GIFT CARD PROCESSING Gift Card Transactions Reference Guide

OPERA PMS

Overview

This guide provides the steps for key transactions when processing gift cards. See the Global Gift Card page on MGS for complete details.

GIFT CARD PROCESSING

Gift Card Transactions Reference Guide

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Cancel Transactions in WebPOS 2

Balance Check in WebPOS 3

Balance Transfer 4

Adjustments 5

Increment in WebPOS 6

Reporting D140 7

Reconciliation 8

Givex Portal Access Request 11

Givex Portal Terminal Operator Setup 13

Opera PMS Configuration 17

Support 19

Table of Contents

Special Note: For hotels processing gift cards starting with card numbers 77518, 33734, 48237, and 85395, these are old legacy gift cards and must be converted to the new Givex number (starting 308616). Contact +1(800) 442-6132 for assistance to convert the card number.

OPERA PMS

This process allows transactions performed within the last 24 hours to be cancelled.Note: You are not able to cancel another Operator’s transaction, only your own.Multiple transactions may be cancelled in reverse order from which they were entered.

Cancel Transaction in WebPOS

1 Select Go in the Cancel transaction.

4 Click Submit.

2 Select Operator ID and enter the Password.

3 Enter the Gift Card number and the amount to be cancelled.

5 On the Confirmation Screen, select the Print Receipt button to generate a receipt for the customer.


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OPERA PMS

Balance Check in WebPOS

1 Select Go in the Balance Check transaction.

4 Enter the Givex number or serial number.


3 Select one of the following options:• Givex Number (full Gift Card number)• Serial Number (7-8 digit portion of Gift Card Number)

5 Click Submit.

Follow these steps to check the current balance of a gift card.


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OPERA PMS

Balance Transfers

1 Hotel should process balance transfers only on gift cards that were purchased directly from your hotel.

2 The property champion will need to call for the step by step instructions.

801-468-4167 option 3*

*Note Hours of Operation: 10 am to 6 pm Eastern Time Monday through Friday.

This transaction is used to transfer the balance from one gift card to another.


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OPERA PMS

Adjustments

1 To process adjustments, the hotel property champion must log into the Givex Portal.

2 To identify the hotel gift card champion or if the champion needs to process the adjustment, call following number:

801-468-4167 option 3*

*Note Hours of Operation: 10 am to 6 pm Eastern Time Monday through Friday.

This transaction is used to adjust the dollar value on a gift card.


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OPERA PMS

Increment in WebPOS

1 Select Go in the Increment transaction.

4 Click Submit.


3 Enter the gift card number and amount to be incremented.

5 On the Confirmation Screen, press the Print Receipt button to generate a receipt for the customer.

For USD and CAD currency hotels, this transaction is used to add funds to an already active gift card.

Note for OPERA PMS only:

The hotel’s programing administrator will need to build a Gift Card sell button in the OPERA Market. See the Opera PMS Configuration steps on page 17.

• The amount field needs to allow for a variable amount. • Acceptable forms of payment for gift cards are major credit cards or cash. Do not accept a personal

check, gift certificate, or post to the guest room folio.


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OPERA PMS

The D140 Journal by Transaction Code Report displays postings for transaction codes and the corresponding amount for a particular date. Follow these steps to review the D140 report in OPERA.

Reporting D140

1 From the Home Page, select Miscellaneous Menu then select Report Option.

4 The report will display the guest Name, Supplement and Reference fields.

2 Select the D140 report.

3 Choose payment option of gift card.


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OPERA PMS

Overview• Aligns all transactions that take place between the property operating system and Givex WebPOS.• Allows for compliance with the property standard operating procedures for shift closings and property

balancing.

Reconciliation

1.1 List of Transactions Report• Used in employee, shift, and nightly closings.• Assists with reconciling:

- Asset & Liability (A&L) Accounts- Property Franchise Statements

• Displays a list of all transactions processed within a specific date range.• Generated out of Givex Portal and available only to the Givex Portal Property Administrator.

1.2 MIFS Givex Reconciliation Report Query• Used to compare activations against your WashBill. • Bridges the gap between the ‘List of Transactions’ Report and hotel invoices.

1 Reconciliation Tools 2 Reconciliation Processing Recommendations


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OPERA PMS

Reconciliation1.3 Owner & Franchise Billing (OFB) Statement - WashBill

• A statement of Marriott charges and credits • Issued monthly • GIGC charges are included in the Marketing section


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OPERA PMS

Reconciliation

2.1 Upon Cash-Out, compare the: • ‘List of Transactions’ Report from Givex Portal, and • Property operating system transactions (e.g., Micros, OPERA, FOSSE, SpaSoft)

2.2 Ensure transaction lists match.

1 Reconciliation Tools 2 Reconciliation Processing Recommendations

2.3 To reconcile A&L Accounts & Franchise Statements, compare the: • ‘List of Transactions’ Report, and • Property Statement or Property A&L Account

2.4 Totals should match and clear within each period.

2.5 A&L Accounts (account numbers apply at Marriott-managed properties only): • Gift Card Sales Clearing: Department 0070, Account 254101 • Gift Card Reimbursement Clearing: Department 0070, Account 254201

Note: Accounting Statements may have discrepancies due to timing (i.e. credits/debits may not clear until the following month).


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OPERA PMS

Access Request to Givex Portal

1 On MGS home page search IDentity Center (formally Request Center). Note: Use Internet Explorer or Firefox. Chrome or Safari will not prompt for the portal user role type. We will be unable to complete the access request.

4 Select • Find & Order a service | Yourself:

Requesting access for yourself• Find & Order a service | Someone Else:

Requesting access for another associate at the hotel

2 Select IDentity Center.

3 Select Launch.

5 Enter Givex in the Search for a service field and click Search.

Follow these steps to request access to the Givex Gift Card application for your property.


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OPERA PMS

Access Request to Givex Portal

6 Click Order.

7 Application will start with the information linked to your EID. Add the following information:• Phone Number• Birthday MM/DD• Confirm MARSHA code displayed is correct• Type of Request

• Add (add access)• Remove (remove access)

• User Type• Portal User (Portal user)

• Administrator – Full access• Manager/Sup – Run Reports, process Transactions• Onboarder – Set up Terminal Operators• Reporting only – Run Reports

• Terminal Operator (to process in WebPOS) Sent to the on property administrator• Confirm approving manager is correct.

6 Click Submit Order.

You will be notified within 4 business days once the request has been approved. If you have any questions or need assistance completing the form, please [email protected].


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mailto:[email protected]

OPERA PMS

Givex Portal Terminal Operator Setup

1 Login to portal.givex.com.

4 At the main Givex menu on the left side of the screen:• Select Administration• Select Terminal Set-up

2 Enter User Name. Use the username you received from [email protected]. This will be your EID. This is case sensitive.

3 Copy and paste Password from the email you received from Givex. If you have not received this email, call 801-468-4167 option 3. (The first time you log in, you will be asked to rest your password).

To process gift card transactions in WebPOS, terminal users must be added. WebPOS icons for gift card transactions can be downloaded to simplify access to WebPOS.

ADD TERMINAL USERS


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OPERA PMS

Givex Portal Terminal Operator Setup5 Scroll down to the Store Operators (Active) section at the bottom of the page.

8 Enter Operator Name - Associate’s first and last name

6 Select Add a new store operator for store XXXXXX.

7 Enter Operator Login - Associate’s EID in a numeric format. Use the numbers on your phone pad which correspond with the letters in the associates EIDExample, if the associates EID is ABCDE123, the operator login will be 22233123.

9 Enter Password – Associate’s birthday month and day Example, May 21, would be 0521.

10 Enter Service Select Group - service_grp_webpos

The property champion should add any associates as store operators who will need to process a gift card transaction.


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OPERA PMS

Givex Portal Terminal Operator Setup

1 Access the gift card platform page on the Marriott Global Source (MGS): https://extranet.marriott.com/mgs/common/sales-mktg-and-rev-mgmt/marketing/global-incentive-and-giftcard-marketing/gift-card-platform-project

4 When icon is on desktop, double-click on the icon and you will be prompted for a username and password. • The hotel should receive an email from

[email protected] with the subject line “User IDs for (hotel name).” The hotel should use the WebPOS-FD user ID and password to login to WEBPOS. If you have not received the email with your user name and passwords please email [email protected] and ask for your hotels’ User ID’s and Passwords. Please include your hotel MARSHA code in the body of the email.

2 Select the appropriate icon for the hotel.

3 Select Save and save the icon to the desktop.

DOWNLOAD GIVEX WEBPOS ICON

WebPOS icon should be downloaded to all of the desktops that would process gift card transactions.

The hotel’s WebPOS user ID and password are numeric values. This user ID and password should be used by everyone at the hotel logging into WebPOS. This user ID and password allow access to WebPOS. To process transactions in WebPOS, a numeric personal EID (Operator ID) and associated password are used to execute transactions.


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https://extranet.marriott.com/mgs/common/sales-mktg-and-rev-mgmt/marketing/global-incentive-and-giftcard-marketing/gift-card-platform-project



OPERA PMS

Givex Portal Terminal Operator Setup5 Upon successful login to WebPOS (Givex), this screen will display.

From here, the terminal operators can redeem, balance check and activate a gift card.


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OPERA PMS

Opera PMS Configuration

1 Access Opera PMS Configuration Module.• Log into Opera. • Click on the Configuration button. • Go to Cashiering – Codes – Transaction Codes • If the code already exists, verify the following:

o The naming of the Transaction Code should be Corporate Gift Card o If the description is different, you should change it. o If you have other gift certificate transaction codes for non-MI gift certificate types,

please leave them untouched.

The purpose of this job aid is to provide the Opera Champion with steps to configure your PMS to work with the Gift Card program.

STEP 1: Opera Payment Transaction Code and Opera Payment Type A new “Gift Card” Opera Payment Transaction Code and Opera Payment Type must be created. Please follow the instructions below to create these codes.

Please verify whether these Opera Payment Transaction Code and Opera Payment Type already exist. In some hotels, they might be labeled differently, e.g. “MI Brand Gift Card” or “RC Brand Gift Card”. If they already exist, they do not need to be created again.

The configuration of the “Corporate Gift Card” payment transaction code must be as shown below.

Subgroup: Other Payments Group: Payment Others Radio Button Checkboxes: Cashier Payments 1-8

Configuration for international hotels If needed please confirm with Regional Finance which Transaction Code to use.


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OPERA PMS

Opera PMS Configuration

Remember to map these new codes to your back-office system/ financial system.

2

Next, create the Opera Payment Type for the Method of Payment GC – Corporate Gift Card.

• Navigate to Opera PMS Configuration - Cashiering - Payment Types • Click New, then complete the following fields:

• Payment Type: GC Payment Description: Corporate Gift Card • Trn. Code: Whatever code you selected above when creating the Payment • Transaction Code No Post Flag: Check • Reservation Flag: DO NOT check since this is not a payment method used as a guarantee method,

only a settlement method.

Please use the following code: Transaction code XXXXXX - Verify with Regional Finance if needed. (Non Revenue account)

Access Opera PMS Configuration - Cashiering - Codes - Transaction Codes.• Click New. • Configure your Gift Card sales Transaction Code as follows.

STEP 2: Revenue Transaction Code

To sell the Gift Card from Opera (Front Desk, Guest Services or Concierge), set up a Revenue Transaction Code.


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OPERA PMS

SupportGIFT CARD PROCESSING

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MGS: Home > Sales, Marketing & Revenue Management > Marketing > Global Incentives and GiftCards

Customer Care: + 1 (801) 468-4167 Monday-Friday 09:00-19:00 EST, Saturday 10:00-16:30 EST

Email: [email protected]

Documents

GIFT CARD PROCESSING Gift Card Transactions Reference Guide