How to Sell a Gift Card from Oracle OPERA PMS

OPERA Cloud allows you to issue and sell Facilipay Gift Cards directly from within the PMS.

For most standalone Gift Card sales, we recommend using the Financials workflow from:

Financials → Cashiering → Pre-Paid Cards → Issue Card

This allows the Gift Card to be issued without requiring an active hotel reservation and lets the cashier take payment immediately by Cash, Chip & PIN / OPI, Direct Settlement / Sale, or another configured payment method. Oracle specifically supports issuing prepaid cards to non-resident guests through the Pre-Paid Cards screen. Oracle Docs

If the Gift Card should instead be charged directly to a guest's room or reservation folio, you can use the alternative reservation-based method further down this guide.

Recommended Method: Sell a Gift Card using Passer By

This is the recommended method for most Gift Card sales, particularly when somebody is purchasing a Gift Card directly at reception and the sale does not need to be associated with an existing hotel stay.

Before You Begin

You will need:

Access to Financials → Cashiering in OPERA Cloud
Your Cashier ID and PIN, if prompted
The Facilipay Gift Card number
The amount to load onto the Gift Card
A guest/profile to use for the Passer By transaction (we recommend a always using a guest profile called "Gift Cards")
A suitable payment method configured in OPERA

Step 1: Open Pre-Paid Cards

From the OPERA Cloud menu, select:

Financials → Cashiering → Pre-Paid Cards

Then click Issue Card.

Oracle's standard Issue Card workflow allows the cashier to enter the stored-value interface, Gift Card number, amount, Passer By guest profile and payment method. Oracle Docs

Step 2: Enter the Gift Card Details

On the Issue Card screen:

Interface: Select the Facilipay / configured Prepaid Card interface.
Card Number: Enter or scan the Gift Card number.
Amount: Enter the amount to load onto the Gift Card.
Total Amount: OPERA will display the total amount to be charged.

The Total Amount can be affected by any generates configured against the hotel's Prepaid Card Purchase transaction code. Oracle Docs

Step 3: Select the Passer By Guest

Open the Passerby section.

In Name, search for and select the appropriate guest/profile.

Some hotels may use a generic profile such as Gift Card for these transactions. Alternatively, the purchaser's own profile can be selected.

If a suitable profile does not already exist, OPERA also allows a new profile to be created from the Issue Card workflow. Oracle Docs

Step 4: Select the Payment Method

Under Method, select how the customer is paying.

Depending on the hotel's OPERA configuration, available methods may include:

Cash
Chip & PIN / OPI
Direct Settlement / Sale through OPI
Other configured payment methods

If an integrated OPI payment method is selected, follow the normal terminal prompts to complete the payment.

Step 5: Issue the Card

Check the:

Gift Card number
Gift Card value
Customer/profile
Payment method

Then click Issue Card.

OPERA will issue the prepaid card through the configured Facilipay interface and create the associated financial transaction. Oracle Docs

Once successful, the Gift Card is ready for use.

What Happens to the Payment?

When a Gift Card is sold using the Financials -> Cashiering method, OPERA creates both:

1. A Prepaid Card Purchase charge

and

2. The payment used to settle that charge

For example, a €100 Gift Card paid for using Visa might appear as:

Description	Charge	Credit
Prepaid Card Purchase	€100.00
VISA Debit		€100.00
Balance	€100.00	€100.00

The exact Prepaid Card Purchase transaction code varies between hotels, as it is configured at property level.

Finding the transaction later

There are two useful places to review the sale.

Posting Journal

Go to:

Financials → Cashiering → Posting Journal

The Posting Journal shows the individual charge and payment postings.

For example:

Prepaid Card Purchase: €100 Debit
VISA Debit: €100 Credit

This is generally the best on-screen view for reconciliation.

Passer By Folio

You can also find the completed sale under:

Financials → Cashiering → Folio History

Search the relevant date and select Passer By.

OPERA retains settled passer-by folios in Folio History. Oracle Docs

The Folio History search screen displays the completed folio as a single row. To see the individual charge and payment:

Locate the relevant folio.
Click the ⋮ Actions menu.
Select Quick Print Folio.
Preview or print the folio.

Oracle documents Quick Print Folio as the method for regenerating or viewing a historical folio. Oracle Docs

The detailed folio will normally show both the Gift Card purchase and the payment used to settle it.

For example:

Prepaid Card Purchase
Gift Card XXXXXXXXXXXX8105 — €100.00

VISA Debit
Card XXXXXXXXXXXX1399 — €100.00

Balance: €0.00

Alternative Method: Sell a Gift Card from a Guest Reservation

If a Gift Card is being purchased by a guest and should be associated with their existing reservation, it can instead be issued directly from the reservation.

This method is particularly useful if the Gift Card purchase should be posted to the guest's room and settled as part of their hotel folio.

Oracle supports both Post to Room and Post Payment when issuing a prepaid card from a reservation. Oracle Docs

Step 1: Open the Reservation

From the OPERA Cloud menu, select:

Bookings → Reservations → Manage Reservation

Search for and open the relevant checked-in reservation.
Step 2: Open Prepaid Card Details

Within the reservation, click the Prepaid Card details link.

If prompted, select your Cashier ID and enter your PIN.
Step 3: Click Issue Card

Click Issue Card and complete the Gift Card information:
- Interface: Select the Facilipay prepaid-card interface.
- Card Number: Enter the Gift Card number.
- Amount: Enter the Gift Card value.
- Name / First Name: OPERA defaults this to the primary profile attached to the reservation.
Step 4: Choose How to Charge the Guest

You can then select one of two options.

Post to Room

Use this when the Gift Card purchase should be placed onto the guest folio and settled later along with the rest of the stay.

Post Payment

Use this when the guest wants to pay immediately using one of the available payment methods.

Oracle documents both options as part of the reservation Prepaid Card workflow. Oracle Docs

Then click Issue Card.

Which Method Should I Use?

For most reception Gift Card sales, use:

Financials → Cashiering → Pre-Paid Cards → Issue Card → Passer By

This is the recommended route because it does not require a hotel reservation and records both the Gift Card sale and its payment as a standalone passer-by transaction.

Use the Reservation method when the Gift Card sale specifically needs to be:

associated with an existing guest reservation; or
posted to the guest's room folio for later settlement.

Tips & Best Practices

Check the Gift Card number carefully: Confirm the physical/digital card number before issuing.
Confirm the value: Make sure the amount entered in OPERA matches the amount requested by the customer.
Use the correct payment method: Particularly where OPI offers both Chip & PIN and Direct Settlement / Sale options.
Check the Posting Journal for reconciliation: This is the easiest place to see both the Prepaid Card Purchase and the corresponding payment transaction on-screen.
Use Folio History for a receipt: Search the Passer By folio and use Quick Print Folio for a complete transaction record.
Do not rely on one universal transaction code: The transaction code assigned to Prepaid Card Purchase can differ from property to property.

For further assistance, contact support@facilipay.io.