How to Apply Externally Managed Gift Cards as Payment in NetSuite Cash Sales

The solution leverages NetSuite's Gift Certificate functionality through a custom workaround, as the gift cards are initially sold as non-inventory items rather than native NetSuite gift certificates. This approach differentiates between the sale and the payment application of gift cards:

• Sales of gift cards: Utilize existing non-inventory items.
• Payment with gift cards: Utilize a custom-created "dummy" NetSuite gift certificate.

The steps to implement this workaround are as follows:

1. Configure Required Items

   • Create an Item of Type Gift Certificate, configured with the appropriate liability account.
   • Create an Item of Type Discount, ensuring it is non-posting and applies a 100% discount.

2. Establish a Dummy NetSuite Gift Certificate

   • Generate a "dummy" NetSuite gift certificate by creating an invoice or cash sale. This invoice will have no General Ledger impact due to a 100% non-posting discount applied to it. This dummy gift certificate should be created with a very large lump sum amount, which will decrease as payments are made. This process may need to be repeated if the available credit on the dummy gift certificate becomes low.

3. Apply Gift Card Payment on a Cash Sale

   • When processing a cash sale, navigate to Billing > Payment > Gift Certificate.
   • Enter the Gift Certificate code (which should correspond to the single dummy gift certificate created) and the amount to be applied.

   This process ensures that the General Ledger impact correctly shows the revenue of the entire items amount and the gift card amount crediting the liability account.