Adjusting Aloha Stored Value Cards

Use the Stored Value Adjustment utility to adjust an Aloha Stored Value gift card via your Aloha Insight Web site and sell new Stored Value gift cards. You can use the Stored Value Adjustment utility to:

•	Adjust the balance on previously sold Aloha Stored Value cards.

•	View the current balance of an Aloha Stored Value gift card.

•	Charge the adjustment to a store.

•	Enter a date for the adjustment.

•	Print the transaction history of an Aloha Stored Value gift card.

•	Sell new Aloha Stored Value gift cards to customers.

Your access and rights to the Stored Value Adjustment utility depend on your security settings, which are defined in Security Class Setup within Aloha Insight.

To access the Stored Value Adjustment utility, log in to Aloha Insight and select Hosted Solutions Group > Stored Value Adjust.

Adjusting the Balance of an Aloha Stored Value Card

You can adjust the balance on an Aloha Stored Value card previously sold. For example, your customer has a bad experience at your store and they call after paying for the meal. You can refund the amount they were charged on their Aloha Stored Value card.

To adjust the balance of an Aloha Stored Value card:

1.	Select Hosted Solutions Group > Stored Value Adjust.

2.	Type the 14-digit Stored Value number in the ‘Card Number’ text box.

3.	Click View.

4.	Type the reason for the adjustment.

5.	Type the new adjusted balance in the ‘Desired Card Balance’ text box.

6.	Select the store to which you are charging the adjustment from the ‘Charge Adjustment To’ drop-down list, if different from the default store. Stores licensed for Stored Value appear in the drop-down list.

7.	Type a date for the adjustment, if different from the default date in the ‘Adjustment Date’ text box. The current system date is the default date. You assign a date for reporting purposes.

8.	Click to adjust the balance.

9.	Click Yes at the Confirm Adjust prompt to apply the adjustment. Clicking Yes calculates the adjustment amount and updates the transaction history and ‘Current Balance’ text box.

10.	Click to print the transaction history.

11.	Click Close.

Selling an Aloha Stored Value Card

You can use the Stored Value Balance Adjust utility to sell Stored Value cards from anywhere in which you can access the Internet. For example, the corporate office launches a marketing campaign to promote local businesses to purchase Stored Value cards as part of their employee recognition program. The corporate employee can enter the Aloha Stored Value cards they sell to a local business via the Internet, rather than having to access an Aloha POS system to enter the sale.

To reconcile Aloha Stored Value card sales or POS sales against Aloha Stored Value card sales made on Aloha Insight, use the Stored Value Reconciliation report to identify any manual adjustments or sales entered via the Internet.

When selling an Aloha Stored Value, the Stored Value Adjustment utility enforces the following business rules:

•	You must use a valid card series.

•	The card number does not have any prior transaction history.

•	If you are using predenominated cards, Aloha Store Value uses the configured amount. For example, if you configure card series 10004 as a predenominated amount of 25.00 in the Card Setup wizard, you cannot sell a card within that series for more or less than 25.00.

•

You can only charge the Stored Value card amount to a store that can sell the card. For example, you can only sell card series 10005 in stores within the Northeast store replication group. If you attempt to charge a card within that series against a store outside of the Northeast replication group, you receive an error message indicating it is an invalid store.

•	You cannot sell a card outside of the valid date range for the card series.

To sell an Aloha Stored Value card:

1.	Select Hosted Solutions Group > Stored Value Adjust.

2.	Type the 14-digit card number in the ‘Card Number’ text box.

3.	Click View.

4.	Answer yes when the ‘Sell Card’ prompt appears. You can suppress this message on additional transactions for the current logged in session. If you log out and then back in to Aloha Insight, you receive the ‘Sell Card’ prompt again.

5.	Type the reason for the activation.

6.	Type the amount of the card in the ‘Desired Card Balance’ text box. When activating a card you can only type a positive amount in the ‘Desired Card Balance’ text box. If you are selling a card series that has a predefined amount, this amount populates the ‘Desired Card Balance’ text box.

7.	Select the store to which you are giving credit for the sale from the ‘Charge Adjustment To’ drop-down list, if different from the default store.

You can only charge the card series to valid stores that can sell the card series. Only stores licensed to sell the card series entered in the ‘Card Number’ text box are eligible to incur the charge amount. You assign the sale to a store for reporting purposes.

8.	Type a date for the activation, if different from the default date, in the ‘Adjustment Date’ text box. The current system date is the default date. You assign a date for reporting purposes.

9.

Click .

10.	Click Close.

Field Definitions

Card Number

— Enables the entry of a card number. You must enter the full 14-digit card number, including the prefix and any leading zeros.

View Button

Click View to obtain the current balance and transaction history for the number entered in the ‘Card Number’ text box. The current balance displays as read-only and the transaction history appears in the transaction list box. If the card number you enter does not have any history or is not a valid card number, you can either sell the card or not sell the card. If you do not want to sell the card and click No on the Sell Card prompt, “There is no history for this card” appears in the Stored Value transaction list box. If you click Yes to sell the card, the Adjust Card Balance options become operational.

Current Balance

— Displays the card balance for the card number entered in the ‘Card Number’ text box. ‘Current Balance’ is read-only and reflects the latest transactions that have synchronized with the master database.

Adjust Card Balance

The Adjust Card Balance options enable you to make changes to the card balance. These options become operational when you enter a valid card number. After entering a valid card number, you can either:

•	Adjust the card balance

•	Sell a card

If the card contains transaction history, it appears in the Transaction list box. You must have security rights to adjust a Stored Value card. If the card does not contain transaction history, meets the requirements to sell, and you have security rights, you can sell the card.

To adjust a card balance, you must do the following, in order:

1.	Type a reason for adjusting the card.

2.	Enter the new adjusted amount.

3.	Select the store to incur the charge.

4.	Select a date for the adjustment.

5.

Click .

Adjustment Reason

— Specifies why you are adjusting a card balance. You can enter up to 50 alphanumeric characters for a description. The adjustment reason displays on the ‘Stored Value Manual Adjustment List’ report.

Desired Card Balance

— Specifies the new adjusted balance of the card. Using the amount in the ‘Current Balance’ text box, add or subtract the amount by which you want to adjust the card and enter the sum in ‘Desired Card Balance.’ For example, you want to add $20.00 to a card and the current balance is $55.00. Type $75.00 in the ‘Desired Card Balance’ text box. To deplete the same card by $20.00, type $35.00 in the ‘Desired Card Balance’ text box.

When selling an Aloha Stored Value card, type the amount of the card in the text box. If the card is a predenominated card, the amount appears in the ‘Desired Card Balance’ text box and you cannot edit this amount.

Charge Adjustment To

— Contains a list of stores licensed to sell the Stored Value card. The ‘Charge Adjustment To’ drop-down list defaults to the store that sold the card or where the last add value transaction occurred; however, you can select a different store from the drop-down list.

When activating a card, you can only charge the amount to a store that can sell the Stored Value card. For example, you can only sell card series 10005 within stores in the Northeast store replication group. If you attempt to charge a card within that series to a store outside of the Northeast replication group, you receive an error message indicating it is an invalid store.

Adjusted By

— Displays your name in a read-only text box. Your name also displays on the ‘Stored Value Manual Adjustment List’ report.

Adjustment Date

— Indicates the date you adjusted or sold the card. If you are reconciling an account balance, you can type a date in the past. The system uses the date to track adjustments for auditing purposes.

Plus Minus Adjust Button

Click to apply the adjustment to the card.

After clicking the plus/minus button, you receive a confirmation prompt verifying you want to adjust the card. ‘No’ is the default selection; you must select ‘Yes’ to complete the adjustment.

Adjustment Amount

— Displays the amount by which you increased or decreased the card balance in a read-only text box. A minus sign indicates a negative amount and that you reduced the card balance by manual adjustment.

Print Button

Click to print the transaction history. The printed report looks identical to what you see on-screen; however, the printed report uses ‘Gift Card History’ as the report title and this heading is not visible on-screen.

Transaction List Box

The Transaction list box displays transactions in chronological order, with the most recent transaction listed first. Click a column heading to sort the transaction list. For example, click ‘Store Name’ to sort the transactions by the store where the card was used. The list appears alphabetically, from a to z. Click ‘Store Name’ again to sort the list from z to a.

Transaction Date

— Lists the day of the week and date of the transaction. The default view displays the most recent transaction listed as the first transaction.

Store Name

— Lists the name of the store where the transaction occurred. This is the name of the store as it was entered in the Store Setup wizard.

Check #

— Lists the guest check number for the gift card transaction. You can correlate the Stored Value card transaction with a Front-of-House guest check number, if you are using Aloha Table Service or Quick Service.

Transaction Type

— Lists the type of transaction that occurred. The following types of transactions are reported:

Purchase

— Amount applied to the card at the time of purchase.

Add Value

— Amount added to the card. This transaction type appears if the Stored Value card allows an “add value” type of transaction. For more information on add value transactions, refer to the Card Type Tab in the Card Setup wizard.

Redemption

— Amount applied as a payment to a guest check.

Cash Back

— Amount of cash back given to the customer for card types configured to provide change back to the guest as cash.

Unused Balance

— Amount not used on the Stored Value card for card types configured to not adjust the balance or provide change in cash.

Service Charge

— Amount subtracted from the value of the card because of inactivity.

Void Purchase

— Voided transactions that occurred when the customer was purchasing the card.

Void Add Value

— Voided transactions that occurred while adding value to the card.

Void Redemption

— Voided transactions that occurred when the customer redeemed the card.

Void Cash Back

— Voided transactions that have been set up to give cash back.

Void Unused Balance

— Voided transactions that have been set up not to adjust the balance of the card or give cash back.

Manual Adjustment

— Amount adjusted manually through the Stored Value Balance Adjustment utility.

You configure Stored Value card redemption options and remaining balance options in the GC Setup Wizard.

Amount

— Lists the dollar amount of the transaction. A minus sign indicates a negative amount.

Card Balance

— Lists the balance of the card after the transaction.