For a more seamless transition between Retail POS (R-Series) and Retail POS (X-Series), it’s important to understand how the gift card import process works across both products. When ready, you can export your Retail POS (R-Series) data and import it into Retail POS (X-Series). After importing, you can view and manage gift card details in various places in Retail POS (X-Series).

Understanding the gift card import process

Retail POS (R-Series) and Retail POS (X-Series) handle gift card creation and management differently. It’s important to understand what information will and won’t be imported and what will start getting recorded in Retail POS (X-Series) post-migration.

What will be imported from R-Series

• Gift card Code (Gift card number in X-Series).
• Gift card Balance.

What won’t be imported from R-Series

• Created at, Last used, and Expiry dates.
• Status (active, transferred, cancelled).
• Customer ID, Customer source, and Last recipient email.

• Order ID and Order source.
• Location ID.

What will be recorded in X-Series after the import

• Total sold (gift card credit sold in X-Series after the import date).
• Total redeemed (gift card credit redeemed on purchases made in X-Series after the import date).
• Status (Imported, Reloading, Redeemed, Reversed (voids)) and related Amount, the User who performed the action, and the Date of the changes made in X-Series as of the import date
• Expiry date, if enabled.
  • You must first Allow gift cards to expire in Catalog > Gift cards.
  • Expiry dates will only be added to newly activated or reloaded gift cards sold after gift card expiry was enabled in X-Series. Imported gift cards will not have an expiry date added unless they are reloaded.
  • Expiry date will be calculated based on the date the gift card was issued.

    

Additional information can be captured through notes added during a sale or in the Sales history in Retail POS (X-Series). You can also create Custom fields using our API (advanced, requires developer knowledge) to capture specific information during import.

Exporting gift cards from Retail POS (R-Series)

The Export Gift Card Data user permission must be enabled to export gift cards from Retail POS. To enable this permission on a user account, navigate to Settings > Employee roles, click on the employee role, click the checkbox next to Customers - Export Gift Card Data and save.

To export gift cards from Retail POS (R-Series):

1. Navigate to Customers > Gift cards.

   

2. Click Export.

   

Preparing your import file

1. Download the Retail POS (X-Series) gift card import template.
2. Open your gift_card_export file previously downloaded from Retail POS (R-Series).
3. Copy the cells from the Code column.

   

4. Paste the cells into the number column cells in the gift_card_import template.

   

5. Copy the cells from the Balance column.

   

6. Paste the cells into the balance column cells in the gift_card_import template.

   

7. Save the gift_card_import template and Export as CSV.

Importing gift cards in Retail POS (X-Series)

1. In Retail POS (X-Series), navigate to Catalog > Gift cards.
2. Click Import CSV.

   

3. Select your gift_card_import CSV file to open. A banner will appear at the top of the page letting you know your file was successfully imported.

   

4. To verify your gift cards imported as expected, navigate to Reporting > Gift card reports and review the information in the gift card table. You can search and filter by gift card number if needed.

   

Fixing common import errors

If you click Import CSV and nothing happens or you get an error message saying Retail POS was unable to import the gift cards, review your file for the following common import errors:

• Make sure your file has been exported as a CSV.
• Double-check that there are only two columns in your sheet and no changes were made to the column names (number and balance).
• Except for dashes (-) and periods (.), remove any non-alphanumeric characters like commas (,), apostrophes (‘), grave accent (`), parentheses (), square brackets ( [ ] ), quotation marks (“ ”), and/or ampersands (&).
• If the file has been corrupted, redownload the import template and try again.

Finding gift card information in Retail POS (X-Series)

After importing, you can view and manage gift card details in various places in Retail POS (X-Series), depending on the need:

• Navigate to Catalog > Gift cards to manage settings and import gift cards.

  

• Navigate to Reporting > Gift card reports for details and history for all gift cards.

  

• Navigate to the Sell screen for information on a specific gift card, including its Expiry date.

  

On the Sell screen, you can search for the “gift card” product, then enter the gift card number and click Find Gift Card to pull up an overview of the gift card information and history.

Attachments

• gift_card_import.csv15 Bytes