Creating Charity Gift Cards Without Shortening the Register

Overview

This article explains how to properly create and sell charity gift cards without affecting the register balance. This process is useful when the manual gift card functionality is disabled or restricted in coreSTORE, and you want to ensure the cash register remains balanced at the end of the day.

Important Notes

Gift Card functionality has been limited, and creating gift cards requires a sale transaction process.
Avoid using cash or other real payment types when creating charity gift cards; instead, use a custom payment type.
Proper permission settings and a custom payment type ensure the register does not become short.

Step-by-Step Guide

Create a Custom Payment Type for Charity Gift Cards*

Go to Settings > Payment Types.
Create a new payment type, for example, "Charity".

Set the permissions so that only authorized employees (such as admins) can access this payment type.*

Set Permissions for the Custom Payment Type

Adjust employee permissions to restrict who can select the "Charity" payment type.*
This ensures only authorized personnel can process charity gift card sales and prevents misuse.*
Go to Company > Employees > Click Edit on the employee > Go to the Employee Permission and Access > Click Sales module > Check "Hide Customize Payment Type" > Save*

Create a Gift Card Sale

Navigate to the Sale Screen.
Click on the three-dot menu (located at the top left corner).
Select "Sell Gift Card".
Enter the gift card number and the desired value.
Save the details.

Complete the Sale Using the Custom Payment Type

On the sale screen, click Continue.
Choose the "Charity" payment type you created.
Click Add Payment.
Complete the sale.

Important:

Do not use Cash or other standard payment types to prevent the register from being short. Using a custom payment type ensures the transaction does not impact cash totals.

Frequently Asked Questions

Q: Does using the "Charity" payment type affect the register balance?

A: No. Since this payment type is custom and does not count as cash, it keeps the register balanced and prevents shortages.

Q: Can I give this payment type access to all employees?

A: It is recommended to restrict access to only trusted employees, such as admins, for security and audit purposes.

Q: How do I finalize the transaction?

A: After selecting "Sell Gift Card" and entering details, choose your custom payment type, add the payment, and then complete the sale.

Additional Notes

This process is suggested workflow since manual gift card creation in the coreSTORE is disabled for audit and tracking purposes.

Updated on: 07/08/2025

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