Within Standard Conference & Banqueting (C&B), Gift voucher sales can be recorded if the VAT must be declared at the point they are taken.
📌Note: Vouchers must be entered into the system as deposits.
Required Configuration Setup
Prior to creating the event, ensure the following configuration is set up:
Status Code - called VOUCHER has been created.
Function Layout - called VOUCHER has been created.
Function Type - called VOUCHER has been created.
Room Type - called VOUCHER has been created.
Room - create a room number called Voucher, and complete the number of people.
Cancellation Code - called VOUCHER has been created.
How to Add a Voucher Payment at Point of Sale
To add a voucher payment, follow the steps below:
Click Search/Create/Edit.
Click Create Function Reservation
Enter the following information:
Enter Profile - Link the profile of the person purchasing the voucher.
Booking Description - For example: Voucher No: 123456 – Name of Guest – Value £.
Options - Enter Start and End Date - the expiry date of the voucher.
Status – Select VOUCHER.
Function Type – Select VOUCHER.
Room Setup - Select VOUCHER.
Guarantee Tab - Select Guarantee Type.
Press Save
Payment Processing
For telephone payments: To take payment if the guest is on the phone, select the Guarantee Tab and use the payment gateway. Enter the amount the voucher is for and take payment from the guest. Ensure the deposit is added to the event.
For PDQ machine or cash payments: If the payment is taken via the PDQ machine or cash, select Options then Deposits then select Add Deposit. Enter the deposit against the pay type it has been paid on. We recommend adding the comment on the pay type with the following: Voucher No: 123456 – Name of Guest – Value £.
How to Redeem a Gift Voucher
To redeem a gift voucher, follow the steps below:
To redeem a voucher, find the booking by going into Search/Create/Edit.
Search via the guest name or booking description.
Transfer the deposit to where it needs to go by selecting Options (Bottom Right) > Deposits and selecting 'delete' (or Refund) next to the deposit.
⚠️Important: Take note of the original payment type when doing this, so that you can repost it to the correct one.
Cancel your event using Options, then select Cancel and use the cancellation code of the voucher redeemed.
Reapply this payment to where it needs to be redeemed. For example, if this were for a bedroom that was checking out, you would add the payment and add in the voucher amount.
For Food & Beverage Redemption
Option 1: Using NRA Account
Create an NRA account and post the voucher charges here.
Transfer the deposit from the event into the NRA account using the add payment.
Option 2: Direct Redemption
For food and beverage and accommodation charges, search for your event and change the date to today's date.
From here you can check it in, and add the charges either manually or by charging from your till system.