Index
Users Zone:
How to pay with a customer's voucher:
Why can't I pay with a voucher?:
Configuration Zone:
Vouchers. Introduction
A voucher is a balance in favor of the client (e.g. 10 classes) to pay for club services.
The club can create as many bonuses as it wants and they will help them get more cash and build customer loyalty.
The vouchers can be contracted at the club reception and/or in the client area, thus saving manual processes for your team. The vouchers can be a prepayment where the client obtains better conditions, or it can be an invitation voucher to control the uses of a client. The balance and movements of these bonuses may be visible from the reception or the client from their online profile or App.
The bonuses can be:
Units, where the balance will indicate how many units the client has left (e.g. 10 green fees, 10 classes, etc.).
Wallet, where the balance will indicate how much money you have left in your bonus (e.g. €20 or €30) .
Examples of bonuses:
Bonus 10 green fees
Bonus 10 classes
Bonus 10 buggies
Wallet Bonus
Membership Invitations Bonus
A very important issue to keep in mind is that the bonus is a form of payment . This means that you do not need to create a new rate for bonuses (e.g. Private Class Bonus). Continuing with the previous example, what we are going to do is sell a normal class and when paying choose that payment method Bonus . Read on to see how the system applies the appropriate rate to that reservation.
Flow of a voucher
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You must first configure the types of bonuses you want to offer your clients.
We can now recharge the customer through their token. The client may also contract these bonuses online if they so consider. Here it is important to know that in this step the system will create a sale (for production reports), a collection (for cash), and an invoice.
The client will reserve or purchase a product and service normally, and it is in the payment method where they can pay with a voucher, or cash or card. This means that it is not necessary to create a rate for bonuses (e.g. Private Class Bonus). Below we explain the magic of this. Regarding what happens when I pay with a voucher, the system automatically does several things with that click: (1) updates the price of the product or service (2) creates a negative line so that the total is €0 and the customer does not pay anything and (3) generates the collection and invoice and (4) updates the customer's balance.
Below we show you how the invoices would be displayed during this flow:
Recharge. Invoice for the recharge of 10 green fees.
Sale of the service. Price of a normal green fee reservation, before proceeding to payment and generating the invoice.
Payment with bonus. Invoice when paying with voucher. Notice how the system updates the unit price of the voucher and generates a negative line to generate a free invoice. Note , in this particular case the unit price is not €70 because the system calculates the average price of other previous recharges of this customer in that same voucher.
Note , if you do not want to bill these wallet top-ups at the beginning, see the Deposits option .
Vouchers. Price of a product or service with a bonus.
Normally clubs offer a better rate if you pay with a voucher. The other software manages this part in a way that forces the club to create a bonus rate of €0 because it is assumed that we are not going to charge the client anything. This means that its production statistics are distorted since the average price will go down a lot if there are many reservations paid with a bonus.
A very interesting feature of V3 is that, at the time of the initial recharge, the system will save the value of each unit of that bonus. If there has been a previous recharge on that voucher for that customer, the system will recalculate the average price of each unit. When paying with that voucher, the system will ignore the original price of that reservation and replace it with this unit price. This will make you get the real value of that service. Therefore, with V3 you do not need to create a rate for services paid with bonuses (configuration and maintenance savings), you will use it as another form of payment, and you will get the price exact of that production.
Vouchers. How to recharge a clients voucher
Section: Main Menu > CRM > Clients
Unlike Golfmanager V1 where recharges are done from the POS, in V3 we will do everything from the client's file. For it:
Search and select the Client you want to recharge the bonus to. Your file will open.
Click on the Bonuses tab. We will see the bonuses that that client has.
Whether we are going to create a totally new bonus or recharge an existing one, click on Reload Bonus. A popup will appear.
Search and select Bonus Type.
Optionally search and select the Recharge Price you want. These prices will be pre-configured and will save you from having to enter them manually in the next step.
If you have chosen the price in the previous step, this field will have been filled in automatically, but you can optionally edit the Amount you are going to top up.
If you have chosen the price in the previous step, this field will have been filled in automatically, but you can optionally edit the Price that you are going to charge the client.
Valid from (optional), if you want this bonus to be valid from a date. If you leave it blank, the bonus will be valid from now on.
Valid until (optional), if you want this bonus to be valid until a certain date. If you leave it blank, the bonus will be valid forever.
Payment method with which this recharge will be paid (e.g. cash).
Click OK.
The system will have created a sale, a collection, an invoice and will have:
- created a new voucher with that balance in case it did not have any of that type previously or, updated the client's balance with the new contracted amount. If the previous unit price was different, the system will recalculate the average price per unit.
Vouchers. How to pay with a customer's voucher > Pay with voucher from the reservation detail.
Section: Main Menu > Reservations > Occupancy or List
As we have already explained previously, in V3 it is not necessary to create a special rate for a bonus. The voucher is a form of payment so we will proceed as a normal reservation by choosing the generic rate (e.g. 18-hole reservation).
Access the details of the Reservation that you want to pay with a voucher from the occupancy or from the reservation list.
Select Quick payment. A popup will open.
Search and select the Type of bonus from the payment method field . Note , if the bonus does not appear as a form of payment, it may be because you do not have a bonus, you do not have a balance, or the limitations of the bonus do not allow you to pay for that product. Therefore, check the client's file and/or the bonus type configuration.
The system will have created a sale, a collection, an invoice and there will be:
Created a new bonus with that balance in case you didn't have any of that type previously or,
updated the client's balance with the new contracted amount. If the previous unit price was different, the system will recalculate the average price per unit.
Vouchers. How to pay with a customer's voucher > Pay with voucher from the POS.
Section: Main Menu > Reservations > Occupancy or List
Access the details of the Reservation that you want to pay with a voucher from the occupancy or from the reservation list
Select at POS. A popup will open
Select Finish
Select the Type of bonus. Note , if the bonus does not appear as a form of payment, it may be because you do not have a bonus, you do not have a balance, or the limitations of the bonus do not allow you to pay for that product. Therefore, check the client's file and/or the bonus type configuration
The system will have created a sale, a collection, an invoice and there will be:
created a new bonus with that balance in case you did not have any of that type previously or,
updated the client's balance with the new contracted amount. If the previous unit price was different, the system will recalculate the average price per unit.
Vouchers. Bonus balance in the collection list
Section: Main Menu > Billing > Collections
It is possible to view the remaining balance of a bonus after having made a payment with it. This information is available in the Quantity column. The Bonus column has also been added, where the reference of the bonus with which it is paid is shown.
Vouchers. Why can't I pay with a voucher? > Due to the limitations of the bonus in its configuration
Section: Main menu > Billing > Configuration > Bonus types
There are bonuses that can be used on certain dates, times and/or days of the week. To do this, check by following the following steps:
Search for the desired type of bonus
Select your Reference
Verify that there is no validation in the dates, times or days of the week part
Edit and Save if necessary
NOTE. The changes you make in this configuration will not affect the bonuses already created, so you will have to access the bonus of that specific client and modify it.
Vouchers. Why can't I pay with a voucher? > Due to the limitations of the bonus in that client's file
Section: Main menu > CRM > Customers
Access your client's file
Select the Bonuses tab
Verify that you have a voucher and sufficient balance. If you have it, continue…
Select in the Reference
Verify that there is no validation in the dates, times or days of the week part
Edit and Save if necessary
NOTE. These changes will be made only to this client's bonus without affecting the rest.
Settings
Section: Settings Menu > Bonuses > Settings
Compensation product. Select an option from the drop-down menu:
Discount the same product as the sale
Discount the bonus product
Billing method. Select an option from the drop-down menu:
Include in the invoice
Do not include in the invoice
Wallet bonus for returns. Select an option from the drop-down menu or create a new one
Voucher types
Section: Configuration Menu > Bonuses > Bonus Types
A voucher is a preload by the client on their token that will help them obtain a better price and pay in the future with these virtual “vouchers.” These bonuses can be virtual money or units, such as the wallet bonus or the class bonus. When paying for a product or service with a voucher, the system will generate a negative sale for the same value, generating a ticket with a value of €0 but at the same time giving visibility to the original price of that service and balancing the accounting perfectly.
Special buttons
New
Actions:
Export
Export (all columns)
Matter
Bulk editing
See the trash
Select an ID
Special buttons
Edit
New
Actions:
View history
Copy
Eliminate
General Section
Name. Obligatory field. Enter a name for your type of bonus, for example Wallet Bonus , Green Fees Bonus , or Classes Bonus .
Guy. Obligatory field. Select an option from the drop-down menu:
Wallet if this bonus is going to contain virtual money. The balance will be, for example, €40.
Units if this bonus is going to contain units: green fees, classes, chips, etc. The balance will be, for example, 8 units.
Product. Obligatory field. Select from the drop-down menu or create a new product that will be invoiced when you recharge the voucher.
Label that assigns. Select from the drop-down menu or create a new label for the client when contracting this type of bonus .
Filters Section
Payment with the remaining balance of this type of bonus can be made according to the following time filters:
Expiration. This relative amount of time will make new vouchers valid for x amount of time. Ex. Recharge this special bonus and you have 3 months to consume. Select an option from the drop-down menu:
Seconds
Minutes
Hours
Days
Days of the week when you can pay with this bonus. Ex. Bonus working classes.
Time since. From this time you can pay with this voucher. Ex. Bonus for late classes.
Time until. You can pay with this voucher until this time. Ex. Class bonus tomorrow.
You must use each of these filters if you want to filter. If you don't want it to filter by any of these, you can leave it blank and it's as if it didn't exist. If you leave this section completely empty, this type of bonus would not expire, it could be used every day of the week and at any time.
Recharge Prices Section
In this version you will be able to define the prices with which this bonus can be recharged.
Special buttons
New:
Recharge Amount. Obligatory field. For example, 20 euros if it is a purse voucher or 20 classes if it is a class voucher. We will only enter the number and it is the amount that will be loaded into the bonus.
Price. Obligatory field. The price you are going to charge the customer for this recharge. Ex 200 euros. Special mention to the purse bonus. Some may wonder why to top up €20 in the wallet bonus I have to put 20 in the previous field and in this one. Well, that's because some businesses have offers like "Recharge €100 and we'll give you €20." Thanks to this data model, this offer is possible.
Filter label. The price will only be visible to those customers who have this label in their customer file. Thanks to this functionality you can recharge Classes where the member costs less than the visitor and each of them automatically gets their price online. If left empty, this price will be available to all customers.
Available online. If we want this price to appear online to our customers. There are cases in which you do not want this price to appear as it is an offer that is used from administration only.
Description
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Actions:
Bulk editing
Valid Products Section
In this section you can add the products that can be paid with this bonus. You can leave it empty and it means that there is no limitation so you can pay for any product with this type of bonus. Eg. Purse bonus is usually used for any club service.
In this list you can add one or more products. Ex. GF 18 holes and GF 9 holes. Which would mean that with this type of “green fees” bonus you could pay only for those products and not others, such as a golf lesson.
You can also choose the ratio to be deducted from the bonus. If you leave it empty, every time you pay a unit 1 unit will be subtracted from the bonus. But there are times when you need to remove amounts with decimals, for example, with a 9-hole green fee. It is normal to find golf courses that offer a bonus of “10 GF for 18 holes” to their clients and, if they want to play 9 holes, 0.5 is subtracted from the balance. For these cases we would choose the allowed product of 9 holes with a ratio of 0.5 and the system will automatically act correctly.
Product. Obligatory field. Select a product from the dropdown
Ratio.