This article will provide a process for those Dealerships that use Gift Cards / Gift Vouchers etc


Set Up

  • Accounting Package - Create a new Gift Card Liability General Ledger Account in your accounting package


  • Blackpurl - Resync your Chart of account into Blackpurl 

To resync - System Settings > Accounting Integration > Step 2 Chart of Accounts - click on Sync Now


This is the link to the relevant article on Step 2 Chart of Accounts - Understanding Accounting Integration - Step 2 Chart of Accounts


  • Blackpurl - Staying in Accounting Integration - go to Undeposited Funds and change the General Ledger on the Undeposited Gift Card field to the new General Ledger account you created 




  • Blackpurl - Staying in Accounting Integration - go to Categories and create a new FEE category using the same Gift Card Liability GL you created previously 


These links will assist in this step:

Understanding Accounting Integration - Category Type: Fee

Understanding Accounting Integration - Step 7 Categories - Introduction




  • Blackpurl - Create a Fee to use when selling a gift card and assign the category you have created for Gift cards


This link to the relevant article will assist - How to Create a New Fee






Selling a Gift Card

A customer has come into your dealership and wants to purchase a Gift card to give to someone as a gift

  • SELL > Parts & Accessories and select the customer and add the fee “ Gift Cards” and enter the amount the customer wants the Gift card to be for




  • Go to checkout and process how this customer is paying for the Gift Card they are purchasing from you


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  • The amount of the above gift card purchase increased the Gift card liability account in your accounting package



Redeeming the Gift Card 

A customer has come into your dealership and has a gift card to spend

  • Process the sale to the customer as normal with the items they are going to purchase with the Gift card and then go to checkout and use the payment method of Gift card > enter the amount > Add Payment and finalise the sale 



  • The amount spent on the gift card has now decreased the Gift card liability account in your accounting package


  • The balance of the liability account in your accounting package will tell you how much $$ in Gift cards that has not been used but cannot provide a list of the outstanding ones unless you do a reconciliation on the General Ledger itself


There is also no report in Blackpurl that can list the outstanding gift cards that are not yet redeem