Did you know you can offer gift certificates to your customers through NetSuite? To do that, you will need to set up the Gift Certificate feature. Let’s take a look at how to set up and use the NetSuite Gift Certificates feature.
Overview of NetSuite Gift Certificates
When you create gift certificates, you provide your customers the option of purchasing store credit that they can give to someone else. In NetSuite, a gift certificate is simply a special item record that you would create. But gift certificates come with their own unique set of requirements you need to decide on, including things like authentication codes, expiration dates, and specific amounts or amount limits.
Setting Up NetSuite Gift Certificates
Before you can use gift certificates, you’ll need to set several things up in your NetSuite account.
Enable the Feature
First, you’ll need to enable the Gift Certificates feature. You’ll find this feature on the Items section of the Items & Inventory tab in Enable Features.
Set Preferences
Next, you’ll need to set your preferences for gift certificates. You can find these preferences at Setup > Accounting > Preferences > Accounting Preferences on the Items/Transactions tab. On this page, scroll down to the Other Item Preferences section.
The Gift Certificate Auth Code Generator dropdown gives you three options to choose from: System Generated (meaning NetSuite automatically generates a code when a gift certificate is sold); Enter on Order (which requires manually entering codes for gift certificates on sales orders, and is only recommended for physical gift cards); and Add on Item (which means you would manually add authentication codes to each item record).
Other key preferences here include the Send Gift Certificate Email checkbox and the Make Gift Certificate Fields Required on Transaction Lines checkbox. When you’re finished setting your preferences, save the page.
Create a Gift Certificate Item Record
Now you’re ready to create a gift certificate item record. Navigate to Lists > Accounting > Gift Certificates. On this page, you’ll see any previously created gift certificate item records. To create a new certificate, select the New Gift Certificates button. This will take you to a blank Gift Certificate record. If you work with regular item records, you should be familiar with the layout and available fields on this record. But let’s take a look at some of the options that you will want to pay special attention to while setting up a gift certificate.
Main Line Fields
First, fill out the necessary fields on the main line of the transaction, including the item name or number, the UPC code, the display name for this certificate, and whether or not this item is a subitem. You’ll also need to classify this item with the relevant subsidiary, department, and location to restrict where this gift certificate is available.
Sales/Pricing Subtab
Then, select the Sales/Pricing subtab. Here, you’ll use the Price Levels section to record the sales price for this gift certificate. If this gift certificate needs to expire after a certain amount of time, use the Days Before Expiration field to specify how long it will be active.
Web Store Subtab
On the Web Store subtab, scroll down to the Stock and Pricing Behavior section. Select the Variable Amount checkbox if you want your customers to be able to customize the amount of the gift certificate when they purchase it on your website. When the Variable Amount checkbox has been selected, you will also have access to the Show Default Amount checkbox and the Maximum Variable Amount text box. Show Default Amount allows you to display a recommended amount for your customers while still allowing them to customize it, and Maximum Variable Amount allows you to set a limit on the amount a customer can select for the gift certificate.
Preferences Subtab
On the Preferences subtab, select the Can Be Fulfilled/Received checkbox to permit this gift certificate to be marked as fulfilled or received on orders. NetSuite recommends doing this if you have physical gift cards or certificates that you would like to track.
Auth Code Subtab
The Auth Code subtab is only available to users who selected the Add on Item preference in Accounting Preferences. If you selected that preference, you’ll use the Auth Code subtab to record the specific authentication code you wish to connect with this gift certificate.
Using NetSuite Gift Certificates
Once you’ve created a gift certificate record in NetSuite, then what?
Selling Gift Certificates
To sell gift certificates, add them as items on sales orders, just as you would add any other kind of item. When your sales reps include a gift certificate item, they will need to fill out the From field to identify who is sending the gift certificate. They will also need to include the Recipient Name and Recipient Email, along with an optional Gift Message. When the customer adds a gift certificate to an online order, they will fill out all this information when they check out.
Editing Gift Certificates
Viewing and editing gift certificates is as simple as navigating to Lists > Accounting > Gift Certificates. From this page, you’ll have access to all the gift certificates on your account. You can open and edit them, and you can also view the remaining balance on any of your gift certificates.
Conclusion
The NetSuite Gift Certificates feature allows you to have control and flexibility in the types of gift certificates you offer your customers. If this is a feature you would like to begin using in your account or if you have any other NetSuite needs, SuiteRep would love to come on board and help you start seeing better business results. Contact us to get the conversation started!