Vouchers in SuperControl can be used to either hold funds OR apply a discount.
In the case that a voucher represents real funds, these funds should be explicitly recorded, otherwise the financial balancing of the booking is ambiguous.
The below step-by-step is for the recording and processing of vouchers used against held funds for cancelled bookings.
It will take a bit of time to set up, but once in place it can be used for as many or as few bookings as required.
Please note:
The steps below are for customers who do not charge a fee for the administration required to process a cancelled booking.
If you are also charging an admin fee for the processing of cancelled bookings, please refer to this help centre article.
The first step is to create an owner called first name Voucher, family name Allocated to o.s. The weird word order of the owner name is simple to take into account that the surname is showing first in the list of owners.
This owner will be used to allocate the voucher funds to their own statement. Making it easier to check and track all the funds for which a voucher has been issued for.
In the owner setup only the first and last name needs to be added and the commission section should be set to No commission taken.
The next step is to create two new booking extras. These will be used in the bookings to
a) record the funds held from cancelled bookings and for which a voucher has been issued
b) balance the monies allocated via the used voucher and the held funds
Go to Properties > Booking extra.
a) Add a new booking extra called e.g. Money from redeemed voucher.
This booking extra will be used to allocate the money deducted from the booking when a voucher was used, and to allocate the money to the owner called Allocated to, Voucher.
b) Next create a booking extra called Voucher offset o.s.
This extra will be used to balance the monies in the booking.
Both booking extras should have the money allocated completely to the owner. The settings should be therefore something like this:
For further information about setting up a booking extra, please see this help centre article.
Please note:
It would also be possible to use -2 instead of -1 as Owner rate / Commission%.
This would mean the whole amount is showing as commission in the owner payment tab, and the applied VAT would be itemised in the owner statement.
Go to the booking, which is to be cancelled, and select the Generate documents & vouchers.
Enter the amount and all other required options and click Generate at the bottom.
This will generate an entry in the History and Correspondence tab.
Should there be any question re this voucher, e.g. who set it up, you can find this information here.
Click the Cancel button, select the monetary information that should be kept in the booking and then select the option to retain a cancellation fee, and click Cancel Booking.
NOTE:
If you have issues a voucher for less than the full amount the guest has already paid because you are are charging an Admin fee for processing the cancellation, please see this help centre article for the workflow to follow in these instances.
This is the first part of the process finished.
The cancelled booking is containing all the entries required and it should not be necessary to go into it again.
Once the new booking has been made added to the system for (by) the guest a few amendments need to be made.
Please note:
If you creating an Admin booking for the guest, you can add all required amendments during the creation process of the booking, please see 4.2.
Go into the booking and click onto Edit in the top right corner.
Then click Booking extras.
In order to record the usage (redemption) of the voucher, the booking extra Money from redeemed voucher is added. To do that, the quantity is changed to 1 and the amount is changed to the value of the voucher. £-200 in this example.
Please note:
Make sure that you enter a negative amount, as the money needs to be deducted from the money held for vouchers.
The booking extra is itemised in the financial section top right of the booking.
This creates an entry in the owner payment tap (towards the bottom of the page).
Which in turn will add an expense to the Allocated to Voucher owner statement.
There is alas one drawback when recording the voucher redemption this way. The booking will now show that the voucher amount has been deducted twice. Resulting in the guest paying less than they are due to pay.
To correct this, the booking extra Voucher offset will be used.
In the list of booking extras go to the Voucher offset extra, amend it to the voucher amount (a positive entry this time), £200 in this example, and then change the quantity to 1.
Click Save.
As this booking extra has not been allocated to an owner, it will not interfere with any statements.
If you add an Admin booking, to replace the cancelled booking, you can add all the required booking extras directly.
Go to Bookings > Add booking.
In the booking extra section amend the amounts due for Money from redeemed voucher, which should have a negative value, and Voucher offset, which will be a positive amount. The numbers should be the same as the ones from the voucher.
Make sure, you add the voucher as well.
Once all the guest details etc. have been added, click Save.
In the booking the offset booking extras and voucher redemption are automatically added to the financial detail details in the booking, as well as the voucher being deducted.
Next click Edit > Booking extras in the booking and amend the amounts for the two voucher related booking extras. Click save.
After the booking is updated the monies are now balancing.
The voucher is set up to be redeemed against the deposit first, which it has done.
(screenshot below from the Customer payment tab)
The voucher redemption has been added at the bottom of the owner payment tab.
This booking can now be processed as normal.