Cash Out a Gift Card's Remaining Balance

In this Article:

Use Gift Card Cash Out
- Configuration
Cash Out Gift Cards on the POS
Gift Card Cash Out Reporting

Use Gift Card Cash Out

Gift Card Cash Out is a function that allows a gift card to be properly "cashed out" at the point of sale. Cash out in this case refers to the action of providing cash for the remaining balance on a gift card. This function is often used when a locale's regulations require that a restaurant offers cash tender to their guests when a gift card balance falls below a certain threshold.

Configuration

To get started with configuring Gift Card Cash Out:

1. Log in to Toast Web and navigate to Payments > Gift card setup.

2. In Gift card setup, the Cash Out section will appear at the lower part of the page. The Cash Out configuration contains three main functions:

Enabled: Determines if the functionality is on or off.
Cash Out Threshold: The value at which the gift card must be to be allowed to be cashed out.
- Example: If the threshold is set at $2.00, the highest value to be cashed out is $1.99 or any value below that. A card with a $2.00 balance or higher cannot be cashed out.
Cash Out Permission: Determines who is able to cash out a gift card.
- Manager: Limits the ability to cash out a gift card to managers only. Note: Managers must have the 6.3 Payments Setup and 1.7 Cash Drawer Access permission.
- Any User: Allows any user with the 1.7 Cash Drawer Access permission to use the cash out function.

Note: Cash drawer needs to be configured for the terminal being used, and must be open for the day.

Cash Out Gift Cards on the POS

All configured and ready to go? Great! Now it's time to use the Gift Card Cash Out function at the point of sale.

1. On the Order Screen, select the Gift Cards button.

2. Select the Cash Out button in the Gift Cards pane.

3. Swipe, scan, or type the card details or look up the guest's card using Lookup. You will receive one of the following prompts:

a. Cash Out is Above Threshold: The gift card value is too high to cash out.
b. Confirm Cash Out: The gift card qualifies for cash out.

4. If Confirm Cash Out is selected, a confirmation message will appear.

Gift Card Cash Out Reporting

Gift Card Cash Out reports can be found in the Cash Activity Audit report.

The Cash Activity Audit will show a cash out line item for the Cash Out action, detailing it with Gift Card Cash Out in the Comment column.

Note: The Cash Out feature will report as a redemption in your gift card provider's reporting. To determine how this may report differently in your provider's reporting, please contact your gift card service provider.