REX and GCeXpress.net Main Program manual, help guide.
 

  
Welcome to REX, A Customer Rewards, Loyalty, and Membership software program including GCeXpress.net Gift Card software.

Setup and Instructions for REXÓ Main Program

Management Console is detailed in a separate document.

Help Index:

  

 

Need additional help? Call our award winning 
tech support 800-646-4767 X 2



 

 

Please note that GCeXpress.net is a subset of the Rex program and they, therefore share the same manual.  Please ignore any sections that don't apply.  The Rex can ONLY be set up to offer one of 4 Customer Loyalty profiles, please ignore those that do not apply to your setup.
 General Setup

 

  • Click on the “File” menu
  • Next click on the “Setup” menu.

 

 

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  • If a security warning is shown, click OK
  • A login window will display, enter your operator password and SUBMIT to establish your security level.

Your security level is also set when entering the operator password.

 

 

 

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  • The Setup screen displays the current registered Company Information.  If it s not currently registered, the Company Information will show “Demonstration Company” and the program is in DEMO mode.  You can register by clicking on the “Click here to register” button.
  •  Input any "StoreCard" disclaimer or terms.  This information will print on the bottom of the Card transaction receipt. 

If you are to be using the Balance Reduction feature the disclaimer should mention your balance reduction policy.  Check local regulations to make sure that you can legally use this feature.

  • Input the “Windows” Printer Name in the “Receipt Printer” box. This prints in a standard 40 column receipt printer output format.
  • Adjust the "# End Lines" to allow your printer to feed the appropriate amount of blank paper after printing.
  • Input the Store ID, this designates the store’s enterprise location.
  • The Long Term Liability Report can be set to run at either the local store, the main enterprise location or BOTH.
  • The Automatic Balance Reduction can be set to run at either the local store or at the main enterprise location BUT NOT BOTH.  When setting up the main enterprise location only do NOT check “Using Enterprise Automatic Balance Reduction”
  • Select “Show Balance Message at end of transaction” to allow a popup window that displays the remaining card balance.  This will force the user to clear the message before the next transaction.  The receipt that prints for each transaction also shows the remaining balance.
  • Clicking the "Check for Updates", "Click here to order Cards", or "Click here to register. GiftCardeXpress.info" will open a browser window to the appropriate address for that function.

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  • If the “Using Enterprise Automatic Balance Reduction” is NOT checked then select the Preferences menu and select Automatic Balance Reduction.
  • Turn on/off the Automatic Balance Reduction feature.  If the Automatic Balance Reduction feature is “ON” then the program will run a Balance Reduction Routine that will decrease the Balance of unused Gift cards using the following information:
  • The “Reduce By” is a value, either a percentage or a fixed dollar amount based on the “Fixed/Percentage” choice in the next box.
  • The “Fixed/Percentage” choice, allows you to specify that the value being reduced from the balance is a percentage of the balance or a fixed amount of the balance.
  • The “Days” field allows you to define how many days a card can go unused without being levied a balance reduction. 

Any use of the Gift Card functions, except for “History Report” or “Automatic Balance Reduction”, will reset the “Days” counter for that Gift Card.

  • Turn on/off the Automatic running of the Automatic Balance Reduction feature.  If the Automatic Balance reduction feature is “ON” and the “Autorun on Startup” feature is “ON” then the program will TRY to run the Balance Reduction Routine using the following information:
     
    • The “Autorun on every” box allows you to specify which day of each month to Autorun the Balance reduction Routine. 

If you are prompted to run the Automatic Balance Reduction routine, you will be given a chance to select “Snooze” which will delay the program from running for 1 day.

  • Click Save to save your changes and exit. This will return you to the Main Setup Screen.

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  • Select the Preference Menu and then select Screen Behavior

  • Place a check in Require Entry of PID Information, if you want to enter an element of Personal Identification.  You may enter a Home Phone number, a Cell Phone number, an Email address, Student ID (May be able to be swiped), Drivers license number (can be swiped or scanned) or other personal information that is UNIQUE to this client.  This will allow you to Find a Gift Card by entering the PID information

This method of locating a GIFT card carries a significant security risk.  You can help diminish this risk by requiring a client to REMEMBER the “Last 4 digits” of his card number (similar to a pin number) as well as supplying the PID information.  This MUST be explained to the customer in advance.

  • Select "Enter Customer Code" if you want to use the same customer codes that are used in your POS system.

  • Select "Clear Operator after each Transaction" to force a user to login for each transaction.

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  • Select the Connection, Edit Connection Info menu item, and enter the connection information given to you by our tech support when you received the package.  This is supplied on a PER LOCATION basis; please check that you are using the information from the correct location.

NEVER change this information unless you are directed to do so by one of our technicians.  This is normally setup as part of the "Online Installation"

 

 

 

 

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  • Select the Connection, Windows ODBC Tool menu item, and “Add” an entry using the MySQL OBDC ver 3.51 or higher connector type, using the EXACT same information as in the step above.

NEVER change this information unless you are directed to do so by one of our technicians.  This is normally setup as part of the "Online Installation"

 

 

 

 

 

 

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 Setup security:
  • RewardeXpress.net Incorporates a Security Matching scheme to enforce security and can be setup with up to 98 security levels.  The operator level is secured by requiring the entry of an operator password, when the correct password is entered, the operator record is selected and his security level is set. 
  • Every menu item, speed button, and internal function has a security level assigned to it.
  • The operator Level is then matched against the option security level.  If the operator security level is greater than an option security level the operator is allowed to use that feature.
  • Most setups utilize only 3 to 6 security levels.
  • The Operator Lookup screen and the Maintain Security screen both have buttons that will print the Operator listing or Security Listing.

  Operator Security levels and passwords can ONLY be set by an operator with a HIGHER security level than the one being set. 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

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Setup Card expiration:
  • Days Until Expiration
  • Can be set to have an expiration X number of days from the date of issue.
  • If zero (0) is entered reward cards will NEVER expire.

If you are to be using the "Days until Expiration" feature the disclaimer should mention your policy.  Check local regulations to make sure that you can legally use this feature.

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Four (4) Types of rewards setups:

The Program can only use one these methods.

  • Reward Dollars by Purchase Dollars

     

    • Select "Dollars Spent"
    • Fill In the $xxx.xx amount for "Give the client $xxx.xx as Gift Card Credits" with the amount of the reward.
    • Fill In the $xxx.xx amount for "For Every $xxx.xx Dollars spent" with the dollar amount of purchases that must be made to qualify for the Gift Card Credits.

This setup will allow the entry of the full sales amount in dollars, accumulate the total dollars purchased over time and then issue a Dollar value reward on the card as a Gift card balance. This tracks the actual full sales amount of customer purchases over time.

This can NOT be easily changed after initially set.

 

 

 

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The Program can only use one these methods.

  • Select "Visits / Points"
  • Select "Visits / Points Count UP"
  • Select ""Give the customer $xxx.xx as Gift Card Credits" .
  • Fill In the $xxx.xx amount for "Give the customer $xxx.xx as Gift Card Credits" with the amount of the reward.
  • Fill In the XXX amount for "For Every XXX Visits / Points Earned" with the number of Points / Visits that must be earned to qualify for the Gift Card Credits.

This setup will allow the entry of points / visits, accumulate the total points earned over time and then issue a Dollar value reward on the card as a Gift card balance.  Points / visits can be used in many ways. (ie. give 32 point for a 322.56 purchase)

This can NOT be easily changed after initially set.

 

 

 

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The Program can only use one these methods.

  • Select "Visits / Points"
  • Select "Visits / Points Count UP"
  • Select "Give the customer ONE (1) Reward Credit
  • Fill In the XXX amount for "For Every XXX Visits / Points Earned" with the number of Points / Visits that must be earned to qualify for the Reward Credit.

This setup will allow the entry of points / visits,  accumulate the total points earned over time and then issue a REWARD CREDIT.  The merchant can decide what value a Reward credit carries, or can identify certain items for sale by numbers of reward credits.  (ie. get a Travel Coffee Mug with 3 Reward credits)

This can NOT be easily changed after initially set.

 

 

 

 

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The Program can only use one these methods.

  • select "Visits / Points"
  • Select "Visits / Points Count Down from"
  • Fill In the XXX amount for "Down from" with the number of Points / Visits that will be counted down from.  This entry will be the same for EVERY Customer. 
  • If "Down from" is filled in with a ZERO then the count down amount can be filled in on a per customer basis.

This setup will allow the count down of points / visits,  accumulate the total points /visits made over time and then requires that the card be disposed of or reissued.  Typical uses of this would be prepaid memberships or loyalty rewards based on visits.  (ie. Prepay 10 tanning sessions, then reload when they are used up, OR visit the carwash 10 times and then get a free wash)

This can NOT be easily changed after initially set.

 

 

 

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General Instructions:

  • The “Operator Password” field is to establish the operator security level.  After entry, the operator Code is saved along with the time and date of each transaction.  The "OnScreenKeyboard" menu option will launch an on-screen keyboard for use with touch screen monitors.

  • Card numbers can be swiped, read, or hand entered.

  • If the “Enter PID Information” feature is enabled in setup, then the user may search for the card using the PID information for this client.

  • If this is a new card, choose which kind of card to issue.

  • The software is generally intuitive and presents options available based on the card read.  It uses this to determine if it is a Gift Card, Reward Card or both and if there is already a balance on the card.

  • When a card is swiped and it has greater than a zero (0) balance, the Gift Card Functions bar is activated. If it is only a "Loyalty Card" then see the loyalty section for more details.

  • If the user clicks on the Add GC Comment button on the Gift Card Functions bar then a comment can be entered for both the card in general and for this transaction only.  The comments can replace existing comments or be appended to the existing comments. Submit will save the comment, Clear will cancel the comment.

  • The “Clear” button cancels the current entries, and clears the screen.

  • If the “Show Balance at end of transaction” feature is enabled in setup, then the user MUST Click OK or hit <Enter> when the balance popup window is shown.  The receipt that prints for each transaction also shows the remaining balance.

  • Click on the File menu and select the Load Background.  This will allow the user to browse for compatible graphics files to use as backgrounds.  There are some samples included in the “\backgrounds” folder below the RewardeXpress.net installation folder.

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Individual Instructions for Gift cards:     

  •  Issue Card mode:  When a card is swiped and it has a zero (0) balance the screen presents an Issue Card function.

    • Enter the Amount of the card to be issued.

    •  If the “Enter PID Information” feature is enabled in setup, then the user MUST enter valid UNIQUE PID information for this client.

    •  Click "Issue Gift Card" to process this transaction or Clear to clear the screen and abort this transaction.

    • The receipt prints.

 

 

 

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  •  Card Balance Reduction mode:  When a card is swiped and it has a balance greater than zero (0) the screen presents a Card Balance Reduction function.  This allows the user to tender the gift card, up to the available balance, in lieu of cash.

    • Click "Reduce Balance" to process this transaction or Clear to clear the screen and abort this transaction.

    • The receipt prints.

 

 

 

 

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  • Adjust Card mode:   When a card is swiped and it has greater than a zero (0) balance, the Gift Card Functions bar is activated.

    • The Adjust button is used to enter the amount that is to be deducted from or added to the Card’s balance based on a transaction at the point of sale. I.e.  A card balance is increased when using a “+” adjustment.  A card’s balance is reduced when using a “-” adjustment.

    • Click "Adjust Gift Card"  to process this transaction or Clear to clear the screen and abort this transaction.

    • The Receipt Prints.

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  • Void Card mode:  When a card is swiped and it has greater than a zero (0) balance, the Gift Card Functions bar is activated.
    •  The Void button is used if a Gift Card transaction needs to be voided.  Swipe the card and then browse for the transaction to be voided. 
    •  Click "Void Gift Card" to process this transaction or Clear to clear the screen and abort this transaction.
    • The Receipt Prints.

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  • Combine / Replace mode:  When a card is swiped and it has greater than a zero (0) balance, the Gift Card Functions bar is activated.

    • The Combine /Replace button allows the replacement or combining of Gift Cards.

    • When Gift cards are Combined or Replaced the original card has a zero (0) balance and may be destroyed or reused.

    • Click "Combine" to process this transaction or Clear to clear the screen and abort this transaction.

    • The Receipt Prints.

 

 

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  • History Report mode:  When a card is swiped and it has greater than a zero (0) balance, the Gift Card Functions bar is activated.

    • The History Report button is used if a history of transactions is needed for this client. 

    • Click Print to process this transaction or Clear to clear the screen and abort this transaction.

    • The Report Prints on the 40 column receipt printer.

 

 

 

 

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Individual Instructions for Reward functions:
  • Issue Reward card mode: When a card is swiped and it has a zero (0) balance the screen begins an Issue Card procedure.

    • Enter Client Information

    •  If the “Enter PID Information” feature is enabled in setup, then the user MUST enter valid UNIQUE PID information for this client.

    •  Click "Issue Loyalty" to proceed.

This creates the client account.  You will have the option to include today's purchase as his first loyalty purchase or not on the next screen.

 

 

 

 

 

 

 

 

 

 

 

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  • The loyalty Update screen will appear

  • Enter the sales amount and click "Update Loyalty".

  • If you will NOT be entering the current sale's amount click "Clear".

  • The Receipt Prints.

 

 

 

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  • Reward Dollars by Purchase Dollars instruction (cont)
    • Adjust Reward Card mode:
      When a Reward card is swiped and it has been issued, the Loyalty Functions bar is activated.

      • The Adjust Loyalty button is used to adjust information normally NOT adjustable on the main screen, like the card expiration date.

Adjustments made here will NOT change Reward Dollars already issued to the client as a Gift Card Balance, but you can adjust the Gift Card Balance using the Gift Card Adjust feature, as long as the adjustment is less than or equal to the Card balance.

  • Click "Adjust Loyalty"  to process this transaction or Clear to clear the screen and abort this transaction.

  • The Receipt Prints.

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  • Reward Dollars by Points instruction (cont)
    • Adjust Reward Card mode:
      When a Reward card is swiped and it has been issued, the Loyalty Functions bar is activated.

      • The Adjust Loyalty button is used to adjust information normally NOT adjustable on the main screen, like the card expiration date.

Adjustments made here will NOT change Reward Dollars already issued to the client as a Gift Card Balance, but you can adjust the Gift Card Balance using the Gift Card Adjust feature, as long as the adjustment is less than or equal to the Card balance.

  • Click "Adjust Loyalty"  to process this transaction or Clear to clear the screen and abort this transaction.

  • The Receipt Prints.

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  • Reward Credits by Points instruction (cont)
    • Adjust Reward Card mode:
      When a Reward card is swiped and it has been issued, the Loyalty Functions bar is activated.

      • The Adjust Loyalty button is used to adjust information normally NOT adjustable on the main screen, like the card expiration date.

Adjustments made here will NOT change Reward Credits already issued to the client. But you can adjust the Current Reward Credits using this screen, as long as the adjustment is less than or equal to the Card balance.

  • Click "Adjust Loyalty"  to process this transaction or Clear to clear the screen and abort this transaction.

  • The Receipt Prints.

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  • Reward Credits by Points Instruction (cont)
    • Redeem Reward Credits mode:
       

      • The loyalty Update screen will appear

      • Place a Check mark in "Redeem One"

      • Click "Update Loyalty"

      • The Receipt Prints.

 

 

 

 

 

 

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  • Reward Credits by Points instruction (cont)
    • Adjust Reward Credits mode:
      When a Reward card is swiped and it has been issued, the Loyalty Functions bar is activated.

      • The Adjust Loyalty button is used to adjust information normally NOT adjustable on the main screen, like the card expiration date.

Adjustments Can only be made here if the client has not redeemed the Reward Credits.

  • Click "Adjust Loyalty"  to process this transaction or Clear to clear the screen and abort this transaction.

  • The Receipt Prints.


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Based on the setup, when issuing or reissuing a card you may have to enter the "Count Down From" number.

 

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  • Points or Visits Countdown instruction (cont)
    • Adjust Reward Card mode:
      When a Reward card is swiped and it has been issued, the Loyalty Functions bar is activated.

      • The Adjust Loyalty button is used to adjust information normally NOT adjustable on the main screen, like the card expiration date.

Adjustments made here will only adjust the number of visits in the current cycle or the "Count Down From" number.

  • Click "Adjust Loyalty"  to process this transaction or Clear to clear the screen and abort this transaction.

  • The Receipt Prints.

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  • History Report mode:  

    When a card is swiped and it has greater than a zero (0) balance, the Gift Card Functions bar is activated.

    • The History Report button is used if a history of transactions is needed for this client. 

    • Click Print to process this transaction or Clear to clear the screen and abort this transaction.

    • The Report Prints on the 40 column receipt printer.

 

 

 

 

 

 

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Reports:

  • Click on the Reports menu, the menus will show one or more of these reports, based on setup.  Reports can be output to any windows printer or exported to Excel, Html, or a text file.  Select one of the reports listed below:

     

    • “End of Day Report” – This button prints an end of day report showing the card activity for today. This should be reconciled with your POS System end of day report.

    • “Long Term Liability Report” – This button prints a listing of all cards with their balances, and gives report totals.

    • “Monthly Balance Reduction Report” – This button is used to run the “Automatic Balance Reduction” routine manually, if the “Autorun” option is OFF.

  • Report Formats can be edited, please contact support for more details.

  • See SQLFreelance in the "Management Console" Manual for additional reporting options.

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