Index
Users Zone:
Voucher list
Voucher details
Transaction section
Beneficiaries section
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 vouchers 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 vouchers may be visible from the reception or the client from their online profile or App.
The vouchers 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 voucher (e.g. €20 or €30) .
Examples of vouchers:
10 green fees voucher
10 classes voucher
10 buggies voucher
Wallet voucher
Membership Invitations voucher
A very important issue to keep in mind is that the voucheris a form of payment . This means that you do not need to create a new rate for vouchers(e.g. Private Class voucher). Continuing with the previous example, what we are going to do is sell a normal class and when paying choose that payment method voucher. Read on to see how the system applies the appropriate rate to that reservation.
Flow of a voucher
You must first configure the types of vouchers you want to offer your clients.
We can now recharge the customer through their token. The client may also contract these vouchersonline 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 vouchers(e.g. Private Class voucher). 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 voucher. 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 voucher.
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 voucher 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 voucher.
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 voucher. 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 vouchers (configuration and maintenance savings), you will use it as another form of payment, and you will get the price exact of that production.
Voucher List
Soon
Voucher details
Soon
Transactions Section
Soon
Beneficiaries Section
This section allows us to add Beneficiaries, where it allows clients to share bonus balances. This improvement allows a client to share the balance of a voucher with other beneficiaries, facilitating the sharing of the voucher in transactions.
In order to add a beneficiary to a voucher, you have to access the details of the voucher:
From the customer profile: Main menu > CRM > Customers > Select a customer > Vouchers tab > and choose the bonus you want to share.
From the Voucher List: Main menu > Billing > Vouchers> and choose the bonus you want to share.
Select New to add a new client as a Beneficiary of this voucher.
Add the customer from your database with whom the voucher balance will be shared.
Select Save.
Select Save and New if you want to add another Beneficiary.
Once the Beneficiaries are configured, they will be able to use the balance of the shared voucher when making purchases at the POS.
Note: Beneficiaries may pay only for the products or services that are configured in the allowed products section of that particular VoucherType.
Vouchers. How to recharge a clients voucher
Section: Main Menu > CRM > Clients
Unlike Golfmanager V1, where recharges are done only from the POS, in V3 it is possible to do so from:
The client's file, accessing the vouchers tab, selecting the desired voucher and selecting Recharge Voucher
The POS with the button enabled for it.
From the Vouchers List, selecting the desired voucher and selecting the Recharge Voucher button
Below is how to top up a voucher from the customer's page:
Search and select the Client you want to recharge the voucher to. Your file will open.
Click on the Voucher tab. We will see the vouchers that that client has.
Whether we are going to create a totally new voucher or recharge an existing one, click on Recharge Voucher. A popup will appear.
Search and select Vouchers 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 voucher to be valid from a date. If you leave it blank, the voucher will be valid from now on.
Valid until (optional), if you want this voucher to be valid until a certain date. If you leave it blank, the voucher will be valid forever.
Payment method with which this recharge will be paid (e.g. cash).
Comments (optional). Additionally, you can add a relevant observation or note regarding the recharge of the voucher .
Note: To view the comment added during the recharge, you have to select the voucher and in the transactions section, select the recharge.
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 voucher. 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 voucher from the payment method field . Note , if the voucher does not appear as a form of payment, it may be because you do not have a voucher , you do not have a balance, or the limitations of the voucher do not allow you to pay for that product. Therefore, check the client's file and/or the voucher type configuration.
The system will have created a sale, a collection, an invoice and there will be:
Created a new voucher 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 voucher . Note , if the voucher does not appear as a form of payment, it may be because you do not have a voucher , you do not have a balance, or the limitations of the voucher do not allow you to pay for that product. Therefore, check the client's file and/or the voucher type configuration
The system will have created a sale, a collection, an invoice and there will be:
created a new voucher 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. Voucher balance in the collection list
Section: Main Menu > Billing > Collections
It is possible to view the remaining balance of a voucher after having made a payment with it. This information is available in the Quantity column. The voucher column has also been added, where the reference of the voucher with which it is paid is shown.
Vouchers. Why can't I pay with a voucher? > Due to the limitations of the vouchers in its configuration
Section: Main menu > Billing > Configuration > voucher types
There are vouchers 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 voucher
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 vouchers already created, so you will have to access the voucher of that specific client and modify it.
Vouchers. Why can't I pay with a voucher? > Due to the limitations of the vouchers in that client's file
Section: Main menu > CRM > Customers
Access your client's file
Select the vouchers 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 voucher without affecting the rest.
Settings
Section: Settings Menu > vouchers > Settings
Compensation product. Select an option from the drop-down menu:
Discount the same product as the sale
Discount the voucher product
Billing method. Select an option from the drop-down menu:
Include in the invoice
Do not include in the invoice
Wallet voucher for returns. Select an option from the drop-down menu or create a new one
Voucher types
Section: Configuration Menu > vouchers > voucher 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 voucher can be virtual money or units, such as the wallet voucher or the class voucher . 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 voucher , for example Wallet voucher , Green Fees voucher , or Classes voucher .
Guy. Obligatory field. Select an option from the drop-down menu:
Wallet if this voucher is going to contain virtual money. The balance will be, for example, €40.
Units if this voucher 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 voucher .
Filters Section
Payment with the remaining balance of this type of voucher 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 voucher 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 voucher . Ex. voucher working classes.
Time since. From this time you can pay with this voucher. Ex. voucher for late classes.
Time until. You can pay with this voucher until this time. Ex. Class voucher tomorrow.
Validity start/end date. Enter the dates during which the bonus will be valid. Allows you to define a specific validity period for vouchers, useful for special promotions or seasons, such as Easter. If there is an added date, when reloading a voucher to a customer the start date and end date fields will be automatically populated with the configured validity dates.
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 voucher 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 voucher 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 voucher .
Price. Obligatory field. The price you are going to charge the customer for this recharge. Ex 200 euros. Special mention to the purse voucher . Some may wonder why to top up €20 in the wallet voucher 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
Image
Actions:
Bulk editing
Valid Products Section
In this section you can add the products that can be paid with this voucher . You can leave it empty and it means that there is no limitation so you can pay for any product with this type of voucher . Eg. Purse voucher 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” voucher 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 voucher . If you leave it empty, every time you pay a unit 1 unit will be subtracted from the voucher . 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 voucher 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.