Creating and Importing Pre-loaded Gift Cards

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This article outlines the steps necessary to create and import a comma separated value (CSV) file of preset or pre-loaded gift cards.

Example: Joe's Bar and Grill would like 5000 gift cards pre-loaded with $25.00 for distribution to VIP customers during the holidays.

  • Important Note: This procedure applies to RPOWER version 11 or later only. Prior versions support card numbers up to 10 digits only.

Request Gift Card File

Complete an order form and email it to office.manager@rpower.com, being sure to include the following information:

  • Dealer Number - A unique four digit number identifying the dealer's card numbers. This is not the dealer serial number, but a four digit dealer card number, beginning with nine. It will be common to previously provided gift card numbering.
  • Program Number - Four digit number identifying the customer and gift or loyalty program
  • Starting card number.
  • Number of cards. Since RPOWER charges a $25.00 fee for card numeration the dealer might consider making this number big, like 10,000, or even 100,000, and using the numbers as needed for that customer.

These parameters are used to create unique card numeration for each program. A four digit CVC (card validation code) is also generated with each card number issued. RPOWER may be configured to require entry of the CVC when a card number is manually entered (not swiped), making the successful use of a fraudulent card number unlikely at best.

RPOWER will return to the dealer a cuscnx.ini and an Excel file containing the card numbers, the card number as they should be printed, and the CVC's. Any plastic card company can then encode (Track 2) the card numbers, emboss (or print) the printed card number (three groups of five digits) and print the CVC (preferably on the back of the card).

  • Note: Dealers may feel free to generate 15 digit card numbers themselves using Excel. The advantages of allowing RPOWER to create the cards numbers are threefold: One, card numbers created by RPOWER contain a check digit (the fifteenth digit) to improve manual entry accuracy, two, CVC's are provided with the card numbers to help minimize fraud, and three, a customized CUSCNX.ini entry is provided.

Edit Excel File

The ultimate goal is to create a CSV file containing card numbers, their starting balances, and other information required by RPOWER for importation.

Open the supplied .xls file using Microsoft Excel. It will look something like that depicted at right.

Since the Card (Printed) and CVC data are not needed for the import, delete columns B and C by shift-clicking the top of the columns, then right-clicking anywhere within the top of the columms and selecting Delete.

Insert five blank columns by shift-clicking the top of columns A and E, then right-clicking anywhere within the top of the columns and selecting Insert.

After inserting the new columns, label the now six data columns !GROUP, TYPE, ACCTNO, SBAL, NAME AND CARDNO as shown at right. Note that the "!"leading the label GROUP is important and required!

Now populate the first row of data with values:

The !GROUP field will always contain the letter A

The TYPE field will always contain the letter I

The ACCTNO field should reflect a short description of the cards, in this case JOE25GIFT was used to reflect 25.00 Joe's gift cards. Another example would be Joe1-15 (For January 2015). An existing RPOWER $Account may also be specified here if the cards are to be added to that account. This field is alpha-numeric, nine characters max.

The Name field, in this example, is a calculated value, concatenating a somewhat more verbose description of the card (Joe $25 Gift) and the card number itself. This field is alpha-numeric, 40 characters max.

The formula used to calculate this string was:

 ="Joe $25 Gift - "&F2
  • Note: The NAME column was widened by left-click dragging the right boundary line at the top of column E.

The data in row B, columns A through E, is then copied and pasted down, through the remaining card numbers. To do so, first shift-click cell A2 (Group) then cell E2 (NAME) and copy (Ctrl-C or right-click Copy). Next, click cell A3, now Ctrl-Shift and End, then ctrl-shift shift left arrow once, which will highlight just column A down to the last card number. Now Paste (Ctrl-V or right-click Paste). This should fill the spreadsheet, double check that the NAME and CARDNO fields contain corresponding data.

The result will look something like that depicted at right.

To finish the file, save the spreadsheet (using Save As) as a CSV file (Select CSV from the pull down Save as type menu).

At the Do you want to keep the workbook in this format? prompt, click Yes. Close the Excel spreadsheet.

Create Account and Import Cards

Now, at the RPOWER system, copy the .csv file to:

 X:\rpower\imports (where X represents the shared drive)
  • Note: Create the imports folder if it is not already present

Rename the file if necessary to RPCUS.csv

Edit cuscnx.ini as appropriate to account for the new cards.

Now, create the Account referenced by the file. From Manager Functions, Customer List, then Switch to ACCOUNTS, Show Anonymous and finally Add new ACCOUNT.

The only operations required here are:

In the Name field, provide a descriptive name for the account, in this case Joe's $25 Gift Jan 20015.

In the Acct# field, type the EXACT string used in the ACCTNO column of the csv file, in this case joe25gift (case is ignored).

Click Payment Method and select the gift card tender,

Click Save

From Manager Functions, System Maintenance, touch/click Execute Imports.

The system confirms the import.

Finally, from Manager Functions, Customer List, Switch to ACCOUNTS. Use the hidden key combination (contact RPOWER support if needed) and from the Special Customer File Operations menu, select Convert SBL to CUH.

The import is complete! Swipe a card to test.

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