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(LB 2.0) Reconciling Preload and Gift Card Purchasing with ECard & POS
(LB 2.0) Reconciling Preload and Gift Card Purchasing with ECard & POS
Updated this week

Introduction

To ensure that payment information is properly accounted for, compare financial reports in Lunchbox Reporting to those in E-Card and other POSs. In this article, we’ll examine the reports that ensure transactions match between the systems.

ECard Reporting Transactions

NOTE: You can pull a consolidated liability report for all locations by emailing [email protected].

To pull Transactions from ECard:

Step 1: Navigate to the ECard portal https://www.ecardsystems.net/MyReports/Default.aspx

Step 2: Log in using the credentials from each location inside the Configuration Workbook (we get this info during onboarding and store it in the Configuration Workbook)

Step 3: Click on the Cross Location Pooling Summary report

Step 4: Select the date you want to pull the reports.

Step 5: Click run to launch the report.

Understanding the Ecard report

Let's look at a scenario:

Escrow Gift Card Restaurant location loaded $412.33 onto guests' gift cards for the time frame provided. A Guest (or multiple guests) used the gift card to purchase products at the Gainsville location totaling $29.75. To reconcile payments, the Escrow Gift Card location must transfer $29.75 to the Gainsville location.

Gift Card Reporting in the POS

GIFT CARDS & PRELOAD PURCHASED THROUGH LUNCHBOX

Purchasing Gift Cards through the Lunchbox App will not appear in your Toast Report and the above reconciliation steps will be required to view those purchase numbers.

PHYSICAL GIFT CARDS & PRELOAD PURCHASED THROUGH TOAST

Purchasing Gift Cards through the POS will appear in the Credit or Cash line in the Sales Summary Report in Toast.

PHYSICAL GIFT CARDS REDEEMED IN STORE

Physical Gift Cards Paid in Store using the Gift Card Button on POS will appear in the Gift Card Line on the Sales Summary Report in Toast.

ORDERS PAID USING A DIGITAL GIFT CARD THROUGH APP OR WEB

Orders Paid using the Lunchbox App and Web with a Gift Card will appear in the manually created Other Payment Type LB 2.0 Gift Card. Name may change depending on what the restaurant called it in the POS.

WARNING: NEVER MANUALLY CLOSE AN IN STORE OR SCAN TO PAY GIFT CARD TO THE MANUALLY CREATED GIFT CARD PAYMENT TYPE IN TOAST. THESE ARE FOR ONLINE ORDERS ONLY.

ORDERS PAID USING SCAN TO PAY WITH A GIFT CARD

Orders Paid using Gift Card for Scan to Pay will appear in the manually created Lunchbox Payment Payment Type this is linked to the Lunchbox v2 Tender API. This line will also include Scan to Pay Payments with Credit Card as well as all Credit Card Payments through App and Web.

Gift Cards Paid in Store using the Gift Card Button will appear in the Gift Card Line on the Sales Summary Report in Toast.

Reconciling ECard with Lunchbox 2.0

To see if the Ecard reports match Lunchbox's, you will need to go into the Old Adm Dashboard to access the reporting section and pull the Sales by Payment Type Report.

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