If you are transitioning from Retail POS (R-Series) to Retail POS (X-Series), you can bulk import existing gift cards into X-Series, allowing for a simple transition of information across products. After importing, you can view and manage gift card details in various places in Retail POS (X-Series).

Understanding the gift card import process

Retail POS (R-Series) and Retail POS (X-Series) handle gift card creation and management differently. It’s important to understand what information will and won’t be imported and what will start getting recorded in Retail POS (X-Series) post-migration so that you can keep accurate records.

You can add information to the customer_code, email, or note fields when importing your customers. Only the customer name, code, and contact details are searchable on the Customers page in Retail POS (X-Series). You can find other information by clicking the customer name and navigating to the Details or Notes tabs.

Connecting a customer to a sale when a gift card is used and leveraging customer groups adds additional context and allows for more targeted breakdowns in Sales history and reporting.

What X-Series will record for gift card transactions

Retail POS (X-Series) will automatically track important data related to gift card sales for transactions completed in Retail POS (X-Series). This information includes:

• Total sold: Gift card credit sold in X-Series after the import date.
• Total redeemed: Gift card credit redeemed on purchases made in X-Series after the import date.
• Status (Imported, Reloading, Redeemed, Reversed (voids)) and related Amount.
• User who performed the action.
• Date of the changes made in X-Series as of the import date.
• Expiry date, if enabled.
  • You must first toggle on Activate gift card expiration in Products > Gift cards.
  • Expiry dates will only be added to newly activated or reloaded gift cards sold after gift card expiry was enabled in X-Series. Imported gift cards will not have an expiry date added unless they are reloaded.
  • Expiry date will be calculated based on the date the gift card was issued.

    

Additional information can be captured through notes added during a sale or in the Sales history in Retail POS (X-Series). You can also create Custom fields using our API to capture specific information during import. This will require developer knowledge.

Exporting gift cards from Retail POS (R-Series)

The Export Gift Card Data user permission must be enabled for your account to export gift cards from Retail POS.

To export gift cards from Retail POS (R-Series):

1. Navigate to Customers > Gift cards.

   

2. Click Export.

   

Your gift card information will automatically download as a .CSV file.

Preparing your import file

1. Download the Retail POS (X-Series) gift card import template.
2. Open the gift_card_export file previously downloaded from Retail POS (R-Series).
3. Copy the cells from the Code column in your exported file.

   

4. Paste the cells into the number column cells in the gift_card_import template.

   

5. Copy the cells from the Balance column in your exported file.

   

6. Paste the cells into the balance column cells in the gift_card_import template. Make sure that they are formatted as numbers with two digits (for example, 25.00 instead of 25).

   

   Optionally, delete any gift card rows where the balance is 0.00, as these will be unable to import to Retail POS (X-Series).

7. Save the gift_card_import template as a CSV file. 
   1. Windows: Click Export as CSV.
   2. Google Sheets: Select File > Download > CSV.

Importing gift cards in Retail POS (X-Series)

1. In Retail POS (X-Series), navigate to Products > Gift cards.
2. Click Import CSV.

   

3. Select your gift_card_import CSV file. Once uploaded, a temporary banner will appear to let you know your file was successfully imported.

   

   If your import was unsuccessful, you will see a banner reading Unable to import cards. Click Download CSV to download a list of the reasons your gift cards didn't upload. Fix any errors and try again.

   

   In instances where the upload was partially unsuccessful, gift cards without errors will have successfully uploaded.

To verify that your gift cards have imported as expected, navigate to Reporting > Gift card reports and review the information in the gift card table. You can search and filter by gift card number if needed.

Fixing common import errors

If you click Import CSV and nothing happens or you get an error message saying Retail POS was unable to import the gift cards, review your file for the following common import errors:

• Make sure your file has been exported as a CSV.
• Double-check that there are only two columns in your sheet and no changes were made to the column names (number and balance).
• Except for dashes (-) and periods (.), remove any non-alphanumeric characters like commas (,), apostrophes (‘), grave accent (`), parentheses (), square brackets ( [ ] ), quotation marks (“ ”), and/or ampersands (&).
• Make sure that all gift card codes/numbers only contain numbers without spaces.
• Remove all instances of gift cards with balances of 0.00.
• If the file has been corrupted, redownload the import template and try again.

Finding gift card information in Retail POS (X-Series)

After importing, you can view and manage gift card details in various places in Retail POS (X-Series), depending on the need.

• Navigate to Products > Gift cards to manage settings and import gift cards.

  

• Navigate to Reporting > Gift card reports for details and history for all gift cards.

  

• Navigate to the Sell screen for information on a specific gift card, including its Expiry date (if applicable).

  On the Sell screen, search for the "Gift Card" product, then enter the gift card number and click Find Gift Card.

  

  This will pull up an overview of the gift card information and history.

  

What's next?

Attachments

• gift_card_import.csv15 Bytes