Viewing and redeeming prepaid vouchers

This article will outline the various ways prepaid vouchers and packages can be viewed, and also how the individual prepaid vouchers can be redeemed for a service that a client has booked.

Viewing prepaid vouchers and packages

Once prepaid vouchers or packages have been created for a client, there are several ways to view them. You can view any active prepaid vouchers, and you can also view the full history of the purchases and redemption of each of the prepaid vouchers.

Steps

1. Navigate to the relevant client

2. On the Client tab go to the PrePaids or Voucher label. A summary of the remaining prepaid vouchers will already be displayed.

3. Click View PrePaids or View Vouchers link to see a summary of each individual prepaid voucher and for what service.

   1. Note that the Value column represents the Individual Value that was allocated against the service within package that this prepaid voucher came from. In this example it was a 5 x 1 hour auto driving lessons. See Creating a prepaid voucher or package article for more details.

4. Click the History tab of the client record to see a full history of each individual prepaid voucher

   1. Ensure you click the Show Deleted Records link at the bottom of the table for a full history if you're trying to put together the full list of all activities that occurred for this client

   2. A summary of all the prepaid vouchers remaining in the section is shown above the table

   3. The prepaid voucher packages have been highlighted below as an example. The top one showing it was purchased in addition to another service.

   4. You can also see which of the individual services have been paid for by a prepaid voucher. This is denoted by the small "V" next to the Paid Status.

Viewing prepaid vouchers in client liability report

Another way to view any prepaid vouchers and their associated services are via the client Liability report.

Navigate to Reports and select the Liabilities/Prepaids (or Liabilities/Vouchers) report. It will show any unused prepaids and which services they apply too, and the total value of these unused prepaids.

Redeeming a prepaid voucher for a service

If a client has a purchased a package of prepaid vouchers, they can be redeemed when they next book that specific service that was included in the package.

For example, if a package includes 5 x 1 hour auto lessons, these prepaid vouchers can only be redeemed for 1 hour auto lessons. Not 1.5 hour auto lessons (different duration), or 1 hour manual lessons (different service).

However, there is some flexibility in how they can be redeemed for the duration of the same service types. For example, prepaid vouchers can be combined for a longer durations for the same service type:

• Use 2 x 1 hour auto lesson prepaid vouchers to purchase a 2 hour auto lesson. 

• Use 3 x 1 hour auto lesson prepaid vouchers to purchase a 3 hour auto lesson.

If the services within a package needs to be changed, then please refer to the Editing purchased prepaid vouchers article for more information to ensure the financials remain correct.

Please note the following steps assume that a prepaid voucher will be applied to a booking as part of this workflow and you do NOT have the Automatically pay for a booking if a prepaid voucher is available set up.

Steps

1. Navigate to the client you want to make a booking for, and click Book now

2. Click on the Available link for the desired booking time

3.  Any services that the client has existing prepaid vouchers for, will automatically show with a Prepaid label. Notice in the image that the 2 and 3 hour services are available as the client could use several of their 1 hour prepaid vouchers for these services.

4. Tick the service you wish to book and click Confirm

5. Scroll down in the booking and click the Pay Now button. Notice that the full service cost is displayed here.

6. The payment detail popup will automatically have the appropriate prepaid voucher appear under the Prepaid/Voucher label. 

7. Click the Redeem link next to it, and the prepaid voucher for that service will be applied to the total payment for that booking. Notice that the full service cost is still displayed here.

8. Click Save Payment

9. Once payment has been confirmed, scroll down to the Service section and you will now see the prepaid voucher amount was used to pay for this service. e.g. $59, not $60.

10. This payment can also be viewed on the client's history tab, and any prepaid voucher payments are marked with a superscript "V" against the payment status column.