Chapter 37: Working with Gift Certificate Errors (MDGC)

Purpose: Use this menu option to reassign gift certificate numbers sold through a phone load order. You can sell gift certificates through regular Order Entry or through remote orders. The system identifies a gift certificate by the Gift certificate flag in the SKU file.

When you bill an order that includes a gift certificate, the system assigns a number to the gift certificate if one is not already selected. You cannot assign a gift certificate number through regular Order Entry, but an order you receive through the phone load might be assigned a number depending on how you process remote orders.

For phone orders, the system verifies that:

1. No item which is not a gift certificate has a gift certificate number.

2. Each gift certificate number is not a duplicate (that is, another gift certificate is not associated with this number in the Coupon Redemption file).

Either of the above errors will show up on the phone error listing. You must correct each error as follows:

1. If a non-gift certificate item is assigned a gift certificate number, you must delete the order line and reenter it. There is no other way to correct the item.

2. If a gift certificate number is a duplicate, you must use the Maintain Duplicate Gift Certificate from Phone option to correct the gift certificate number. The steps you use are described in this chapter.

If a gift certificate comes through the phone order load without a number, the system assigns one when you bill the order.

In this chapter:

• First Gift Certificates Screen

• Second Gift Certificates Screen

First Gift Certificates Screen

Purpose: Use this screen to specify the order, shipping address, and order line containing a gift certificate you need to correct.

Note: You cannot prompt (F4) on any field on this screen. You must know the order and line numbers containing the gift certificate in error to use this function; it is designed to be used with the phone error listing in hand.

How to display this screen: Enter MDGC in the Fast path field at the top of any menu or select the Maintain Duplicate Gift Certificate from Phone option from a menu.

PHR0051 ENTER Gift Certificates 11/05/96 9:12:41 Mail Order Order # . - Line #. . F3=Exit F12=Cancel

Field	Description
Order #	A unique number to identify an order in CWDirect. The number of the shipping address on the order ("ship-to number") is separated from the order number by a hyphen. Orders with just one shipping address have a ship-to number of 001. Order number: numeric, 8 positions; required. Ship-to number: numeric, 3 positions; required (defaults to 001).
Line #	The number of the order line containing the gift certificate in error. Numeric, 3 positions; required.

Step-by-step instructions: To select a gift certificate in error:

1. Complete each field. Optionally, you can use Tab to advance past the ship-to number if there is only one shipping address on the order; 001 will default.

2. You advance to the Second Gift Certificates Screen.

If you enter information on an order line that does not exist, or is not in error because of a gift certificate number, an error message appears.

Second Gift Certificates Screen

Purpose: Use this screen to select another gift certificate number for the gift certificate in error.

How to display this screen: Select an order number, ship-to number, and order line number in error at the First Gift Certificates Screen.

PHR0053 ENTER Gift Certificates 11/05/96 9:40:41 Mail Order Order # . : 2856 - 1 Line #. . : 1 Certificate Number . . . 25 Amount . . . . . . . . : 10.00 Next Available Number. : 48 F3=Exit F12=Cancel

Field	Description
Certificate number	The duplicate number currently assigned to the gift certificate. Use this field to enter the replacement gift certificate number to assign. Numeric, 7 positions; required.
Amount	The dollar amount of the gift certificate. Numeric, 7 positions with a 2-place decimal; display-only.
Next available number	The next number available in the Coupon Redemption file for a gift certificate. You can also review the next available gift certificate number through the Work with Number Assignment function. The file code A24 indicates information on the starting gift certificate number, the last number used, any ending number, and the date of last reset. See Installation Chapter 23: Setting Up the Number Assignment File (WNUM). Numeric, 7 positions; display-only.

Step-by-step instructions: To select a new number for a gift certificate:

1. Enter the gift certificate number you want to assign to the gift certificate.

2. If you select a number other than the next available number that displays on the screen, the system will confirm that this number is not currently assigned to a gift certificate or coupon in the Coupon Redemption file.

3. You return to the First Gift Certificates Screen. You can select another gift certificate error to correct, or exit the screen.

The system uses the Coupon Redemption file for both gift certificate numbers and coupon numbers. For this reason, the gift certificate number you select must not be assigned to either a gift certificate or a coupon, or the system will display an error message.

Note: If you exit the screen without selecting a gift certificate number, the next time you enter the screen the system will suggest the next sequential number. However, you can still use the earlier gift certificate number if you have not already assigned it to another gift certificate.