Changing vouchers that a client has purchased

Editing purchased prepaid vouchers

You can edit the prepaid vouchers that a client has purchased under their client profile. This might be needed if the client wants to change the duration on their services, or if they want to change the service type.

For example (for editing)

The client has 3 x 1 hour manual driving lessons remaining, but they want 2 x 1.5 hour manual driving lessons instead.

The client has 3 x 1 hour auto driving lessons remaining, but they want 3 x 1 hour manual driving lessons instead.

It's recommended that prepaid voucher packages are set up with the specific service types and duration that your clients are looking for (or what you want them to book) to minimise any updating of these afterwards. Especially if there is a difference in pricing, you will need to consider this in any manual adjustments that you make.

For example, if clients want to have both 1 and 1.5 hour lessons in a 10 pack, then you can create a package that contains 4 x 1 hour lessons, and 4 x 1.5 hour lessons to cover both of these options.

Adding prepaid vouchers

You can also add any prepaid vouchers to their account. This is useful if a client has already paid for them in a previous system, for example, and you now want these vouchers to be reflected in your new BookingTimes system. Please see the Adding prepaid vouchers article.

Steps

Navigate to the Clients page

Search for the client

On the client profile, scroll down to the Prepaids or Vouchers section (depending what terminology has been set up for you)

Click View Prepaids or Vouchers link

Tick the vouchers that you'd like to edit:

Select one of the options along the bottom (add, transfer, redeem, delete). See Transferring a purchased voucher between clients or Converting a purchased voucher to account balance for more guidance on those actions.
Change the Service using the drop down list, note the comment below
Edit the Value, note the comment below regarding the tracking of funds
Edit the Expiry date

Click Save PrePaid or Save Vouchers link

Best practice for changing services within a prepaid voucher type

For correct tracking of funds it's encouraged that instead of changing the service on a prepaid voucher, that you redeem a voucher to the client's account balance first, and then make a new voucher purchase using that account balance.

This is the correct way to do this for financial record keeping purposes, and it can also handle any differentiation in the values for the difference service. e.g. if it's changed to a service that is more expensive, then it allows the client to pay this difference as the client balance will be used first, and then the outstanding amount can be paid.

See the Converting a purchased prepaid voucher to account balance article for more information on how to do this.

Editing purchased prepaid vouchers

Editing purchased prepaid vouchers

Steps

What's Next