cancellation and refund.

Enactor POS Sale screen showing the cancel gift card transaction in progress, with the refund amount displayed as the gift card is being deactivated.

Cancel Gift Card - Cancellation in Progress - the gift card cancellation is in progress. The refund amount is shown on screen.

Enactor POS receipt printout for the gift card cancellation, showing a narrow printed slip confirming that the gift card has been cancelled and the refund amount.

Cancel Gift Card - Cancellation Receipt - the cancellation receipt is printed, confirming the gift card has been deactivated and the refund amount.

This completes the Cancel Gift Card procedure.