Replace a Lost Gift Card

Modified on Mon, 2 Mar, 2020 at 2:02 PM

If a guest has lost a gift card, it may be possible to look up the missing card and exchange it for a new one. Never re-print a gift card that has been lost. The following procedure will void the old card and issue a new one, tying it to the existing invoice.

1. Start a Guest Lookup
In Sales, press the Guest Lookup Button.
2. Search for the Guest
Type several letters of the guest's first and last name, then press the enter key on the keyboard. Select the correct guest if necessary.
3. Do a Pass Inquiry
Press the Pass Inquiry Button.
4. Find the Gift Card
Look in the Pass Inquiry Dialog for the missing gift card. The far right column will show the remaining balance. Press the OK button to select the Gift Card.
5. Modify the Gift Card
On the Pass Information Dialog, press the Modify button.
6. Void the Pass Item
On the Modify Pass Dialog, type your operator ID in the Voided By field, and type LOST in the Voided For field. PRESS THE VOID BUTTON.
7. Save the Voided Pass Item
AFTER PRESSING THE VOID BUTTON, the button will now read "Un-void." Press OK on the Pass Dialog.
8. Sell a New Gift Card
Add an Open Price Gift Card to the sale and press the Set Guest Button.
9. Search for the Guest
Type several letters of the guest's first and last name, then press the enter key on the keyboard. Select the correct guest if necessary.
10. Accept the Warning
You will be informed that the guest already has a valid pass of this type. Press OK.
11. Look Up the Old Invoice
On the Guest Information Dialog, select the Debitware Tab and click on the Lookup button in the Invoice section.
12. Lookup the Invoice
On the Debitware Invoice Lookup dialog, press the Find Guest Invoices Button. You may have to select the correct guest again.
13. Select the Previous Gift Card
On the Pass Inquiry Dialog, select the previous Gift Card and press OK.
14. Confirm the Invoice
The Debitware Invoice Lookup Dialog will now show the invoice associated with the lost Gift Card and the balance remaining. If the balance matches the amount that you looked up earlier, press OK.
15. Save the Gift Card
Press the Save button on the Pass Information Dialog.
16. Finalize the Sale
Press the Finalize Button to complete the sale.