Gift Cards: Process Activity

In this activity, you will learn how to implement gift cards in the Shopify store and explore how gift cards can be used to pay, in full or in part, for an online purchase in the Shopify store.

Attention: The following activity is based on the U100 dataset.

Story

Suppose that SweetLife wants to give its online customers the ability to purchase gift cards and use these cards when purchasing goods in the SweetLife online store. As an implementation consultant, you need to configure the gift card functionality—that is, the ability to sell gift cards as items and use the cards as payment methods—and test it.

Configuration Overview

In the U100 dataset, for the purposes of this activity, on the Non-Stock Items (IN202000) form, the GIFTCERT non-stock item has been created to represent gift cards sold in the online store. All purchases of gift cards in the online store will be recorded in MYOB Acumatica as purchases of this item.

Process Overview

You will do the following:

  1. In the admin area of the Shopify store, enable the gift card functionality and create gift cards in various amounts to be sold in the online store.
  2. On the storefront, purchase a gift card.
  3. In the admin area of the Shopify store, send the gift card to the customer.
  4. On the Shopify Stores (BC201010) form, review the gift card settings.
  5. On the Prepare Data (BC501000) form, prepare the sales order data for synchronization, and on the Process Data (BC501500) form, process the prepared data.
  6. On the Sales Orders (SO301000) form, review the imported sales order.
  7. On the storefront, create an order and pay part of it with the purchased gift card.
  8. In the admin area of the Shopify store, review the order.
  9. On the Prepare Data form, prepare the sales order data for synchronization, and on the Process Data form, process the prepared data.
  10. On the Sales Orders form, review the imported sales order that was partially paid for with the gift card.

System Preparation

Before you start configuring the gift cards, do the following:

  1. Make sure the connection to the Shopify store is established and the minimum configuration is performed as described in Initial Configuration: To Configure the Store Connection.
  2. Make sure that the PLUMJAM96 stock item has been exported to the Shopify store during the synchronization of the Stock Item entity, as described in Data Synchronization: To Perform the First Synchronization.
  3. Make sure that the integration with the Shopify Payments payment provider has been implemented, as described in Order Synchronization: To Configure and Import Shopify Payments.
  4. Sign in to the admin area of the Shopify store as the store administrator in the same browser.

Step 1: Configuring Gift Cards in the Store

To enable the gift card functionality, in the Shopify store, do the following:

  1. In the left menu, click Products > Gift cards.
  2. On the Gift cards page, click Add gift card product.
  3. On the Create gift card product page, specify the following settings:
    • Title: SweetStore Gift Card
    • Status: Active

    In the Denominations section, review the default balances of the gift cards ($10, $25, $50, and $100). Leave all other settings as they are.

  4. In the lower right, click Save gift card product to save your changes.

Step 2: Purchasing a Present and a Gift Card

To create an order in which you purchase a $25 gift card, in the Shopify store, do the following:

  1. In the left menu, hover over the Online Store sales channel, and click the View your online store icon, which appears right to the channel name, to open the storefront.
  2. On the storefront, locate the SweetStore Gift Card product.
  3. On the SweetStore Gift Card page, under Denominations, click $25.00, and then click Add to cart.
  4. In the dialog box that appears, click View cart.
  5. On the Your cart page, click Check out.
  6. On the order creation page, specify the settings as follows:
    1. In the Contact section, in the Email or mobile phone number box, specify your email address.
      Important: Specify a real email address to which you have access. The gift card will be sent to this email address after the order is completed.
    2. In the Payment section, specify the following settings under Credit card:
      • Card number: 4242 4242 4242 4242
      • Expiration date: 12/24
      • Security code: 123
      • Name on card: Melody Keys
    3. In the Billing address section, fill in the address boxes as follows:
      • Country/region: United States
      • First name: Melody
      • Last name: Keys
      • Address: 3402 Angus Road
      • City: New York
      • State: New York
      • ZIP code: 10003
  7. Click Pay now to place and pay your order. The confirmation page with the order number opens.

Step 3: Updating the Order Settings

To update the gift card settings, in MYOB Acumatica, perform the following instructions:

  1. On the Shopify Stores (BC201010) form, select the SweetStore - SP store.
  2. On the Order Settings tab, in the Gift Certificate Item box, select GIFTCERT.
  3. On the form toolbar, click Save.

Step 4: Importing the Order with the Gift Card

To import the created order, in MYOB Acumatica, do the following:

  1. Open the Prepare Data (BC501000) form.
  2. In the Summary area of the form, specify the following settings:
    • Store: SweetStore - SP
    • Prepare Mode: Incremental
  3. In the table, select the Selected check box in the row of the Sales Order entity.
  4. On the form toolbar, click Prepare.
  5. In the Processing dialog box, which opens, click Close to close the dialog box.
  6. In the row of the Sales Order entity, click the link with the number of prepared synchronization records in the Ready to Process column.
  7. On the Process Data (BC501500) form, which opens with the SweetStore - SP store and the Sales Order entity selected, in the row of the order you created (which you can find by its identifier in the External ID column and empty ERP ID), select the unlabeled check box.
  8. On the form toolbar, click Process.
  9. In the Processing dialog box, which opens, click Close to close the dialog box.

Step 5: Reviewing the Imported Order

To review the details of the imported sales order in MYOB Acumatica, do the following:

  1. Open the Sync History (BC301000) form.
  2. In the Summary area, specify the following settings:
    • Store: SweetStore - SP
    • Entity: Sales Order
  3. On the Processed tab, in the row of the sales order that you have just imported, click the link in the ERP ID column.
  4. On the Sales Orders (SO301000) form, which opens for the imported order, review the order details.

    On the Details tab, notice the line with the GIFTCERT non-stock item, which you specified as the Gift Certificate Item on the Order Settings tab of the Shopify Stores (BC201010) form. The Line Description column shows the description of the gift card in the Shopify store and the card denomination.

For the purposes of this activity, you do not need to process the created sales order further.

Step 6: Sending the Gift Card to the Customer

To send the gift card to the customer, in the admin area of the Shopify store, do the following:

  1. In the left menu, click Orders.
  2. On the Orders page, which opens, click the row of the order for Melody Keys that you have created.
  3. In the Unfulfilled section with the SweetStore Gift Card, click Send gift card.
  4. On the Fulfill item page, which opens, click Fulfill item.

    An email with the gift card code is sent to the email address that you have specified earlier in this activity.

Step 7: Updating the Payment Settings

To update the payment settings, in MYOB Acumatica, perform the following instructions:

  1. On the Shopify Stores (BC201010) form, select the SweetStore - SP store.
  2. On the Payment Settings tab, in the existing row of the GIFT_CARD store payment method, specify the following settings:
    • Active: Selected
    • ERP Payment Method: GIFTCARDS
    • Cash Account: 10250ST
  3. On the form toolbar, click Save.

Step 8: Paying for the Order with the Gift Card

Tip: Before you perform this step, make sure that you have the code of the gift card ready.

To create an order and pay for part of it with the gift card, in the admin area of the Shopify store, do the following:

  1. In the left menu, hover over the Online Store sales channel, and click the View your online store icon, which appears right to the channel name, to open the storefront.
  2. On the storefront, start typing plum in the search bar and then select Plum jam 96 oz from the list of search results.
  3. On the page of Plum jam 96 oz, specify a quantity of 3, and click Add to cart. In the pop-up, click Check out. The order creation page opens.
  4. In the Contact section, in the Email or mobile phone number box, specify dheady@example.com.
  5. In the Delivery section, fill in the shipping address boxes as follows:
    • Country/region: United States
    • First name: Danny
    • Last name: Heady
    • Address: 2779 Cantebury Drive
    • City: New York
    • State: New York
    • ZIP code: 10005
  6. In the Shipping method section, make sure that Economy is selected.
  7. In the Payment section, specify the following settings under Credit card:
    • Card number: 4242 4242 4242 4242
    • Expiration date: 12/24
    • Security code: 123
    • Name on card: Danny Heady
    • Use shipping address as billing address: Selected
    • In the Gift card box, enter the code of the gift card that you received, and click Apply.

      Notice that the order total has been reduced by the amount of the gift card ($25).

      Tip: If you have not received the gift card by email, as a workaround, you can issue a new gift card on the Gift cards page, which you open by clicking Products > Gift cards in the left menu of the admin area. To generate a new gift card code, you click Create gift card in the upper right, specify the card balance, specify the optional expiration date, and then click Save. Make sure to copy the generated gift card code because you will not be able to access it once you close the page.
  8. Click Pay now to place and pay your order. The order confirmation page opens.

Step 9: Reviewing the Sales Order

To review the sales order, in the admin area of the Shopify store, do the following:

  1. In the left menu, click Orders.
  2. On the Orders page, which opens, click the row of the order for Danny Heady.

    On the order details page, which opens, review the order details and notice the order number at the top of the page.

  3. In the Timeline section at the bottom of the page, expand the link of the gift card payment, and then expand the Information from the gateway link.

    Under Gift card last characters, notice the last four characters of the gift card that was used to pay the order; under Gift card, notice the identifier of the gift card.

Step 10: Importing the Sales Order Paid with the Gift Card

To import the sales order, in MYOB Acumatica, do the following:

  1. Open the Prepare Data (BC501000) form.
  2. In the Summary area of the form, specify the following settings:
    • Store: SweetStore - SP
    • Prepare Mode: Incremental
  3. In the table, select the Selected check box in the row of the Sales Order entity.
  4. On the form toolbar, click Prepare.
  5. In the Processing dialog box, which opens, click Close to close the dialog box.
  6. In the row of the Sales Order entity, click the link in the Ready to Process column.
  7. On the Process Data (BC501500) form, which opens with the SweetStore - SP and the Sales Order entity selected, in the row of the order you created (which you can find by its identifier in the External ID column and empty ERP ID), select the unlabeled check box.
  8. On the form toolbar, click Process.
  9. In the Processing dialog box, which opens, click Close to close the dialog box.

Step 11: Reviewing the Imported Sales Order

To review the settings of the imported sales order, do the following:

  1. Open the Sync History (BC301000) form.
  2. In the Summary area, specify the following settings:
    • Store: SweetStore - SP
    • Entity: Sales Order
  3. On the Processed tab, in the row of the sales order that you have just imported, click the link in the ERP ID column.
  4. On the Sales Orders (SO301000) form, which opens in a pop-up window, review the settings of the order, as shown in the following screenshot.
    Figure 1. Payment by a gift card applied to the sales order


    On the Payments tab, notice that two prepayments have been applied to the order: a credit card payment (mapped to the SHOPIFYPAY payment method) in the amount of $122.48 and a gift card payment (mapped to the GIFTCARDS payment method) in the amount of $25.

  5. In the row of the gift card payment, which has an applied amount of $25, click the link in the Reference Nbr. column.

    On the Payments and Applications (AR302000) form, which opens in a pop-up window, review the payment details.

    Notice that the Description box contains the order number assigned to the related order in the Shopify store and the identifier of the gift card used to pay the order.

    The prepayment has the Balanced status because the Release Payments and Refunds check box was cleared in the mapping of the GIFT_CARD payment method in the table on the Payment Settings tab of the Shopify Stores (BC201010) form.

  6. Close the pop-up windows with the Payments and Applications and Sales Orders forms.

You have finished processing a payment for the sales order with a gift certificate. In a production setting, you would release the prepayment, which is beyond the scope of this activity.