IGA Christmas Club

IGA Gift Card

What’s happened so far?Over the past few weeks – since early December 2011 – the Christmas Club and Gift Card programs have been rolled out nationally to all IGA stores.

This News Bulletin consolidates all the information issued so far to ensure you understand

- how the programs work;

- how to accept an IGA Gift Card or IGA Christmas Club card for any purchases made by a customer and;

- how to issue a Gift Card to a customer.

To date, you will have received:

- A set of Activation Cards – one each for the Christmas Club and Gift Card programs;

- An initial supply of Gift Cards for customers to purchase;

- A Gift Card display stand with hooks.

How does it work? The big picture…

IGA Christmas Club - The IGA Christmas Club was introduced in late 2009 for customers to save money for Christmas on a regular basis. The following year (Nov 2010) the accrued balances were issued to customers in the form of an IGA Christmas Club card and can be used at any IGA store.

IGA National has now ceased this program; however, cards issued in 2010 will still be valid until October 2011.

IGA Gift Cards – IGA Gift Cards can be purchased by anyone from any IGA store upon request – similar to any other gift card issued by other organizations. These cards can only be used at IGA stores throughout Australia.

Activation Cards - The purpose of the Activation Cards is to prepare your EFTPOS terminals to accept the IGA Gift Cards and IGA Christmas Club cards.

There is a separate Activation Card for each of the IGA Christmas Club and IGA Gift Card programs. Currently, all Tasmanian IGA stores have successfully activated their EFTPOS terminals so no further action is required unless your EFTPOS terminal is swapped out by your Bank for any reason.

Please keep the Activation Cards and relevant procedures for their use in a safe place for future use.

Using the cards - When a customer presents an IGA Gift Card (or IGA Christmas Club card) to purchase goods, simply treat the card as a normal debit card through your EFTPOS terminal. Select ‘SAVings’ and use the PIN number (revealed under a ‘scratch off’ panel) on the reverse of the card.

The cards can be used as many times as the customer chooses until the balance is used.

Checking a balance - The remaining balance on the card can be checked by visiting www.iga.net.au or calling 1300 554 268 and using the card number and PIN. Similar to bank issued debit cards, balances are NOT printed on any receipts and can not be ‘recharged’.

Issuing IGA Gift Cards – An initial supply of IGA Gift Cards was delivered to each store during December 2010 and can be displayed and sold to customers requesting an IGA Gift Card.

For each back office system you will need to change each Gift Card product so that when it is scanned the operator will be prompted to enter an amount for the Gift Card. If your Gift Card scans for $0.01 then you have NOT setup you back office correctly.

Issuing a Gift Card requires that you receive payment for a Gift Card first and then swipe the card through your EFTPOS terminal to load the card with the requested balance.

When you swipe the Gift Card to load the value you will need to know your Manager’s PIN for your EFTPOS terminals before you are able to issue a Gift Card You may need to contact your Bank or your point of sale system vendor to get this information and the daily and cumulative totals allowed for EFTPOS refunds for your store.

Documentation from each POS vendor (Scanning Systems Australia, Worldsmart Retail and Gap Solutions) on how to setup the Gift Card products in your back office system and how to issue an IGA Gift card is included in this bulletin.

These procedures describe the steps to take that relate to the most current versions of the respective systems and assume that your EFTPOS is integrated with your point of sale registers. If your situation is different to the procedures there is still a method to issue IGA Gift Cards – it just needs some understanding of the overall result and adapting the procedure to suit.

You may choose to restrict the sale of IGA Gift Cards to the Service Desk or to particular personnel in your store. Regardless of how you mange the procedure in your store it is vital that you practice the issuing procedure so that when a customer makes a purchase the transaction will run smoothly.

Where can I get help?Chester Willcock (TIR) on 0419 391 867 - for help getting started or understanding the programs.

www.iga.com.au – to check the balance on IGA Gift Cards or IGA Christmas Club cards.

1300 554 268 – to check balances, transfer balances, action for faulty cards and any other enquiry relating to either of these programs.

All information pertaining to IGA Gift Cards, IGA Christmas Club cards and other IGA national programs are available at www.igats.com.au in the Retailer Zone.

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DATA SHEET: IGA Gift Card

Profit Track – Implementation of IGA Gift Cards

Welcome to the new IGA Gift Card. These are instructions to assist you in setting up the IGA Gift Card within

your Profit Track system.

Before you are able to sell the new IGA Gift Cards at the POS you have to add them as products in the Shop

file within Profit Track. The IGA Gift Cards are hosted in the Catalogue and must be extracted before the

PLUs can be sent to the Registers to be sold.

How to update your Profit Track system with the new PLUs In BackOffice

• Extract the IGA Gift Cards from the Catalogue into the Shop file.

Open Catalogue; select F3 to search for the products

When the list appears, select all the IGA Gift Cards by using the space bar ( a red tick will appear in

front of the description

Select Extract button

All products will now be available in the Shop File.

• Once the IGA Gift Cards are extracted, open Shop File, select F3 to search for the products

• Open the PLU ‘Gift Card Sale 1’ and then double click on the product under PLU (Selling Details)

At the next screen select the 2nd

tab POS (F11) and tick ‘Open Price’ and ‘Is IGA Gift Card’

Select OK to save.

• You will be taken back to the main product screen, select Save[F2]

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• Follow the above process for all the PLUs ‘Gift Card Sale 2 – 41’ as well as PLU ‘Gfit Card Load’

i.e. tick ‘Open Price’ and ‘Is IGA Gift Card’.

• Next select the PLU ‘ Gift Card $0.05 Activation’ and follow the same process but only tick ‘Is IGA

Gift Card’.

• Select OK to save.

• You will be taken back to the main product screen, select Save[F2] then Close

• Next send the product to the POS registers using the icon on the Quick Access menu bar

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How to sell an IGA Gift Card using Profit Track at the POS

An IGA gift card can be purchased on its own or as part of a basket. The example below is an IGA Gift Card purchase which is part of a basket.

• Scan product/s from basket as normal

• Accept the IGA Gift card from the customer and scan it

• The POS will prompt for a value for the card. As there is no sell price for the IGA Gift Card you are

required to enter the customer’s nominated value e.g. $20.00 and press ENTER

• The customer can pay by CASH or EFTPOS – process as you would a normal sale by accepting the

cash or allowing the customer to complete the tender by selecting the bank account and entering their

pin or signing if it is a credit card purchase

• Once the payment is approved you are prompted on the screen to ‘Prepare to load IGA Gift Card’

through the Pin Pad – Select OK

The following message will appear – ensure you swipe the Gift Card immediately as a delay may cancel the ‘Load’ transaction.

• The Pin Pad will also display a message to swipe card - lift the flap on the card carrier and swipe the

exposed magnetic strip through the Pin Pad

• The following message will appear on the screen as well as the Pin Pad. Always select SAVINGS on

the Pin Pad.

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• When prompted for the Pin on the Pin Pad, key in 0000 (four zeros) – press OK

• The receipt printer will print 2 dockets:

1 docket detailing the basket contents including the Gift Card purchase (customer’s copy)

1 docket detailing the Gift Card load advice (retailer’s copy)

• Write the value of the IGA Gift Card on the back of the card as well as the date of purchase (issue

date) before handing gift card to the customer.

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Troubleshooting

If there has been a delay in swiping the IGA Gift Card through the Pin Pad, the ‘Load’ function will be cancelled and you will receive the following message on the screen. You may also receive this message if the “Load” was accidentally cancelled.

Select OK

A docket will print with the value of the IGA Gift Card eg $20.00. This docket is for the customer’s records (Proof of Purchase).

You must now process a return – this will be a return of money to the customer for the IGA Gift Card as they have already paid for the Gift Card although the card was not activated with the value.

Process the return as you would a normal return for a purchase on the POS and enter in the value of the return i.e $20.00 either via cash or EFTPOS whichever tender the customer used to pay in the first place.

You will receive a message ‘Prepare to load IGA Gift Card’ with a negative value – Select OK

The following message to “swipe card” will display – ALWAYS SELECT CANCEL as you do not need to swipe the gift card.

To process the purchase of the IGA Gift Card again – follow the instructions on ‘How to sell an IGA Gift

Card”.