This article reviews the types of Valutec Gift Card tracking available in RoomKeyPMS.
Table of Contents
Gift Card Operation Logs
The Operation Logs appear at the bottom of the Gift Cards module (Operations > Gift Cards). When the Gift Card module is opened, the Operations Logs will automatically load with the transactions for the past week.
- Date From/Date To - select the Operation Date range you wish to search *Max Date Range is 31 days*
- Status - searches can be filtered by Successful transactions (Success Only) or Failed transactions (Failed Only) or both Successful & Failed (All)
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Operation Type - this is the action that was preformed on the Gift Card, options include:
- All - displays all transactions
- Activate - to view Physical Gift Cards that have been created
- Add Value - to view Gift Cards who have had their value increased
- Cash Out - to view Gift Cards that have been Deactivated/Cashed Out
- Create Digital Card - to view Digital Gift Cards that have been created
- Transaction - when a Gift Card has been used to process a payment on a folio within RoomKey
- ID - this will display either the Valutec OperationID associated with the transaction or the RoomKey ResID. The Valutec OperationID will appear for transactions preformed within the Gift Card Module and the RoomKey ResID appears for transactions preformed on a Guest Folio.
- Operation Date - is the date the operation was preformed
- Operation Type - see above*
- Card Last 4 - the last 4 digits of the Gift Card that was processed
- Amount - this is the amount of the transaction.
- Status - if the transaction was a Success or Failed
Operation Details
Select an operation and click the Operation Details button to view more information, including:
- Operations Clerk/Property - the name of the Clerk who preformed the transaction and which RoomKey property they are associated with (useful for chained properties)
- Operation Type - this is the name of the Operation sent to Valutec
- Operation Success - will display Yes if successful and No if failed
- Card Number - here we can see the first 6 digits of the Gift Card along with the last 4 digits UNLESS the User has the Clerk Permission 5041 - Gift Card - View Full Gift Card No. (RKPay ONLY), they will be able to see the FULL Gift Card Number for "Create Digital Card" and "Activate" Operations
- Attempted Card Balance Change - this will reflect the amount being requested to add or remove from the Gift Card
- Approved Card Balance Change - this is the amount of the Attempted Card Balance Change that was approved
- Card Balance - this is the Card Balance after the Approved Card Balance Change
- Payment Method - this is the payment method used for Purchase or Add Value to a Gift Card
- Credit Card # - will display the last 4 digits of the Credit Card that was used to Purchase or Add Value to a Gift Card
- Credit Card Holder - will display the Card Holder Name of the Credit Card that was used to Purchase or Add Value to a Gift Card
Gift Card Email Log
In the Gift Cards module (Operations > Gift Cards) select the Email Log button. This tool tracks all the emails sent for Digital Gift Cards, and allows you to re-send a Digital Gift Card if required.
When re-sending a Digital Gift Card, you are unable to change the Message associated with the email, but you can change the email address where the Gift Card was sent.
Sundry Sales Receipts
All monetary transactions that occur in the Gift Card module are recorded in Sundry Sales (Operations > Sundry Sales). You can use this module to print a receipt for the following actions:
- purchase of a new Gift Card
- adding value to an existing Gift Card
You cannot refund a gift card transaction in this module, you must use the Deactivate/Cashout a Gift Card function in the Gift Cards module to complete a refund.
In the Sundry Sales module (Operations > Sundry Sales)
- Select the receipt line item
- In the Reports menu, select Receipt
A Preview of the Receipt will appear; click the Print button to print this receipt.
