SETUP | How to set up loyalty and gift cards at Brightpearl (products, accounting, payment methods)

In order to get the most out of POS loyalty and gift cards, the following settings should be configured in Brightpearl. Before taking the following steps, please make sure you have completed setting up your Voucherify account.
By setting up your gift card products and your gift card and loyalty payment methods correctly, you can reconcile the total gift cards sold and redeemed as well as loyalty card points redeemed over a period of time.

  1. Set up your gift card products’ liability nominal code
    When a gift card is sold, the revenue should be recorded as a current liability. The revenue can only be recognized once the gift card is redeemed. To ensure this happens, the gift card product must be assigned a "gift card" account code in place of a sales account code.
    1. If a current liability account code does not already exist, create one at Accounting > Chart of accounts specifically for recording the sale of gift cards.
    2. Then please set up the correct liability code at:
      • Settings > Company > Accounting : Nominal codes > Gift cards, for UK accounts.
      • Settings > Company > Accounting: Accounts > Gift cards, for US accounts.
        More information can be found here.
  2. Create dedicated products for each value of gift card
    1. In the “Prices” tab of the product record, for the sales code choose the "gift card" code.
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    2. For UK merchants, please do not assign a tax code. Tax will be applicable after the gift card is redeemed.
    3. If you wish to have gift cards with a fixed amount as well as free amount, please make sure you create them separately and have the free amount gift card product be of 0 original value.

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  3. The payment methods associated with the gift card and loyalty card (rewards redemption) payments need to be linked to the one liability account.
    Please note that we need to have one method set up for loyalty card payments and another method for gift card payments, even though they can both be linked to the same liability bank account.
    1. If a current liability account payment method does not already exist, please create one at Settings > Company > Payment methods > Add a new payment method.
    2. At present, you can only have one liability bank account/payment method so both your gift card and loyalty card payment methods need to be linked to that same liability account.
  4. To check on specific sales, you will be able to use the sale note added when the sale includes a gift card sold and/or when it includes getting paid using a gift or loyalty card against your Voucherify account details.
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