When a guest is cancelling their booking, but has already partly or fully paid for their stay, you can generate a voucher within the booking prior to canceling it to retain the already paid amount and forgo having to process a refund.
Go to the booking and select the Generate documents & vouchers tab.
In the tab section of the tab you see the option to create a new voucher.
Enter the amount you want the voucher to be for.
This can be any amount you choose.
There are different option how to apply the voucher. Meaning, you can set, if the voucher is being used for the deposit or the balance first.
Application of these settings:
Deposit
- If the deposit payment due is greater than the value of the voucher, the voucher amount will be deducted from the deposit in full. Leaving any remaining amount not covered by the voucher value due as deposit.
- If the deposit payment due is less than the value of the voucher, the voucher amount will be deducted in full from the deposit, any remaining monies will be deducted from the balance
Balance
- When the value of the voucher is greater than the value of the balance, the voucher amount the balance will be set to £0.00. The remaining monies will be applied to the deposit.
- When the value of the voucher is less than the balance the balance payment will be reduced and the remainder will be collected when it is due.
You can either allocate a fixed amount to the voucher or a percentage.
When using a voucher to record an already made payment using the actual value would normally be used.
You can either set the dates for which the voucher will be valid. This would be done, if a period has been agreed during which the new booking has to be made and the voucher needs to have been used.
Or you can select the period during which the new booking needs to be made by the guest. This can be used, if you want to make sure that the new booking is received, e.g. during the current financial year.
If you want to make sure that the guest is booking the same number of nights the originally booked, you can set the number of nights here.
Otherwise you can also set any minimum, e.g. when you have a policy that no guest may book less than 3 nights.
The maximum number of nights in the drop-down menu is set to 28 nights.
These are the dates for which the voucher can be used for.
So, the dates during which the new booking must be place or the holiday needs to be taken.
You can define, if the voucher can be used for a specific property or all properties.
All properties: simply tick the box in front of Voucher applies to all Properties?
Individual properties: Click onto the word Properties and a list with all active properties will show.
To select several properties hold down the Control (Crtl) key and select them ion on Windows and Command (Cmd) on a Mac.
If you have set up discounts, you can prevent already discounted prices to be reduced even more by selecting this option.
Most likely you would want to allow the guest to use the voucher only once. Especially, if the voucher was created to take into account already received funds from the guest.
As an agency you will want to decide how a voucher will impact on the payment to the owner and your own commission.
There are five options to choose from:
With this setting the guest is paying a reduced amount as the total rent is reduced by the amount stated in the voucher.
Example: £100 voucher has been issues.
The guest is only paying £900
The owner payment and commission is being calculated on the full rental amount, regardless of the voucher having been applied.
The owner payment and commission will be calculated as if no voucher has been applied to the booking.
Then in the next step the voucher value will be deducted from the owner payment.
Example: £100 are being deducted from the owner payment.
The owner payment and commission will be calculated as if no voucher has been applied to the booking.
Then in the next step the voucher value will be deducted from the commission payment.
Example: £100 are being deducted from the commission.
The owner payment and commission will be calculated as if no voucher has been applied to the booking.
Then in the next step the voucher value will be split in half and then partly deducted from the commission payment.
Example: £100 are being deducted from the commission.
The amount allocated to the booking with the voucher is deducted from the monies which will be divided between the owner payment and the commission.
You can select an existing file as the background for your vouchers.
This allows you to create a customer background which is incorporating e.g. your company logo.
To select the file, click the Choose file button.
Please note:
The image should be a .png file, measure 595 x 842 pixel (width x height) and have a maximum size is 1MB.
When you click onto Size guidelines you will find this information as well.
You can select to use the template you are creating for this voucher to also apply to all other vouchers.
This provides consistency in regards to how the voucher will look for the guest.
Click this button to generate the voucher.
You will not be shown it directly. To check the amount, dates, guest name, voucher code and property / properties it applies to you need to go to the History & Correspondence in the booking and select the link to the voucher.
