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Managing Gift Cards in the Program Manager
Occasionally, you may need to manually adjust a gift card balance, particularly if a system goes offline or a correction is required. This guide outlines how to manage gift cards in the Program Manager.
Accessing Gift Card Management
- Log in to your Shortcuts Customer Console: https://console.shortcutssoftware.com
- Navigate to the Gift Cards, Loyalty and Memberships tile.
- Go to Management > View/Edit Transactions button.
- Enter the gift card number and click Search to view:
- Transaction history.
- Current balance.
- Expiry date (if applicable).
Actions You Can Perform
At the bottom of the gift card management page, you’ll find four key options for adjusting balances:
1. Manual Redemption
- Deduct a specific amount from the card balance.
- Commonly used for processing a purchase manually.
2. Manual Reload
- Add funds to a gift card to top up its balance.
3. Manual Refund
- Return a specific amount to the gift card as a refund.
4. Manual Adjustment
- Correct the balance by adding or deducting funds.
- Useful for fixing errors such as incorrect gift card payments.
Completing Adjustments
For each action, the following details must be entered:
- Site location where the transaction occurred.
- Amount to be added or deducted.
- Transaction key for tracking purposes.
- Salesperson's name making the adjustment.
- Reason for the adjustment.
Once submitted, an authorisation code will be generated, and changes will be immediately applied to the gift card. All adjustments are recorded in the transaction history for transparency.
Notifications and Record-Keeping
If a gift card balance is increased, an email notification is automatically sent to all Community Managers. This ensures accountability and proper oversight of balance changes.