Índex
Section: Main Menu > Listings > Vouchers
FAQ
Introduction
A voucher is a prepayment made by a player, which is associated in his profile, with which he can comfortably pay for future purchases.
As with all listings, you can use the tools to better exploit your data: filtering, searching, exporting, importing, etc.
Types of vouchers
Bonus units: The client recharges units to a voucher, for example green fees (10 GF voucher). When paying a green fee with this voucher, one unit will be deducted, leaving a balance of 9 units remaining on the voucher.
Voucher purse: The customer adds money to a voucher, for example €100 (Voucher 100€). When paying a green fee of €50, the same amount will be deducted, leaving a balance of €50 remaining in the voucher.
Product voucher: The customer recharges units, for example 100 green fees. At the time of payment, in addition to deducting one unit from the voucher, the customer will also have to pay €5 for example. In other words, in addition to paying with a voucher unit, he/she has to pay something else by card or cash. In this case you would have 99 green fees left in your bonus balance.
Deposit: Not exactly a bonus, but a way to prepay at the club. For more information visit this article on deposits.
You can learn more by reading the Bonus Types setup article.
Differences between Vouchers and Deposits
In Golfmanager we have two ways to add money balances to a client's profile: Cash vouchers and deposits.
The difference between a cash voucher and a deposit is that a cash voucher generates a ticket at the moment of the reload while a deposit does not. The top-up of a voucher, when generating a ticket, will be exported to accounting as an invoice, whereas with a deposit it will be exported to accounting as a mere entry without an invoice.
When paying with a voucher, the system will deduct the total amount from the customer's balance and will not issue a collection ticket, while a deposit will generate a collection ticket with the deposit payment method.
| Cash Voucher | Deposit |
Generates invoice when recharging | YES. Generates a payemnt | NO |
Generates payment | YES | NO. It does no generate a payment but it generates a cash register and deposit movements. |
Generates Ticket with payment | YES. But without number sequence | YES |
Generates payment | NO. A "voucher" payment method is generated. | YES. A "deposit" payment method is generated. |
Balance enquiry | From Listings>Vouchers you can consult all the balances of all your customers, or from each customer's file in the "Vouchers" tab. | From the customer's card next to their name. |
Differences between Vouchers and Deposits (Video-Spanish)
How to reload a voucher from reception
Go to the POS.
Click on the "Reload voucher" button. This button must have been previously created. Visit our POS button configuration article to learn more. A popup will appear.
Find and select the client.
Select it:
If you want to create a new voucher (option always visible).
If you want to add the credit to an existing voucher (only visible if that customer already has credit of the same type of voucher).
Choose the Recharge amount. This is the amount to top up the voucher. If it is a unit voucher it would be the units, if it is a coin voucher the amount of money. By default the system writes the amount set in the voucher type.
Choose the Price of the recharge. This is the amount that the customer will be charged (in Euro) for this top-up. By default the system writes the amount configured in the voucher type.
This option is very useful when importing balances from one system to another or when giving a balance to a customer for a tournament or a Rain Check. In these cases, as the price is 0, no charge or cash movement is generated.
You can optionally add observations to this recharge.
In the "options" section you can edit from which date this bonus is valid.
And in this same section you can define an end or expiry date for this voucher. After this date the customer will not be able to pay with the remaining balance of the voucher. If you do not set an end date, the voucher will be valid forever. You can edit this end date at any time.
Click Save. The sales line will be added
Click Finish.
Select the payment method.
Result:
A ticket will be printed.
A new voucher will be created for that customer, except if it was recharged on an existing voucher.
A voucher transaction will be generated for that amount, for future reference.
A collection will be generated, necessary to balance the cashbox.
How to reload a voucher from the web
Golfmanager allows you to sell your vouchers on your website. All you have to do is activate the option in the voucher type settings, add a photo and a description.
Your customers will see that the online purchase process is very simple. All they have to do is:
Go to the club's Golfmanager website.
Click on the voucher menu. If the user is not logged in they will have to log in or create an account so that the system knows which profile to top up.
Select the desired voucher. It will be added to the cart.
Accept the terms and conditions, if activated by the club.
Click on Pay.
Enter your Credit Card.
Click Checkout.
How to cancel or cancel a voucher reload
In Golfmanager it is not possible to cancel a bonus reload. As an alternative you can make a negative reload. The system will make a negative top-up to the voucher balance (cancels part or all of the balance) and generates a negative cash movement to return the money to the customer. As mentioned in the previous point, you can make negative reloads with a 0 price to generate no charges or cash movements.
How to pay with a voucher
To pay for a product to be serviced with the balance of a customer's voucher is very simple:
Add the product to the POS.
Click Finish. The payment popup will appear.
If the customer has sufficient credit, you will see a button below the usual payment methods with the name of the voucher and in brackets the customer's remaining balance. Click on that button to pay with that balance.
Result: There are two ways to manage bonus cashouts, and this will depend on how the "manage as deposit" field is configured in the bonus type settings.
Manage as deposit = NO. The system will replace the price of that paid product with €0. The amount paid will be subtracted from the voucher balance.
Manage as deposit = YES. The system will leave the price of the product intact but will add a new line to the cart with the same amount in negative so that the ticket total remains €0. The difference is that in the reports you will clearly see the revenue that has been made with bonuses, while with the previous configuration, being €0, you will lose that visibility. The amount paid will be subtracted from the bonus balance.
Pay with another customer's voucher (parent, child, friend)
It is important to know that when a customer acquires a voucher, this voucher is activated as a new payment method in the POS, apart from the usual buttons such as credit card, cash and transfer we will find a new button which will be the active voucher in the customer's card.
Anyway it is possible to pay a sale with a voucher belonging to a third party. Once the products are ready to be paid at the POS, we will follow the next steps:
Click on the Finish button
Click on the Select customer option and look for the customer who owns the voucher.
Once the customer is selected, the voucher will appear as the payment method among the different options available.
Click on the voucher to finish the transaction.
Subsequently, you can consult the transaction history and the available balance for the voucher from the Customer tab > Vouchers tab, or in Listings > Vouchers.
NOTE: it is not possible to pay a voucher with another voucher.
How to check a customer's balance
To find out what a customer's balance is, you can do it in several different ways:
From the customer's file, in the Bonds tab. By clicking on the ID of that voucher, in the Movements tab, you can see its history.
From Listings > Vouchers, filtering by that customer. By clicking on the ID of that voucher, in the Movements tab you will be able to see its history.
In the widget/app, in the Main Menu > My Account > My vouchers. By clicking on the voucher you can see all the movements.
After each payment and issue of a ticket, the system will detail the remaining balance of the customer.
The customer, when paying online, will be able to pay with the remaining balance and at that moment he will be able to see the balance he has.
Details of a voucher
In this screen (Listings > Vouchers) we will find two tabs: vouchers and movements. Let's start first with the vouchers tab.
As in any list, you can use the tools to better exploit your data: filter, search, export, import, etc.
In this list we will see all the vouchers created for our clients and their information (balance, start, end, etc.). By clicking on the ID of any of them we will enter the details of that voucher.
Detail of a voucher. Special button. Add balance.
If you want to edit the balance of a client's voucher,
Click on the Voucher list > Vouchers tab.
Click on the ID of the desired voucher.
Click on the Add balance button.
Add balance in positive or negative as appropriate and fill in the remarks field to justify the change (optional).
To finish click on OK.
Details of a voucher. General section
Client: Here we will see the contact in the database who is the holder of this voucher.
Bonus: The type of bonus, previously created by the club in Voucher types.
Balance: Remaining balance of this voucher (units or money depending on the type).
Unlimited Balance: Yes/No. In Golfmanager we can have vouchers valid for a period of time with unlimited use. Here we will see if this customer voucher has this feature.
Price per unit: The system keeps the average price of each unit purchased. In the case of purse vouchers it is almost always equal to 1. But in the case of unit vouchers, for example 10 GF voucher for 500€, the price per unit would be 50€. This way we can use this information for reports and statistics.
Remarks: Here we can consult, edit, delete remarks that were added at the time of the recharge or afterwards.
Confirmed: Here we will see if the voucher is confirmed. Sometimes users add a voucher to the POS cart or players on the website, but do not finish paying for it, so the voucher is not confirmed and cannot be used.
Details of a voucher. Validity section
From: Date from which this voucher will be valid. By default it is the date of the recharge, but it can be modified by the user at the time of the recharge or afterwards.
Until: Date until which the voucher will be valid. Depending on the voucher type configuration, you can make this date empty (that means that the voucher will be valid forever) or add a specific number of days by default, for example 30 days. When recharging, the system will add 30 days to today's date and that will be the expiry date of this voucher. This end date can be edited at the time of recharge or afterwards.
Days of the week: Days of the week that this voucher is valid. This way, you can limit the use of certain vouchers to certain days of the week.
Details of a voucher. Custom fields section
Some plugins need to create custom fields in certain tables to collect all the information needed for proper operation. In this section you will see all those fields plus all the fields that the club has created in a custom way.
How to consult a client's voucher movements
To view a customer's bonus movements, you can do so in several different ways:
From the client's profile, in the Vouchers tab. By clicking on the ID of that voucher, in the Movements tab.
From Listings > Vouchers, filtering by that client. By clicking on the ID of that voucher, in the Movements tab.
From Listings > Vouchers > Movements tab, filtering by that client.
In the widget/app, in the Main Menu > My Account > My vouchers. By clicking on the voucher you can see all the movements.
By creating a customised report with "pivot tables".
Details of a voucher movement. General section
Locate the desired bonus transaction using one of the 3 ways in the previous section, click on the ID of that transaction and you will see the following information:
ID: Unique identifier in the database of this voucher movement.
Client: Client holder of the voucher that has generated this movement.
Type of voucher generated in this movement.
Payments: Unique identifier of the collection in the database. By clicking on it you will be able to access more useful data when tracking a case.
Voucher: Unique identifier in the database of that voucher. Clicking on it will give you access to more useful data to track a case.
Description: Usually the name of the product, customer or booking details with which this voucher movement has been paid for. It can be empty, especially if it is a reload type movement.
Quantity: Number of units recharged or subtracted from the balance.
Remaining: Remaining balance after the voucher use.
Date: Date on which this voucher movement was made.
Observations: Comments added by the system to help understand the reason behind this voucher movement.
Vouchers Module Course
Welcome to Golfmanager Academy, an educational space where you can learn everything you need to know to successfully digitize your golf club.
Learn, get certified and get the most out of Golfmanager technology.
Select this link to access the voucher course.
Why have I sold a voucher and it does not appear in the customer's file?
Most probably you have sold the voucher as a product, not from a POS button as a voucher.
In order for the voucher to appear on the customer's card in their vouchers, you have to sell it through a POS button, which has the 'New voucher' function assigned to it.
Do not allow by role Recharge vouchers with a different price than the recharge
To disable the role option of not allowing voucher reloads with a different price than the reload, follow these steps:
Click on Configuration menu > Security > Administrator > Desired role ID.
Deactivate the field Recharge vouchers with different price than the recharge.
Save.