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Gift Certificates

Nick
  • Updated

Gift certificates offer recipients the flexibility to select services and experiences that best suit their needs. Within Noterro, you have a couple of options for managing gift certificates effectively.

Case One: Non-Patient Purchase for Non-Patient

  1. Log in as the Admin.
  2. Access the Gear icon (top right header).
  3. Select Base Setup.
  4. Navigate to Products and click Add New.
  5. Create a new category named Gift Certificates.
  6. Enter the Product Name and Price for the Gift Certificate.
  7. Create a New Patient Profile using the first name "Miscellaneous" and last name "Account" (this account will be used for all gift certificate sales).
  8. Within this new Patient Profile, go to the Billing tab and create a New Invoice.
  9. Under Invoice Item, select Gift Certificate and proceed with Quick Pay.
  10. Print the invoice with the Gift Certificate and provide it to the Non-Patient.

Case Two: Non-Patient Purchase for Existing Patient

  1. Log in as the Admin.
  2. Access the Gear icon (top right header).
  3. Select Base Setup.
  4. Navigate to Products and click Add New.
  5. Create a new category named Gift Certificates.
  6. Enter the Product Name and Price for the Gift Certificate.
  7. Create a New Patient Profile using the first name "Miscellaneous" and last name "Account" (this account will be used for all gift certificate sales).
  8. Within this new Patient Profile, go to the Billing tab and create a New Invoice.
  9. Under Invoice Item, select Gift Certificate and proceed with Quick Pay.
  10. Print the invoice with the Gift Certificate and provide it to the Non-Patient.
  11. When the Patient redeems the Gift Certificate, apply its amount to the Patient’s account as a Credit. To add this credit: click on the Patient's name, go to the Billing tab, click the Add Payment button, select Gift Certificate, and follow the steps.

Important Note: You can generate a Product Report on Gift Certificates to view the total number sold over a specific period. Furthermore, a Payment Method Report for the same duration will reveal the amount redeemed during that timeframe.

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Comments

3 comments

Date Votes
  • Candice Stevenson

    I know it's a ways out before you guys develop a functioning Gift Certificate purchasing and redemption tracking system but as a thought for when it is done, and maybe even possibly now if you could add in a function to allow for us to print them off a "client friendly receipt" for when a client pays for their treatment for massage with a gift certificate and wishes to receive a receipt.

    The current invoice available to print shows an amount paid where under the current policies for receipts and drafted standards of practice for Fees and billing will read, each states,

    " When the gift certificate is redeemed, a receipt for the dollar amount of the gift certificate is not issued. If the recipient of the massage wishes to receive a receipt, the dollar amount listed must be “gift certificate redeemed” with NO dollar amount given." 

    We do however want and need this information on the invoice and transaction for our own accounting records and needs, but somehow if there was a second version available for the client that would be ideal.

    If this isn't possible at this time I understand and we will continue to make one up ourselves with the correct information like in the second image below.
    CMTO's Example

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  • Candice Stevenson
    • Edited

    Helpful yes, however if someone wishes to transfer the gift certificate to another person the credit on the original person's account would need to be transferred and as gift certificates have no expiration date we could be carrying this information for a very long time so we look forward to the day you have a system for this developed! :D

    Secondly, this update does not address the concern that in Ontario, the CMTO states that if a client wishes to receive a receipt for a treatment they used a gift certificate to pay for or even if they used it to pay for PART of their treatment as I had happen today, the receipt NEEDS to show that the portion paid for with the gift certificate is “gift certificate redeemed” with NO dollar amount given. Is there any way to have a "customer copy" that shows the amount paid for with a gift certificate is just "gift certificate redeemed" WITHOUT a dollar value associated to that line?

    Thirdly, if we do as suggested in Case Two, and someone redeems a gift certificate and all we have done is added a credit to their account without matching it to that appointments invoice which it should be applied to, I assume in order to settle up we then pay out that invoice with "Apply Credit" in which case would the accounting not add up to look as though we have received 2 payments in that day?

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  • Nick

    Candice,

    I have created a support ticket to answer your questions.

    Thanks

     

    0

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