The following guide details a recommended method for recording both the purchase and redemption of the voucher within PPS.
Section One - Adding Voucher Stock Items
You will need to create a stock item of "Voucher Purchase" which will act as the charge item when the voucher is initially purchased on the system.
a. In Tools > Look-up Tables double click on Standard Charges and Stock Items.
b. You'll be presented with a list of your existing charge items. Click Add to create a new one.
From here you can create your voucher charge item as below. If you’d like to just have one overall voucher purchase rather than set values then leave the charge values blank so you can set the purchase amount individually on each occasion that a voucher is sold.
See our Standard Charges and Stock Items guide for more information.
Section 2 - Adding Payment Methods
You will need to ensure your system has two payment methods so that voucher redemption can be recorded and reconciled. Access a video on adding Payment Methods to your system via the Watch Video tab on this guide.
The payment method “Voucher” comes as standard on PPS systems but may have been removed. To check, navigate to Tools > Look-up Tables and double click on Payment Method under the Accounts Tables.
Once here, you will see a list of your current payment methods. If voucher is not here, press Add at the bottom of the window to create a new instance which you can simply name “Voucher”.
In the same way, ensure you have a “Voucher Reconciliation” payment method.
Section 3 - Selling a Voucher
When it comes time to sell a voucher you can use Cash Desk or Create a Charge as you normally would. Select the Voucher charge code that you have set up. If you’re not using set value voucher codes then select your general code and enter the voucher amount under “Unit Cost” in Create a Charge, or in the Total column in Cash Desk.
Once the charge is created raise an invoice as normal, marking it paid using the payment method that was used to acquire the voucher.
Section 3 - Redeeming the voucher
When a client redeems the Voucher create a charge as normal for the purchase item that they are redeeming the voucher against. Once the charge is raised to Invoice mark it as paid using the Voucher payment method. In the example below Anthony has used his voucher to pay for a massage.
In order to balance the transactions correctly a reconciliation charge will need to be created.
Create a new charge for the client who redeemed the voucher with a negative value that matches the redemption purchase. For example, Anthony used his voucher to pay for a £35 massage. To balance it a charge of -£35 needs to be created and invoiced as normal. You can either use the charge code of the stock item the voucher was used on or create a Voucher Reconciliation charge via Tools > Look Up Tables > Standard Charges and Stock Items.
Mark this invoice as paid using the Voucher payment method.