Some people may ask why it is necessary for you to keep track of gift certificates. The reasons are pretty standard.
For small business owners who want to give out or sell gift certificates, also known as gift vouchers, to customers, there is a good possibility that you don't have an integrated gift card solution as it can be a bit expensive.
That being said, it is important to know that if you offer your customers gift card vouchers, then you need a system to enable you to keep track of them in case of fraud and also for accounting purposes. These are some reasons why it is important:
1.) It is important to discourage your customers from fraud in the former of reprinting vouchers which would make you lose money.
2.) In a case where you allow customers redeem a small amount of the voucher value, it is important to know the remaining amount redeemable.
3.) It is also important to find out what vouchers have been redeemed already in order to assess how well your certificate program is doing.
4.) You may also want to have more knowledge about the voucher including things like its date of sale, what it was promoting and so on.
KEEPING TRACK OF GIFT CERTIFICATES USING A MANUAL CODE
In order to track your certificates, you need to give every certificate a unique serial number. The number needs to be unique and random so that people won't be able to reprint a certificate and change the serial number with a text formatting program to make it look like a new one. To make it even harder to guess a serial number, you can mix numbers, and letters, along with some special characters.
HOW TO GENERATE GIFT CERTIFICATE CODES
In order to generate gift certificate codes, a random code generator software can be used, or conversely, you can generate them yourself. Always make sure you keep a record of all the certificates in circulation using any spreadsheet program. It is imperative that you make it impossible for customers to see this list, for obvious reasons. In the records, specify the serial number, issuing date, the value of the certificate and any information that you think is important to track, say, for instance, if it was sold or given and so on.
AN EASIER OPTION: GENERATING BAR CODES FOR GIFT VOUCHERS
An easier, more automated way of tracking gift vouchers is through the use of bar codes. These codes can be printed on every gift certificate in order for it to work well with your POS software. Your POS vendor should be able to provide the integration you need.
There are gift certificate templates provided by Gift Certificate Factories to help you print vouchers for sale to consumers.