Loyalty and Gift Cards

The Polygon Loyalty add-on module has been designed to be easy to use and simple to manage.  Loyalty cards are swiped prior to a sale being finalized. When a loyalty card is swiped the e-Loyalty Transaction screen will be displayed.  Depending on the status of the loyalty card, one of the following will be displayed:

•Unregistered card – This card has not yet been activated by the customer on the website.  They can still accrue points, but cannot redeem their points until the card is registered;

•Registered card – This card has been activated.  This will show the customer name and points balance.  Points can be accrued and redeemed;  

•Expired card – Loyalty cards used after their assigned an expiry date display a notification message on the screen.  Points are not accruable or redeemable using expired cards.  

Other member details which will be displayed in the Member Info screen (if applicable) include; Points Balance, Last Item Purchased, Favourite Item and Membership group.

Accruing loyalty points

To accrue loyalty points to a member's account, simply login to a POS terminal, then swipe the member's loyalty card prior to finalizing the sale.  When the sale is completed, the member's points balance will be increased by the number of accrual points which have been assigned to each PLU sold.

Accrual and Redemption points are assigned to a PLU from the BOH using the Polygon POS Management > PLU Details form.  

Attributing points to more than one member

If you need to ‘share’ the sale between two or more members (for example, two members dine together and the total sale is worth 100 dollars/points and they wish to be attributed 50 points each) you must swipe the cards as the sale is being finalised.  You need to record the payment in two stages and swipe a member card after each stage. The two members in the example above present $100 cash as payment of their bill.  

The procedure would be:

•Record a payment for $50 cash and then swipe the card of Member 1.

•Record another payment of $50 cash and then swipe the card of Member 2.

This will accrue 50 points to each member.

Redeeming loyalty points to pay for a sale

To redeem loyalty points follow these steps:

1.Swipe the member's loyalty card while recording the order;

2.When the order has been entered, click the OK button.  This will load the to the Bill Settlement Screen;

3.Click the Split Bill button at the top of the screen.  This will load the split bill form;

4.From the item list on the left, select an item which will be paid for with member points, then click the + button .  This moves the selected item to the list of items to finalise on the right;

5.Repeat Step 4 process until all items which will be finalised with member points are shown on the list of items to finalise;

6.Click the OK button which will return you to the the Bill Settlement Screen;

7.Click the Pt Redemption button to pay for these items using member points. Note: If the member has insufficient points for this sale, an error message will be shown and the transaction will not be allowed;

8.If the member will be purchasing items with other media types, e.g Cash or Credit Card, record the payment amount and media type for these transactions;

9.Then click OK to finalise this sale.  

For more information about the split billing feature, see section FOH > Processing a Sale.

Redeeming member points with a points fast finaliser button

If a Points Fast Finaliser button has been added to a product keypad, a member's points can be quickly redeeming a using this button.  To do this, select the items which will be purchased.  Then swipe the member's loyalty card, then click the Points Fast Finaliser button.  If the member has accrued sufficient points, the sale will be finalised and the member's points balance will be reduced by the total redemption points value of this sale.  

For more information about adding a Points Fast Finaliser button to a product keypad, see section Product Keypad - Other Keys > Points Fast Finaliser.

Refunds

If a ‘clear sale’ is performed on a sale that involved loyalty points the system will re-adjust the customers points accordingly.  See section FOH > Clearing a Sale for more information about clearing sales.

As part of the Polygon Loyalty module, the ability to run an electronic gift card system is also available. Gift cards are treated like cash and are simply considered as another media type.

How to check the balance of an e-Gift Card

Log onto a POS Terminal and go to the product keypad. Simply swipe a gift card prior to finalizing a sale and the balance will be displayed in the e-Gift Card Transaction screen. This will show the card's current balance.  

How to finalise a sale using an e-Gift Card

Using a Full e-Gift Card Fast Finaliser

Full e-Gift Card Fast Finaliser buttons automatically calculate the amount which will be deducted from an e-Gift Card's balance when a purchase is completed.  

If a Full e-Gift Card Fast Finaliser button has been added to a product keypad, purchases can be quickly finalised with an e-Gift Card using this button by following these steps:

1.Log into a POS terminal;

2.Select the products which will be purchased;

3.Select the Full e-Gift Card Fast Finaliser button from the Product Keypad;  

4.Swipe the e-Gift Card when prompted.  This will show the current balance and the balance after this transaction.

5.Press OK to complete the transaction

The e-Gift Card balance will be reduced by the balance of the transaction.  

See section Product Keypad - Other Keys > Fast Finaliser for information about adding e-Gift Card fast finaliser buttons.

Using an Open e-Gift Card Fast Finaliser

Open e-Gift Card Fast Finaliser buttons allow you to specify the amount which will be deducted from an e-Gift Card's balance when a purchase is completed.  

Purchases can be quickly finalised with an e-Gift Card by following these steps:

1.Log into a POS terminal;

2.Select the products which will be purchased;

3.Select the Open e-Gift Card Fast Finaliser button from the Product Keypad;  

4. Enter the e-Gift Card payment amount;

5.Swipe the e-Gift Card when prompted.  This will show the current balance and the balance after this transaction.

6.Pressing OK will complete the e-Gift Card component of the transaction;

7.Click the Pay button on the product keypad screen to move to the Bill Settlement Screen where other media payments can be recorded.  

See section Product Keypad - Other Keys > Fast Finaliser for information about adding e-Gift Card fast finaliser buttons.

Multiple Media Payments

The following steps can be followed if a customer wishes to pay with a combination of an e-Gift Card payment and a media type other than cash.

•Login to the POS Terminal;

•Enter the customer's order from the product keypad, then click the Pay button at the bottom right corner of the screen;

•Click the e-Gift Card media button;

•Enter the payment amount which will be paid with this gift-card;

•Swipe or scan the gift card;

•Enter additional payments as usual. For more information about finalising sales at the Front of House, see section FOH > Finalising a Sale - The Bill Settlement Screen.

If you have purchased Polygon Loyalty and an e-Gift Card button is not available from the payment screen, a new button can be added from Polygon POS Management.  See section Polygon POS Management > Media Keypad for more information on this topic.

Refunds

If a ‘clear sale’ is performed on a sale that included a gift card purchase or redemption, the online balance will be updated accordingly.  For example, if a card is sold and loaded with $50.00 value, and this transaction is cleared by a manger, the gift card balance will be immediately updated to $0.00. (see section FOH > Clearing a Sale).