Vouchers¶
Every gift voucher you have issued, what is left on each, and what you still owe as a shop. A voucher is money you have already taken and not yet given goods for, so this screen is a liability list as much as a search box.
Where: menu → Sales → Vouchers.
Selling one¶
At the till, put the Gift Voucher product on an order, type the amount, and take payment as normal. The voucher is created when the order is paid, not when it goes on.
One voucher per unit. A quantity of 2 on a $20 gift voucher line is two $20 vouchers, not one $40 one. A print preview opens for each of them.
The code is twelve characters in three groups — ABCD-EFGH-JKMN. It never
contains 0, O, 1, I or L, because those are the ones a customer reads back
wrongly over the phone. Dashes, spaces and lower case are all ignored when the
code is looked up, so it does not matter how it is typed in.
Taking one in payment¶
Pay → More → Voucher. Type or scan the code and press Search.
- The amount fills in with whichever is smaller: what is left on the voucher, or what is left on the order. Part of a voucher can be spent — the rest stays on it for next time.
- Type part of a code or a reference and you get a list of matches to pick from.
- A voucher payment prints the kitchen docket like cash and card do, if you have auto-print on.
If a code will not go through, the message says why rather than not found:
| Message | What happened |
|---|---|
| has been voided | Someone cancelled it here |
| has expired | Past its expiry date |
| has already been fully used | Nothing left on it |
| Voucher not found or not redeemable | No such code |
The list¶
Liability at the top right is the total still owed on live vouchers — Active and Partial added together. Sponsored vouchers are excluded from it: no money was taken, so nothing is owed.
Search matches the code or the reference, from two characters up.
Two independent rows of filters, each with its own All: status (Active, Partial, Used, Cancelled, Expired) and source (Standard, Sponsored).
| Status | Means |
|---|---|
| Active | Untouched, full value |
| Partial | Some spent, some left |
| Used | Spent down to zero |
| Cancelled | Voided by you |
| Expired | See the note below |
The Expired status is not applied automatically
Nothing sweeps through and marks a voucher expired when its date passes. The till checks the date and refuses an out-of-date voucher, so no money leaks — but that voucher still shows as Active in this list, and it is still counted in the Liability total. The Expired filter matches nothing.
So read Liability as what has been sold and not spent, not as what you are legally on the hook for. Void the ones you consider dead if you want the figure to move.
Expiry¶
The gear icon on the list sets the expiry applied to newly issued vouchers: 3, 6 or 12 months, 2 or 3 years, no expiry, or a number of days you type.
3 years is the default, being the legal minimum for a gift voucher in New Zealand. Shorter periods are allowed because not every voucher you issue is a gift voucher — the app does not enforce the law, it just starts you on the right side of it.
Changing this never touches a voucher already issued. The date printed on a voucher in someone's wallet is the date it keeps.
One voucher¶
Tapping a row opens it: the code, the balance, the expiry, who bought it, the order it came from, and every event that has happened to it.
Note and Ref are yours to fill in. The note prints on the voucher; the reference is an outside identifier — a promotion, an invoice, a printed card number — and the list searches it alongside the code.
| Action | When it is offered | What it does |
|---|---|---|
| Void voucher | While there is still a balance | Blocks redemption. The record stays and stays searchable, so a customer presenting it later is told it was voided rather than that it does not exist. |
| Re-enable | On a cancelled voucher | Undoes a void. The balance was never touched, so it comes back exactly as it was. |
| Delete | Only if never redeemed | Removes the voucher and its history for good. You type the code to confirm. |
Void, do not delete, anything that has been used. Delete is for a voucher created by mistake; it is offered only while the full original value is intact, because deleting one with sales behind it would orphan those records.
Sponsored vouchers¶
Bulk Create makes a batch you are giving away — a charity donation, a service recovery, a promotion. Up to 100 at a time, all the same value, with a note that is required and prints on each one.
They do not count toward Liability, because no money was taken for them. Creating a batch drops you on a print screen for the whole run.
Loyalty rewards land here too, as sponsored vouchers whose note reads "Loyalty reward:" followed by the program that paid for it.
Good to know¶
- A voucher taken in payment shows on the order as its own payment line, and the register cash-up has a Vouchers, Gift Cards field for the day's total. See Register.
- The Gift Voucher product is a till product only. It is never published to your online store, so customers cannot buy one from the storefront.
- Every event on a voucher — issue, redemption, void, re-enable — is kept, with the balance after it. Nothing is rewritten.