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Create and edit gift cards

The POS Manager offers you with the gift card editor a variety of possibilities to manage your gift cards easily and quickly on the computer.

 

Add Gift card

  1. Log in to the POS Manager.
  2. Go to Inventory > Vouchers.
  3. Click New Voucher in the top right. You can then choose between two voucher types: 
    • Standard Voucher
    For regular vouchers with an automatically generated voucher code. 
    • Custom Voucher Code
    For pre-made or physical vouchers with your own barcode or voucher code.
  4. Select the voucher type you want. This article then describes how to create a Standard Voucher.

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Enter gift card information

General Information
  • Voucher Name (required): The voucher name will later appear on the invoice.
  • VAT (required): Assign the appropriate VAT rate to the voucher. Alternatively, you can set the voucher up as a multi-purpose voucher (tax-free). In that case, VAT only becomes due when the voucher is redeemed. A multi-purpose voucher also offers more flexibility when goods or services with different VAT rates are being sold. With a voucher that has a fixed VAT rate, only items or services with exactly that tax rate can be redeemed against it.
  • Categories: You can assign the voucher to an existing category.
  • Free Price Entry (for the iPad POS): If you don't want to set a fixed sale price, enable Free Price Entry. This lets you enter a custom amount each time the voucher is added at the iPad checkout. The advantage is that you don't need to create many individual vouchers for different amounts — you can flexibly use a single voucher to suit different customer needs.
  • Description: The description appears in the voucher details but not on the voucher itself.

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Voucher Details
  • Purchase Price: Here you can change the purchase price.
  • Sale Price: This field is only needed if you want to set a fixed voucher value. With flexible price entry, this field can stay empty.
  • Quantity: Here you can manually track stock. This is optional but can be helpful. Even without tracking stock, usage works fine, since redemptions show how many vouchers are already in circulation.
  • EAN: You can add an EAN code for the product so it can be scanned.
  • Item Number: You can assign an item number to the voucher. This isn't required, but it's helpful if you're creating many individual vouchers and want to find them more quickly. The item number also appears on the invoice, along with the automatically generated voucher code at the time of sale.
  • Safety Stock: You can set a safety/minimum stock level for the product. Once the product reaches this level, it's shown visually in the app and the POS Manager. You can also use this value for filtering.
  • Reorder Point: You can set a reorder point for the product. Once the product reaches this level, it's shown visually in the app and the POS Manager. You can also use this value for filtering.
  • Validity: You can set a custom validity period for the voucher. If this field is left empty, the default validity applies automatically — valid until the end of the year, three years out.

Please note: the legally required default validity period varies by country:

  • Germany: Vouchers are valid for 3 years by default.
  • Austria: Vouchers must have a default validity of 30 years. Shorter periods are only allowed with proper justification.
  • Switzerland: The legal validity period depends on the type of voucher:
    • 10 years for one-off, specific services such as hotel stays, trips, concerts, or events
    • 5 years for vouchers covering everyday goods or services such as restaurant visits, cosmetics, clothing, books, or groceries

Manage images (in the Shore POS app)

You can add one or more images to a voucher. These are displayed in tile view in the app's checkout menu.

To add an image, click + Add Photo or the camera icon.
To remove an image, click the gear icon in the top left of the image, then select Delete.
If multiple images are added, you can reorder them via drag and drop. The first image is shown as the preview image at checkout.

Note: For vouchers that aren't tied to a specific service or product, the transaction is treated for tax purposes as an exchange of one means of payment (e.g. cash) for another (the voucher). Such vouchers count as multi-purpose vouchers and are initially VAT-free at the time of sale. VAT only becomes due when the voucher is redeemed.

If a multi-purpose voucher like this isn't redeemed within its validity period and expires (typically once the statutory limitation period has passed), this generally has the following tax implications:

  • No taxable transaction occurs.
  • The remaining voucher value is generally recorded for accounting purposes as other operating income (without a VAT code).
  • The amount doesn't need to be reported as taxable revenue on the VAT return.

For single-purpose vouchers, on the other hand, VAT becomes due at the time of sale. A later expiration of the voucher therefore generally has no VAT implications.

Important: For tax-related questions or uncertainties, we recommend consulting your tax advisor. 


Gift card report 

  1. Log in to POS Manager.
  2. Go to Live Reports > Gift cards Report. Here you will find a current gift cards report with the respective residual value and the details of the redemption.