Using the Aloha Loyalty Card Lookup

Aloha Loyalty Card Lookup enables you to:

•	View the history of a Loyalty member.

•	View the profile for a Loyalty member.

•	Adjust a bonus plan credit for a Loyalty member.

•	View check level history.

•	Print the history for a Loyalty member.

If the Loyalty card supports Stored Value, you can also view the Stored Value history for a cardholder.

For example, you want to view the bonus plan status for a member. If you know the Loyalty card number, you can look up the member in Aloha Loyalty Card Lookup where you can view historical activity, such as which stores the member visited, and the date of the visit. If you are using Aloha Insight, you can also view the items the member purchased during each visit. If you want to adjust the bonus plan credit for a member, click Show/Adjust to edit their rewards.

To access Aloha Loyalty Card Lookup, select Aloha Loyalty > Card Lookup. Your access and rights to the functions you can perform in Aloha Loyalty Card Lookup depend on your security class settings. Contact your system administrator to edit your security settings.

Configuring the Welcome to Aloha Loyalty Card Lookup

Select Aloha Loyalty > Card Lookup. The Aloha Loyalty Card Lookup Member History screen appears.

Card Type

— Contains all your active and inactive Loyalty card types that you defined in Card Setup. Select a card type from the drop-down list.

Card Number

— Specifies the last nine digits of the card number you are entering. You do not have to type the leading zeroes of the nine-digit card number in the text box. For example, if the last nine digits are 000000123, you only need to type ‘123’ in the ‘Card Number’ text box. The prefix of the card type appears next to the ‘Card Number’ text box.

Show Queued Rewards

Click Show Queued Rewards to view rewards queued by the system. The system lists all rewards earned but not yet applied or accepted for the card number entered in the ‘Card Number’ text box. The following options appear:

Bonus Plan

— Indicates the bonus plan that received the credit. This is helpful if you have more than one bonus plan assigned to a card.

Reward

— Lists the reward issued to the Loyalty member.

Earned Date

— Lists the day and date the reward was earned.

View

Click View to obtain the member history for the number entered in the ‘Card Number’ text box. If the card number does not have any history, or is not a valid card number, you receive an error message in the Member History list box.

Active Member

— Indicates the active status of the member. A check in the check box indicates the member is active and can earn bonus plan credits whenever they use their cards. You cannot adjust the rewards for inactive members; however, you can view and print their transaction history.

Member Link

— Indicates the name assigned to the card number. The name appears in first name, last name format. If the member has not supplied a name, or you have not updated the profile for the member, the following text displays: “Member Name Not Provided.”

To look up a member in Aloha Loyalty Card Lookup:

1.	Select Aloha Loyalty > Card Lookup.

2.	Select the type of card you are looking up in the ‘Card Type’ drop-down list.

3.

Type the last nine digits of the card you want to look up in the ‘Card Number’ text box. You do not have to type the five-digit prefix in the text box. If the last nine digits have leading zeroes, you do not have to type the leading zeroes in the text box. For example, if the last nine digits are 000000123, you only need to type ‘123’ in the ‘Card Number’ text box.

4.	Click View to view the history associated with the card number in the Member History list box.

Configuring the Member History List Box

The Member History list box contains a snapshot of the following:

•	Stores visited

•	Bonus plans applied to the check

•	Rewards earned

•	Credits earned

•	Check amounts

The Member History list box displays the transactions in chronological order, with the most recent check listed first. Click a column heading to sort the transaction list by that column. For example, click ‘Store Name’ to sort the member history by store. The list appears alphabetically, from a to z. Click ‘Store Name’ again to sort the list from z to a.

Date

— Lists the day of the week and date the member visited the store. The default view displays the most recent check as the first transaction in the list.

Store Name

— Lists the name of the store where the transaction occurred. This is the name of the store entered in Site Setup.

Check Number

— Lists the guest check number of the Loyalty transaction. If you are licensed for Aloha Insight and the store gets polled, the guest check displays as an active hyperlink. Click the guest check to view detailed information about the items purchased, and other activity on the check, when the Loyalty member visited the store.

Bonus Plan

— Indicates the bonus plan that received the credit. This is helpful if you have more than one bonus plan assigned to a card.

Reward

— Lists any reward issued to the Loyalty member.

Credit Earned

— Lists the credit earned on the check. If the credit earned is in visits, items, or points, the type of credit earned follows the credit number. The exception is dollars, which does not follow the amount in the column. For example, points-based plans appear as “25 points;” however, currency-based plans appear as “25.00.”

Check Total

— Lists the total amount spent on the check. The total amount does not indicate the amount of the check that earned bonus points; however, it does reflect the total tender amount the guest paid.

If the check contains more than one Loyalty transaction, each bonus transaction displays. However, only one ‘Check Total’ displays with the total amount the guest paid.

After the member history displays, you can:

•	View and edit detailed member profile.

•	Change the active status for a member.

•	View detailed check history.

•	Adjust the rewards for the member.

•	View additional Stored Value data on cards that support Stored Value.

•	Print the history in the Member History list box.

View and Edit Detailed Member Profile

Click the member name to access the Entering a Member Profile screen, where you can view and edit information about the Loyalty member.

To view and edit the profile of a Loyalty member:

1.	Select Aloha Loyalty > Card Lookup.

2.	Select the type of card you are looking up in the ‘Card Type’ drop-down list.

3.

Type the last nine digits of the card you want to look up in the ‘Card Number’ text box. You do not have to type the five-digit prefix in the text box. If the last nine digits have leading zeroes, you do not have to type the leading zeroes in the text box. For example, if the last nine digits are 000000123, you only need to type ‘123’ in the ‘Card Number’ text box.

4.	Click View to view the history associated with the card number in the Member History list box.

5.	Click the Loyalty member name to view and edit the member profile on the Entering a Member Profile screen.

6.	Make any changes and click Save to return to the Lookup Member History screen.

Changing the Active Status for a Member

You can change the status of a Loyalty member from active to inactive. For example, a customer loses their Loyalty/Stored Value, you can make the card inactive from the Member list box by clearing the ‘Active’ check box.

To change the active status of a member:

1.	Select Aloha Loyalty > Card Lookup.

2.	Select the type of card you are looking up in the ‘Card Type’ drop-down list.

3.

Type the last nine digits of the card you want to look up in the ‘Card Number’ text box. You do not have to type the five-digit prefix in the text box. If the last nine digits have leading zeroes, you do not have to type the leading zeroes in the text box. For example, if the last nine digits are 000000123, you only need to type ‘123’ in the ‘Card Number’ text box.

4.	Click View to view the history associated with the card number in the Member History list box.

5.	Click Active Member to clear the check box and make the Loyalty member inactive.

View Detailed Check History

If you are an Aloha Insight customer, you can view detailed transaction history via Drilldown Viewer. Click to obtain the member history for the number entered in the ‘Card Number’ text box. If the card number does not have any history, or is not a valid card number, you receive an error message in the Member History list box.

To view detailed check history:

1.	Select Aloha Loyalty > Card Lookup.

2.	Select the type of card you are looking up in the ‘Card Type’ drop-down list.

3.

Type the last nine digits of the card you want to look up in the ‘Card Number’ text box. You do not have to type the five-digit prefix in the text box. If the last nine digits have leading zeroes, you do not have to type the leading zeroes in the text box. For example, if the last nine digits are 000000123, you only need to type ‘123’ in the ‘Card Number’ text box.

4.	Click View to view the history associated with the card number in the Member History list box.

5.	Click the Check Number to view the history in DrillDown Viewer.

Adjust Rewards for a Member

Click to adjust the bonus plan credit for the Loyalty member. After clicking the button text changes to . When you click Show/Adjust, you can adjust the bonus plan credits for the member. Refer to adjusting a card, for step-by-step instructions.

 

Bonus Plan

— Contains a list of active bonus plans assigned to the card type. Select the bonus plan that you want to adjust from the drop-down list. Not all bonus plans allow adjustments. Refer to the following table for information on the types of adjustments you can perform on the bonus plan:

Bonus Plan Type	Type of Adjustment Allowed	Example
Currency	You can adjust the number of dollars applied to the reward program.	10.50
Frequency	You can adjust the number of visits to the store. You cannot adjust the number of visits, if you are basing rewards off a special occasion, such as anniversary, birthday, or sign-up date. (Whole number only)	6 visits
Items	You can adjust the number of items applied to the reward program. (Whole number only)	12 items
Lottery	Does not support adjustments.	N/A
Points	You can adjust the points applied to the reward program.	325 points
Be My Guest (When ‘Member can use card until total discount amount is reached’ has not been selected.	You can adjust in whole numbers only.	5
Be My Guest (When ‘Member can use card until total discount amount is reached’ has been selected	You can adjust in decimals or dollars and cents format.	8.75

Adjustment Reason

— Specifies why you are adjusting the rewards for the Loyalty member. You can enter up to 50 alphanumeric characters in the text box.

Effective Date

— Indicates the date the adjustment takes effect. The date always defaults to the current system date.

Desired Plan Credit

— Specifies the new adjusted bonus plan credit you wish to assign to the Loyalty member. Type the new adjusted amount in the text box. For example, if you want to set a bonus plan credit for a member to 20 points, enter 20 in the ‘Desired Plan Credit’ text box. and click to adjust the member’s total plan credit to 20 points. If the card is a ‘Be My Guest’ plan type and ‘Member can use card until total discount amount is reached’ is selected, you can enter an amount, such as a currency like $12.50 in the ‘Desired Plan Credit’ text box. If ‘Member can use card until total discount amount is reached’ has not been selected, you can only enter amounts in whole numbers.

Adjust Button

Click to make the adjustment to the card. After clicking the Adjust button, you receive a confirmation prompt verifying you want to adjust the rewards for the member. ‘No’ is the default selection. You must select ‘Yes’ to complete the adjustment.

Total Plan Credit

— Displays the current accumulated credit earned and the type of credit earned for the selected bonus plan. For example, “600 points.” The amount updates dynamically to reflect new adjustments made in the ‘Desired Plan Credit’ text box. You cannot edit the ‘Total Plan Credit’ text box.

If the bonus plan is a Be My Guest type of plan and it meets the following criteria:

•	Reward type is real-time discount

•	Member can use card until total discount amount is reached

The ‘Total Plan Credit’ text box contains the amount of credit remaining for the member. If the Be My Guest card is defined as being able to use only once, the ‘Total Plan Credit’ text box indicates the credit in visits remaining.

Adjustment Amount

— Displays the amount the bonus plan was adjusted. A minus sign indicates a negative amount and that you reduced the amount of rewards earned. The ‘Adjustment Amount’ indicates the type of bonus plan reward earned. Refer to the ‘Bonus Plan Type’ table, for more information on types of rewards earned for each bonus plan type.

The ‘Adjustment Amount’ text box reflects adjustments after you apply the adjustment; otherwise, the ‘Adjustment Amount’ is blank. You cannot edit the ‘Adjustment Amount’ text box.

Adjusted By

— Captures the name of the user currently logged in to the Web site, for auditing purposes. The ‘Adjusted By’ text box remains blank until you apply an adjustment. You cannot edit the ‘Adjusted By’ text box.

Hide Adjust Button

Click after making the adjustment, and to hide the adjustment options.

To adjust bonus plan credit for a member:

1.	To adjust bonus plan credit for a member:

1.	Select Aloha Loyalty > Card Lookup.

2.	Select the type of card you are looking up in the ‘Card Type’ drop-down list.

3.	Type the last nine digits of the card you want to look up in the ‘Card Number’ text box. You do not have to type the five-digit prefix in the text box.

4.	Click View to view the history associated with the card number in the Member History list box.

5.	Click to access the options that enable you to adjust the rewards for a member.

6.	Select a bonus plan from the ‘Bonus Plan’ drop-down list. Only bonus plans assigned to the member’s card type appear in the drop-down list. Not all bonus plans allow you to make adjustments. Refer to Bonus Plan Adjustment table, for more information on adjusting bonus plans.

7.	Type the reason why you are making the adjustment.

8.	Type the date you want the adjustment to take effect. The default date is the current date of business. You cannot enter a date in the future; however, you can enter a date in the past.

9.	Type the new bonus plan credit amount in the ‘Desired Plan Credit’ text box. Use the amount in the ‘Total Plan Credit’ text box to calculate the new amount.

For example, a current Loyalty member has 200 points and you want to add 20 points to their bonus plan total. Type ‘220’ in the ‘Desired Plan Credit’ text box.

10.	Click to adjust the bonus plan credit.

11.	Answer the prompt accordingly. Select Yes to apply the adjustment.

The system processes your adjustment, and changes the ‘Total Plan Credit’ text box to the new adjusted amount. The amount of the bonus plan adjustment appears in the ‘Adjustment Amount’ text box. After making an adjustment, your name appears in the ‘Adjusted By’ text box.

Show Stored Value Transactions

If you are using Stored Value, you can also view Stored Value history and obtain the balances on Stored Values. However, there are a few differences on how the data displays when you elect to view Stored Value transactions, which are outlined in the Show Stored Value Transaction table. Transactions specific to Stored Value also appear in the Member List box if the transaction occurred prior to using Loyalty.

Only Stored Value cards that support both Loyalty and gift card transactions enable the ‘Show Stored Value Transactions’ option. When you click it disables the ‘Show Stored Value Transactions’ option.

 

The following table indicates the fields that display when you select ‘Show Stored Value Transactions’, and the fields they replace.

‘Show Stored Value Transactions’ Selected	‘Show Stored Value Transactions’ Not Selected
Current Balance	Available only when you select ‘Show Stored Value Transactions.’
Type	Replaces ‘Bonus Plan.’
Activity	Replaces ‘Reward.’
Stored Value Amount	Replaces ‘Credit Earned.’
Stored Value Adjust (only available when you select ‘Show Stored Value Transactions.’)	Not applicable.

Show Stored Value Transactions

— Indicates you want to view Stored Value transaction history on Loyalty cards that support Stored Value.

Current Balance

— Displays the card balance for the Loyalty 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.

Type

— Indicates whether the transaction was an Stored Value transaction or a Loyalty transaction. Transactions that include both Stored Value and Loyalty transactions on the same check indicate as such. Stored Value transactions display with the name of the card.

Activity

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

Card Expired

— Indicates the card has expired.

Purchase

— Amount applied to the Stored Value at the time of purchase.

Add Value

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

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 for card types configured to not adjust the balance or provide change in cash.

Service Charge

— Amount subtracted from the value of the Stored Value because of inactivity.

Void Purchase

— Voided gift card transactions when the customer was purchasing an Stored Value.

Void Add Value

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

Void Redemption

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

Void Cash Back

— Voided transactions that are set up to give cash back.

Void Unused Balance

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

Balance Adjustment

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

Stored Value Amount

— Lists the dollar amount of the transaction. Parenthesis around a value indicate a negative amount. For example, (5.00).

The ‘Credit Earned’ column is always blank for Stored Value transactions.

Aloha Stored Value Adjust

Click to display the Aloha Stored Value Balance Adjustment utility. Adjustments made in the Aloha Stored Value Balance Adjustment utility do not reflect in the Aloha Loyalty Card Lookup until you close the Aloha Stored Value Balance Adjustment utility.

To view Stored Value transactions:

1.	Select Aloha Loyalty > Card Lookup.

2.	Select the type of card you are looking up in the ‘Card Type’ drop-down list.

3.

Type the last nine digits of the card you want to look up in the ‘Card Number’ text box. You do not have to type the five-digit prefix in the text box. If the last nine digits have leading zeroes, you do not have to type the leading zeroes in the text box. For example, if the last nine digits are 000000123, you only need to type ‘123’ in the ‘Card Number’ text box.

4.	Click View to view the history associated with the card number in the Member History list box.

5.

Select Aloha Stored Value Adjust. To make Stored Value adjustments. Refer to Card Adjust online help, for more information. Refer to Show Stored Value Transactions, for a list of changes in the Member History list box. This is only available to companies using Stored Value where the card supports both Loyalty and Stored Value.

Print Member History

Click to print the member history to your local printer. The printed report looks identical to what you see on-screen; however, the printed report uses ‘Card Name Member History’ as the report title and this heading is not visible on-screen. Card name equals the card type you selected in the ‘Card Type’ drop-down list. If the member did not provide a name, “Valued Member” displays in place of the actual name of the member.

To print the member history:

1.	Select Aloha Loyalty > Card Lookup.

2.	Select the type of card you are looking up in the ‘Card Type’ drop-down list.

3.

Type the last nine digits of the card you want to look up in the ‘Card Number’ text box. You do not have to type the five-digit prefix in the text box. If the last nine digits have leading zeroes, you do not have to type the leading zeroes in the text box. For example, if the last nine digits are 000000123, you only need to type ‘123’ in the ‘Card Number’ text box.

4.	Click View to view the history associated with the card number in the Member History list box.

5.	Click to print the member history to your local printer.