A country-specific update for Russia is available to support gift card policies in retail operations in Dynamics AX 2012 R3

The feature introduces support for the following gift card policies commonly accepted by Russian retail companies:

• There always exists a "validity period" for gift cards. A gift card issued by a company has a validity period, that is, the card may be redeemed only during this period. After the period ends, the gift card is treated as expired. Company's open liability related to this gift card is transformed into the company's nonoperation income.
• Depending on the company policy, a gift card may be used for payment several times or only once. If a gift card can be redeemed only once, then any un-used balance of the card, that is, company's open liability, is transformed into the company's nonoperation income after the first redemption.
• A gift card may have any face value (starting balance) or one of the pre-defined face values (for example, $50, $100.) In case of a free face value, there may exist restrictions on the minimum/maximum (starting or current) balance of a gift card.
• It may or may not be possible to reload a gift card, that is, to add to the gift card balance.

This update is only available for Enterprise POS. For more information about other Russian updates for gift cards in retail operations, click the following article number to view the article in the Microsoft Knowledge Base:

2918936 A country-specific update for Russia is available for processing of gift card operations in retail sales in Microsoft Dynamics AX 2012 R2

Setup

The following setup is required to use the feature:

• Retail> Setup> Parameters> Retail parameters, tab Posting, fast tab Gift cards.
  • Select the Use gift card policies check box to enable gift card policies to validate gift card operations.
  • If the Process gift card operations as prepayments check box is not selected, select a main account in the Nonoperating income account field that will be used to write off any open gift card balance when closing expired gift cards.
• Retail> Setup> Gift cards> Policy sets.
  • Gift card policy set is a set of policies applicable to gift cards which numbers are in the specified number range.
  • Create policy sets in this form. For each policy set, specify a gift card number range and values of the gift card policies, such as Face value, Validity period, One-time redemption, etc.
• Retail> Setup> Gift cards> Default policies.
  • You can set up default gift card policies to be used when no gift card policy set is applicable to a gift card number.

Using gift card policies

When a gift card is issued in POS, a gift card policy set with the number range the gift card number falls within is searched in AX. If a policy set is found, the values of its policies are copied into the gift card. If a Face value is specified in the policy set, it is applied to the gift card as the starting amount of the gift card balance. Gift card policies such as Minimum reload amount and Maximum balance limit are validated. If no applicable policy set is found, default policies are applied. The values of the policies applied to the newly issued gift card are displayed in the Issue gift card form of POS. It is also possible to view the values of the gift card policies in the Gift cards form of AX.

When performing a gift card operation in POS such as Add to gift card, Pay gift card, or Gift card balance, it is possible to view the values of the gift card policies for the gift card, together with its Available balance and Status. To do this, specify a gift card number and click Check balance in the corresponding form. If a fiscal printer integration is enabled for the POS, after completing a sales or return transaction in POS that includes gift card operations, a gift card slip may be printed displaying the gift card balance and the values of the gift card policies. It is also possible to print a gift card slip from the Gift card balance form by clicking Print receipt.

Gift card policies are validated upon reloading a gift card or paying using the gift card in POS. It is not possible to add to a gift card having the Block reload policy set. If the One-time redemption policy is set for a gift card, it may no longer be used for payment after the first redemption. It is also not possible to use a gift card before its Activation date and time or after its Expiration date.

Closing gift cards

In order to clear any open balance of a gift card that may no longer be used for payment, a two-step process is used:

1. Periodic procedure Update expired gift card status (Retail> Periodic> Gift cards> Update expired gift card status) changes the Status of the gift cards that are expired from Active to Redeemed or expired. In addition, a gift card becomes Redeemed or expired when One-time redemption is enabled for the gift card, and the gift card is redeemed in POS.
2. Periodic procedure Close expired gift cards (Retail> Periodic> Gift cards> Close expired gift cards) changes the Status of the gift cards from Redeemed or expired to Closed. A new record of gift card operation with the type "Close" is created for each such gift card. If the Retail parameter Process gift card operations as prepayments is enabled, customer transactions are created to write off any outstanding liability for open customer prepayments associated with the gift card. A non-operating income account set in the Accounts payable parameters form (Accounts payable> Setup> Parameters> Accounts payable parameters, tab Ledger, fast tab Creditor debts, field Main account) is used as an offset account. Paid VAT for prepayment is written off as well. If the Process gift card operations as prepayment flag is not enabled, GL transaction are created to write off the open balance of the gift card. A Nonoperating income account set in the Retail parameters form (Retail> Setup> Parameters> Retail parameters, tab Posting, fast tab Gift cards) is used as an offset account.

Gift cards in the statuses Redeemed or expired and Closed may no longer be used for payment in POS.

Hotfix information

A supported hotfix is available from Microsoft. There is a "Hotfix download available" section at the top of this Knowledge Base article. If you are encountering an issue downloading, installing this hotfix, or have other technical support questions, contact your partner or, if enrolled in a support plan directly with Microsoft, you can contact technical support for Microsoft Dynamics and create a new support request. To do this, visit the following Microsoft website:

https://mbs.microsoft.com/support/newstart.aspx

You can also contact technical support for Microsoft Dynamics by phone using these links for country specific phone numbers. To do this, visit one of the following Microsoft websites:

Partners

https://mbs.microsoft.com/partnersource/support/

Customers

https://mbs.microsoft.com/customersource/support/information/SupportInformation/global_support_contacts_eng.htm

In special cases, charges that are ordinarily incurred for support calls may be canceled if a Technical Support Professional for Microsoft Dynamics and related products determines that a specific update will resolve your problem. The usual support costs will apply to any additional support questions and issues that do not qualify for the specific update in question.