The Gift Card Discount feature is available in RoomKeyPMS Version 11.0.0.51 & higher; however, it is recommended to update to Version 11.0.0.52, as this version includes an important update that ensures Gift Cards purchased with a discount will still be cashed out properly, even if the Gift Card Discount Transaction Code has been made inactive.
In order for RoomKeyPMS to apply discounts on Gift Card purchases, a Gift Card Discount Payment Transaction Code must first be created under System Configuration -> Transaction Codes. This Payment Transaction Code must be assigned the Tran Subgroup "Gift Card Discount" to ensure it is properly categorized and tracked within the system.
If you are unsure how to Create a Transaction Code in RoomKeyPMS, please refer to the following Support Training Documentation => How to Add a Transaction Code
NOTE: The Gift Card Discount Transaction Code must be active in order for discounts to be applied within the Gift Card Module.
Once this Transaction Code is activated, the option to offer a discount on Gift Card sales will become available to all Clerks for all Gift Card transactions.
To disable this feature, the only method is to deactivate the corresponding Gift Card Discount Transaction Code.
Once the Gift Card Discount Payment Transaction Code is active, clerks will be prompted to enter a Discount Amount (if applicable) when performing a transaction within the "Activate Card/Add Value" section of the Gift Card Module.
The amount entered in the Discount Amount field will be deducted from the Gift Card Value, and that discounted amount will be posted to the new "Gift Card Discount" Payment Transaction Code for accurate tracking and reporting.
When offering discounts on Gift Cards, there are two main promotional methods you can use:
-
Discount on Purchase Price
- Guests receive a reduced purchase price when buying a specific Gift Card amount.
- Example: Buy $100 Gift Card, pay only $90
-
Bonus Value on Purchase
- Guests receive additional value on their Gift Card when purchasing a specific amount.
- Example: Buy $500 in Gift Cards, receive $550 in value
Both methods provide flexibility in how discounts are presented to guests, while ensuring accurate internal accounting through the Gift Card Discount transaction process.
One effective method of offering a discount to guests is to provide a reduced purchase price when they buy a certain amount in Gift Cards. This approach incentivizes guests to spend more upfront by offering immediate savings.
Example Offers:
- Buy $50 in Gift Cards and get 10% off (Pay only $45)
- Buy $100 in Gift Cards and get $10 off (Pay only $90)
In this method, the guest still receives the full value of the Gift Card, but at a lower cost, which adds perceived value and encourages higher spending. Below, we outline the steps for selling a Gift Card using this discount-based approach. This ensures staff can confidently process the transaction while providing a seamless guest experience.
In the example below, we are offering guests a 10% discount on all Gift Card purchases with a value greater than $100. A guest has decided to purchase a $500.00 Gift Card, therefore we will be offering a Discount of $50.00 (10% off). To apply this discount during a Gift Card sale in the Activate Card/Add Value section of the Gift Card Module, follow these steps:
- Enter Physical Gift Card Number or check "New Digital Card?"
- Amount = $500.00
- Select "Activate Card/Add Value"
- Confirm you wish to create (or add value to) a Gift Card for $500.00
- Gift Card Discount - enter the amount of the Discount - in this example $50.00
- Select "OK" to confirm
NOTE: If you do NOT enter an amount into the Gift Card Discount and it remains at 0.00, this means the guest will be paying full price for the Gift Card Purchase. No discount will apply.
The guest will be responsible for paying the "Payment Including Discount" - so, in this example, a $500.00 Gift Card minus a $50.00 Discount means the guest will pay $450.00
Once the transaction is complete, we will see there was a Discount that was applied in the Check Gift Card Balance area. This can be seen when viewing the "Create Digital Card" line in the Operation column.
NOTE: If this was a Physical Card being activated or a Discount is applied while Adding Value to an existing Gift Card, then we would see the "Discount Applied" when viewing the "Activate" or "Add Value" lines in the Operation column.
We can also confirm if a Discount was applied by viewing the Gift Card Operation Details for the transaction under Operation Logs. If a Discount was applied it will appear for the Operation Types: Create Digital Card, Activate and Add Value.
NOTE: If no discount was applied, the "Discount Applied" field will simply not appear.
In Sundry Sales, we will now see the Gift Card Purchase as well as the two corresponding payments - Guest Payment Method (ie: Mastercard) and the Gift Card Discount Payment Method (ie: Gift Card Marketing Discount).
An effective and appealing method to offer discounts to guests is by providing bonus value when they purchase gift cards at certain thresholds. Instead of discounting the price directly, you reward the guest with extra value on their gift card purchase.
Example Offers:
- Buy $500 in Gift Cards and we will add 10% more value! (Gift Card total is therefore $550)
- Buy $100 in Gift Cards and we will add 15% more value! (Gift Card total is therefore $115)
This strategy allows guests to receive more spending power for their money, while you maintain the full face value of the gift cards in your system. It’s a great way to encourage higher spending upfront while also promoting future visits.
In the example below, our promotion offers guests an additional 10% in value when they purchase $100 or more in Gift Cards. For instance, if a guest purchases $100, they will receive $110 in total Gift Card value.
To process this transaction in the Gift Card Module, follow these steps in the Activate Card/Add Value section:
- Enter Physical Gift Card Number or check "New Digital Card?"
-
Amount: Enter $110.00
- This should reflect the total value of the Gift Card being issued, including the promotional bonus. In this case, the guest is paying $100.00, and receiving an additional 10% ($10.00), so the amount entered is $110.00.
- Select "Activate Card/Add Value"
- Confirm you wish to create (or add value) to a Gift Card for $110.00
- In the Gift Card Discount field, enter $10.00
- This is the promotional amount that was added to the value of the Gift Card. The guest wanted a $100 Gift Card, we are creating a Gift Card for $110, therefore, the discount amount is the $10.00 difference.
- Select "OK" to confirm the transaction
The system will process the payment for $100.00, apply the $10.00 discount, and the guest will receive a Gift Card valued at $110.00.
NOTE: If you do NOT enter an amount into the Gift Card Discount and it remains at 0.00, this means the guest will be paying full price for the Gift Card Purchase. No discount will apply.
The guest will be responsible for paying the "Payment Including Discount" - so, in this example, a $110.00 Gift Card minus a $10.00 Discount means the guest will pay $100.00
Once the transaction is complete, we will see there was a Discount that was applied in the Check Gift Card Balance area. This can be seen when viewing the "Create Digital Card" line in the Operation column.
NOTE: If this was a Physical Card being activated or a Discount is applied while Adding Value to an existing Gift Card, then we would see the "Discount Applied" when viewing the "Activate" or "Add Value" lines in the Operation column as well.
We can also confirm if a Discount was applied by viewing the Gift Card Operation Details for the transaction under Operation Logs. If a Discount was applied it will appear for the Operation Types: Create Digital Card, Activate and Add Value.
NOTE: If no discount was applied, the "Discount Applied" field will simply not appear.
In Sundry Sales, we will now see the Gift Card Purchase as well as the two corresponding payments - Guest Payment Method (ie: Mastercard) and the Gift Card Discount Payment Method (ie: Gift Card Marketing Discount).
If deactivating/cashing out a Gift Card with a Discount, the refund process will automatically take the Discount into consideration when refunding the guest. For example, you decide to refund a guest for a recent Gift Card Purchase. While preforming a "Check Gift Card Balance" you notice that a Discount was applied at the time of purchase.
You would then proceed to the Deactivate/Cashout area of the Gift Card Module, enter the Gift Card number you wish to cash out and select the "Deactivate/Cash Out Card" button.
When the Gift Card Purchase screen appears, the "Payment Including Discount" reflects the amount being refunded to the guest - in this case, it is the Amount of the Gift Card that was purchased ($500.00) minus the Discount ($50.00), therefore the Guest will be refunded the "Payment Including Discount" which is, in this example, $450.00
NOTE: If the guest had used a portion of the Gift Card, the Payment Including Discount would still be reduced by the amount of the discount. So if the Amount left on the above Gift Card was $150.00, the Payment Including Discount would be $100.00.
Sundry Sales will then reflect the refund accordingly.
Even if the Gift Card Discount Transaction Code has been made inactive, refunds to that code will still process correctly for gift cards originally purchased where a discount was applied.
