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:
If you do not charge an admin fee for processing the cancelled booking, please see this help centre article for the relevant steps.
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 simply 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.
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.
Next create an owner called Cancellation Processing Fee o. s.
This owner will be used to allocate the funds retained for processing the cancellation to their own statement. Making it easier to check and track all the funds which are to be accounted for as cancellation processing fees.
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 four 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
c) allocate any admin fee charged for processing the cancellation correctly
d) balance the monetary side of the booking concerning the cancellation admin fee
Go to Properties > Booking extras.
a) Add a new booking extra called e.g. Money from redeemed voucher, o.s.
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.
c) Create a booking extra called Cancellation Admin fee, o.s.
This will be used to allocate the actual admin fee, you are charging for the processing of the cancellation, to a seperate owner. Thus making it easier to keep track of it.
d) Last, but not least, create a booking extra called something like Cancellation fee offset, o.s.
This will be required to allow you to allocate the cancellation fee correctly, but at the same time make sure that the monies are all balanced.
All booking extras should have the money allocated completely to the owner. The settings should be therefore something like this:
Please note:
Either -1 or -2 can be used as Owner rate / Commission% setting.
-1 > This would be showing the amount as due to the owner in the owner payment tab.
-2 > This would show the amount as commission in the owner payment tab, and the applied VAT would be itemised in the owner statement.
For further information about setting up a booking extra, please see this help centre article.
Go to the booking, which is to be cancelled, and select the Generate documents & vouchers tab.
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, or when, you can find this information here.
Please note:
The voucher code is automatically created.
In order to provide it to the customer, click onto the voucher link in the history and correspondences. This opens the voucher and shows the code.
Within the booking, go to Edit (top right corner) and select the Booking extra tab.
In order to record the charging of the cancellation processing fee, the booking extra Cancellation Admin fee is added. To do that, the quantity is changed to 1 and the amount is changed to the value of the fee to be collected. £100 in this example.
Please note:
Make sure that you enter a positive amount, as the money needs to be recorded as an income.
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 Cancellation fee owner statement.
Adding the booking extra is leading to the monies needing to be balanced. The booking will now show that the guest has to pay an extra amount. Resulting in the guest having seemingly paid less than they should have.
To correct this, the booking extra Cancellation fee offset will be used.
In the booking go to Edit (top right corner) > Booking extras. In the list of booking extras go to the Cancellation fee offset extra, amend it if required (a negative entry is required this time), £-100 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.
It is simply used to balance the monies in the booking.
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.
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 are creating an Admin booking for the guest, you can add all required amendments during the creation process of the booking, please see 5.2.
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.
Please note:
Should you not see any bookings extras when you add the Admin booking, tick the box to show all extras. All extras, associated with the property or not, will appear.
Then untick the box again and only the associated booking extras will remain.
Please note:
The amount will need to be amended once the booking has been created.
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.