Vouchers using Standard Conference and Banqueting

Gift Voucher sales can be recorded through your Standard Conference and Banqueting Module, if the VAT must be declared at the point they are taken. 

This means that Vouchers must be entered into the system as Deposits.

Configuration set up needed

Prior to the making of the event, we would advise ensuring the following configuration is set up:

• Status Code - VOUCHER (Cogs > System > Status Codes)
• Function Layout - VOUCHER
• Function Type - VOUCHER
• Room Type - VOUCHER 
• Room - Must be a room number i.e. 900, Description Voucher and complete the number of people.
• Cancellation Code - VOUCHER

How to add a voucher payment at the point of sale

Click Search/Create/Edit. (Can also be done for the Diary)

Click Create Function Reservation.

Enter/Select the following information:

• Enter Profile - Link the Profile of the person purchasing the voucher.
• Booking Description - i.e. Voucher No: 123456 – Name of Guest – Value £.
• Options (Middle Right)>  Change - Enter Start and End Date - The expiry date of the voucher.
• Status – Select VOUCHER.
• Function Type – VOUCHER.
• Room Setup - VOUCHER.
• Guarantee Tab - Guarantee Type
• Press Save

Payment

To take the 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.

If the payment is taken via the PDQ machine or cash, select Options (Bottom Right) > Deposits > Add Deposit then 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 voucher, you will need to find the booking by going into Search/Create/Edit.

Search via the guest name or booking description

You can then transfer the deposit to where it needs to go by going to Options (Bottom Right) > Depositsand selecting ‘delete’ (or Refund) next to the deposit.

Take note of the original payment type when doing this, so that you can repost it to the correct one.

You would then need to cancel your event using Options (Bottom Right) > Cancel and use the cancellation code of the voucher redeemed

You would then reapply this payment to where it needs to be redeemed. For example, if this was for a bedroom that was checking out, you would add the payment and add in the voucher amount.

For Food & Beverage, you can create an NRA account and post the voucher charges to here.

You can then transfer the deposit from the event into the NRA account using add payment

Alternatively, for food and beverage and accommodation charges, you can 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 charging from your till system.

Please note, images and fonts may vary between system versions