Adding value to Loyalty Cards

WDF POS allows you to easily add value to customer loyalty cards, check balances, and issue refunds directly back onto cards. These features help streamline customer payments while maintaining accurate tracking and reporting.

Enabling Loyalty Card Features

Before using loyalty card functions, you must enable them in Store Settings:

  1. Click the gear icon in the top right
  2. Go to Store Settings
  3. Select the Payment Integration tab
  4. Ensure your preferred payment integration is selected and credentials are entered
  5. Enable:
    • Loyalty Card Add Value button on Register
    • Allow refunds onto loyalty cards (optional)
  6. Click Save

These options will make the features available on the Register screen.

Adding Value to a Loyalty Card (Quick Method)

  1. Go to Register and enter your PIN
  2. Click Loyalty Card Add Value
  3. Enter the amount to add
  4. (Optional) Enter a reason or memo for tracking
  5. Enter or scan the card number
  6. Submit the transaction

Once completed, the value is added to the card and recorded in reports.

Checking a Card Balance

  1. Click Loyalty Card Balance on the Register
  2. Enter or scan the card number

You can also:

  • View current balance
  • Update or attach customer information (name, phone, etc.)

Many stores prefer to collect payment first, then add value.

Setup:

  1. Go to Inventory
  2. Create a new item (ex: “Loyalty Card Recharge”)
  3. Enable Loyalty Card Add Value
  4. Set:
    • Price = $0
    • Prompt Price = enabled
    • Treat as retail item

Usage:

  1. Start a New Sale
  2. Select the recharge item
  3. Enter the amount to load
  4. Collect payment
  5. Enter or scan the card

This ensures:

  • Money is collected before value is added
  • Transactions are properly recorded
  • You can bundle charges (ex: card fee + load amount)

Refunding to a Loyalty Card

If enabled, you can refund directly onto a card:

  1. Process a refund as normal
  2. Select Loyalty Card as the payment method
  3. Enter or scan the card number

The refunded amount will be added back to the card and tracked in reports.

Reporting

Loyalty card activity is tracked in multiple reports:

  • Loyalty Card Add Value / Refund Report
    • Shows employee, amount, and reason
    • Indicates whether it was an add value or refund
  • Financial Summary
    • Shows liability for stored value
    • Reflects payments collected
  • Refund Report
    • Displays refunds issued back to cards