Vouchers

Vouchers are prepaid credit with a unique code. A client redeems a voucher in the cart of your online booking site when booking, by entering its code or, when signed in, by choosing one of their own vouchers; the voucher's value is applied to the purchase. Each voucher tracks an original value and a remaining value, so it can be spent across several purchases. Clients can also move a voucher's whole remaining value to their wallet: on the redeem page that the QR code of a voucher sold online opens, or from the Vouchers tab of their profile (this needs an online wallet top-up product). How redemption works step by step is described in Sell and redeem a voucher.

Open the page under Finance > Vouchers. It appears while the Payments and Vouchers modules are on and needs View access to Clients. Issuing vouchers and changing their status need Manage access to Clients.

Where vouchers come from

Source	Client (owner)	Value	Order
Sold online through a voucher product	The buyer	The amount the buyer paid	The buyer's order; the voucher takes the product's name
Issued here with New voucher	The client you choose, or none	The Original value you enter	None — no order, payment or receipt is recorded
Produced here as a batch with Produce vouchers	None	The value you enter	None
A cancellation refunded as a voucher	The client of the cancelled booking	The refunded amount	The cancellation's credit note; the voucher is named Refund credit – followed by the original order reference

The voucher list

The list is loaded live from the server in pages of 25 rows, sorted by creation date (newest first). Because it is never cached locally, the page needs an internet connection: when you are offline, it shows a message that you need to be online instead of the table.

The table shows these columns: Created, Client, Used by, Name, Voucher code, Original value, Remaining value, Valid to and Status. Amounts are formatted in your organisation's currency. The Columns button at the end of the header row adds Created by, Changed and Changed by; your choice is remembered on this device. The list does not show Valid from or the order a voucher came from.

Client is the voucher's owner — the person it was sold or issued to. Used by is the client who last redeemed it, at checkout or on the voucher's QR page; hover over the name to see when. A voucher spent across several purchases shows the latest redeemer with "+N" for the earlier ones. Redemptions made before this column existed were not recorded, so those vouchers show no Used by.

Each row has a selection checkbox (for bulk status changes), an expand chevron for tags and notes, and a trailing cell with a small tag icon when the row has tags and a PDF button.

Every voucher's name is shown as a coloured chip. Vouchers created together — one batch, or several bought on the same order line — share a colour, so you can spot them at a glance.

There is no details view for an existing voucher: the row and its expanded panel are all there is. To look at a voucher, expand its row with the chevron or double-click the row; a second double-click collapses it again.

Filtering and searching

The status filter next to the search field controls which vouchers are listed. By default only redeemable vouchers are shown — vouchers in any other status stay hidden until you add their status to the filter. The filter is a multi-select, so you can combine several statuses.

Use the search field (Find voucher) to narrow the list; the search runs automatically a moment after you stop typing and covers all pages. It matches the voucher's name, code, tags and values, and the name or email of its owner and of the client who used it. It does not match order references.

Voucher statuses

Each voucher carries one of four statuses, shown as a colour-coded chip:

• Available for sale (green) — not yet released: it cannot be redeemed and does not appear in the owner's profile. Use it for printed vouchers that are not yet sold, and set them to Redeemable when you hand them out.
• Redeemable (blue) — only vouchers in this status can be redeemed. Vouchers sold online start in this status.
• Redeemed (grey) — set automatically when a voucher's remaining value reaches zero.
• Blocked (red) — a blocked voucher cannot be redeemed.

Valid from and Valid to are checked at redemption: a voucher is refused before its Valid from date and once its Valid to is reached — for a voucher issued or produced on this page, from the start of the Valid to day. The dates do not change a voucher's status, so an expired voucher keeps whatever status it had. An existing voucher's dates cannot be extended.

You set or change a voucher's status yourself, either when creating it in the New voucher or Produce vouchers dialog or with the bulk Status menu described below.

Finding the order behind a voucher

The voucher list shows no order reference. For a voucher bought online, open Orders, search for the buyer shown under Client, and look for the order placed shortly before the voucher's Created time (the voucher is created when the payment is confirmed); its expanded row lists the voucher line with the product name. Vouchers issued or produced on this page have no order. For a voucher issued as a refund, the original order reference is part of the voucher's name.

Issuing vouchers

Two toolbar buttons create vouchers (both require Manage access to Clients and an online connection; they are hidden for read-only users):

1. The Add button (plus icon) opens the New voucher dialog for issuing a single voucher.
2. The Produce vouchers button (factory icon) opens the Produce vouchers dialog for producing a whole batch at once.

Voucher codes are always generated automatically — they cannot be chosen or edited. Every voucher you issue or produce here starts with its full value: Remaining value equals Original value. Both dialogs close once the server has saved the vouchers; if saving fails, the dialog stays open and shows an error, and you can try again.

Existing vouchers cannot be edited: name, value, validity and owner stay as issued. You can change their status and their tags.

Changing status in bulk

Tick the checkboxes of one or more vouchers, then use the Status button next to the Excel button. It opens a menu with the four statuses; choosing one applies that status to every selected voucher at once, without a confirmation. The button stays disabled until at least one voucher is selected.

A status change never changes the value: setting Redeemed by hand does not use up the remaining value or record who used it, and setting a voucher back to Redeemable does not restore value that was spent. To release printed cards sold over the counter, see Bulk-produce vouchers. A voucher cannot be taken as payment at the desk; customers redeem vouchers online when they book.

On a phone, the toolbar actions are grouped inside a speed-dial behind a single + button. Its Status button does not open the status menu at present; change statuses on a tablet or computer.

PDF and Excel

• The PDF button on each row downloads that voucher's card as a PDF, named after the voucher's name and code. The card is made from your Voucher card document template (Document template) and carries the code, the amount and a QR code — not the name, notes or validity. On vouchers sold online or issued as a refund, the QR code opens the voucher's redeem page on the booking site; on vouchers issued or produced on this page, it contains only the voucher code, which the client types in the cart. For a voucher sold online the card is created shortly after payment; for one issued here, when it is saved. A voucher made while no Voucher card template was uploaded has no card, and none is made for it later: its PDF button then shows the notice "This voucher has no card. A card is only made while a Voucher card template is uploaded." If a card exists but cannot be downloaded, you see "The document could not be found or generated. Please try again."
• The Excel button exports the rows on the current page — created date, client, used by, name, voucher code, original value, remaining value, valid-to date and status. To export more rows, page through the list or narrow it with the filter and search first. The button is disabled while the list is empty.

Tags and notes

Expand a row with its chevron to reveal a tags and internal notes panel. Tags are stored when you press the panel's Save button, which stays disabled until you have changed something. Internal notes are currently not stored for vouchers: a note you post here shows until the page reloads and is then gone. To record what was agreed about a voucher, for example a goodwill gesture, tag the voucher and put the note on the related order or payment, whose rows keep notes; see Hand over the day.

Vouchers and products

Vouchers sold online keep their own name, value, code and validity. Changing, taking offline or deleting the product they were sold from does not change them; see Changing or retiring a product.