New voucher
The New voucher dialog issues a single voucher, with its own value, validity period and status, optionally for a client. It always creates a new voucher; it never edits an existing one.
Opening the dialog
On the Vouchers page (Finance > Vouchers), click the Add button (plus icon). The button is shown to users with Manage access to Clients and needs an online connection; the page itself is available while the Vouchers module is on.
Double-clicking a voucher in the list does not open this dialog: it expands that voucher's row, as its chevron does (see Viewing an existing voucher).
Viewing an existing voucher
There is no separate voucher details view. What go flow records about an existing voucher is in its row on the Vouchers page — owner, who used it, values, validity and status — and in the row's expanded panel for tags. An existing voucher's name, value, validity and owner cannot be changed; only its status (bulk Status menu) and its tags.
Voucher details
Give the voucher a Name, for example Goodwill voucher, and, if you wish, assign it to a Client from your client list. The Voucher code is generated automatically and cannot be edited: two letters from your organisation's name, the year and two groups of four characters, such as SE26-7KQM-4TRD.
A voucher assigned to a client appears as that client's voucher in the Client column and, unless its status is Available for sale, in the client's profile on the booking site, where they can apply it in the cart. Whoever has the code can redeem a voucher, whether or not it is assigned to a client.
Value
Enter the Original value of the voucher; it must be greater than zero. The voucher is issued with its full value: its remaining value starts equal to the original value and goes down as the voucher is redeemed. The dialog has no field for the remaining value.
Status
Choose the voucher status: Available for sale, Redeemable, Redeemed, or Blocked. The status is preselected to Redeemable. Only a Redeemable voucher can be used; choose Available for sale for a voucher you will hand out later. The statuses are explained on the Vouchers page.
Validity period
Set the Valid from and Valid to dates. Valid from defaults to today, and Valid to to today plus the organisation's Voucher validity (days) (365 unless configured otherwise on the Organisation page). The Valid to date cannot be set earlier than Valid from. Both dates are checked when the voucher is redeemed: the code is refused before Valid from and stops working at the start of the Valid to day, so choose the day after the last day the voucher should be usable. The dates cannot be changed after saving.
Tags and notes
Add Tags to help group and find vouchers. The Notes field is stored with the voucher but is not shown again in the voucher list, not found by the search and not printed on the voucher card. Notes posted later in the row's expanded panel are not stored for vouchers either. For notes your colleagues should see — for example why a goodwill voucher was issued — tag the voucher and put the note on the related order or payment; see Hand over the day. The whole goodwill procedure is in Sell and redeem a voucher.
Saving
- Fill in the fields above.
- Click Save to issue the voucher.
Save stays disabled until you have changed something, the voucher has a name, and its original value is greater than zero, and while a save is running. Without Manage access to Clients the dialog is read-only and the Save button is not shown.
Issuing a voucher here records no order, payment or receipt in go flow. If you sell the voucher at the counter, the payment is not recorded in go flow. The voucher card PDF is created when you save, from your Voucher card document template; download it with the row's PDF button. A voucher saved while no Voucher card template is uploaded has no card, and none is made for it later.
Check the voucher after saving
The dialog closes once the voucher is saved, and the new voucher appears in the list with Remaining value equal to Original value (under the default Redeemable filter when its status is Redeemable). If the save fails, the dialog stays open with what you entered and shows "The voucher could not be saved. Please try again."; click Save again — a retry never issues a second voucher.