A voucher is a special payment document with a predefined nominal value that can be accepted as an order payment just like cash. This is a cashless payment type that can be both fiscal or non-fiscal. This means that vouchers can be distributed initially in exchange for cash, let’s say with a discount (or a discount will be provided at the time of payment), and later be accepted for payment. Or it can be distributed for free, for example, as part of the promotion.
Vouchers may also be used for the staff meals. A company can make an agreement with a canteen for the staff catering using vouchers. The canteen issues a number of fixed-value vouchers to this company. Which later makes a transfer to the canteen’s account in the amount of vouchers used.
Suppose, you distribute free-of-charge fixed-value vouchers to your customers which can be used to get a discount at your venue. At the time of payment, the entire voucher amount is considered as revenue. But if an order is fully or partially paid using free-of-charge vouchers, this payment amount is considered as expenditure. We could have registered all vouchers as expenditure right after the issue. However, we suggest that you charge off only applied vouchers and only in the amount used.
Let's say, you issued several vouchers worth €20. You are not charging these vouchers off until someone uses them. If a guest pays a €3.2 order with 2 vouchers €2 each, then you register €3.2 as a gift. This amount needs to be accounted as an expenditure. You do it by specifying the account in the shift acceptance window.
Setting up Accounts
As for gift vouchers (certificates), set up the following accounts in Receipts/Expenditures of the Chart of Accounts:
- Create an account to record nominal value amounts of issued vouchers, for instance, the “Certificate Expenses” account with the “Other Expenses” type.
- Create an account to receive discount amounts, for instance, the “Revenue form Certificates” account with the “Revenue” type.
Pay with Voucher
To set up a voucher, follow this:
- Go to Retail Sales > Payment Types and click Add.
- Enter the type name and then its name to be printed on the bill.
- Select the “Voucher" payment type and enter the voucher's nominal value amount.
- Specify a revenue account, for instance, “Revenue from Certificates”.
- An order can be paid in iikoFront using one or several vouchers. For this, you need to specify their number. If the Set precise amount item is selected, the amount equal to the voucher's nominal value multiplied by the number of vouchers will be automatically deposited. In this case, the following situations are possible:
- If an order amount does not exceed the voucher value (or the total value of several vouchers), then the order amount will be deposited automatically, and the amount due will be set to €0.00 (no change allowed).
- If an order amount exceeds the voucher value (or the total value of several vouchers), then the voucher value will be deposited automatically, and the difference will be due.
If the Set precise amount item is not checked, then, after entering the number of vouchers, you need to specify the amount to be paid using this payment type.
- To print a fiscal receipt for an order, check Is fiscal.
- To print a non-fiscal receipt for an order, check Print non-fiscal receipt.
- If you do not want the payment type to be applied to all products and groups, check Only for selected products and groups and select the required products and groups from the list.
- If necessary, set other parameters, enter additional information about this payment method and click the Save button.
In the current version of the system, we recommend that you do not combine a voucher of one value with other payment methods or vouchers of another value, therefore, uncheck the Can be combined with other payment types item. If an order is paid with a voucher of one value and the remaining amount with a voucher of another value or in cash, then the entire order amount will have the “Trade revenue without discounts” revenue account set rather than the account specified in the voucher settings. In this case, the Profit and Loss Report would include the voucher revenue in the “Trade revenue without discounts” total revenue. But you can always check a complete information on vouchers in the Cash Flow Statement or OLAP Sales Report.
Voucher Amounts in Reports
iikoFront Cash Report
Suppose customers are issued 10 €2 vouchers and 15 €4 vouchers. The vouchers were used as follows: €20 order No.38 paid with €2 vouchers, €58 order No.37 paid with €4 vouchers.
Open the “047 Orders by payment type for shift” cash report. In shift No.30, you see amounts paid with vouchers, €78 in total.
Close the till shift.
Open the Sales Record for this shift. Here you see a list of items sold in exchange for vouchers. The “Revenue from Certificates” revenue account is set automatically. The total amount is €38.
Till Shift Reports
Voucher payment details can be found e.g. in the Orders Report. For this, go to Retail Sales > Till Shifts, select our shift No.41 and click the View shift orders report shortcut menu item.
OLAP Sales Report
To learn how many vouchers were used over a period of time and their total amount, run the OLAP Sales Report with the Number of Vouchers parameter in the Payment group.
You can run this report based on the existing OLAP Report, e.g. Payment Type. Set the period: “Current day.” Add the following parameters to the report: Number of vouchers; Order group: Receipt number, Shift number, Table number, Cashier, and Number of vouchers.
You can see that order No.140 was paid with vouchers: 10 vouchers in the amount of €20; order No.141 was paid with vouchers: 15 vouchers in the amount of €58. 25 vouchers of different value in the amount of €78 used.
Profit and Loss Report
Open a Profit and loss report. Set the period: “Current day” and click Update. You will see voucher discount amounts in the "Revenue" item and nominal value amounts in the "Expenditure" item.
In this report, you can check details on account transactions, for instance, “Certificate Expenses.” For this, double-click on the account total. You will be taken to an account card where you can see a list of operations per period.
Registration of Voucher Expenses
After closing a till shift (No.41 in our case), complete the “Till Shift Acceptance" operation. In the first step, change the write-off account from "Money, non-cash" to “Voucher Expenses." For this:
- Select voucher payment using Shift or Ctrl and the Set account according to template shortcut menu item.
- Select the “Voucher Expenses” account, and click OK, this account will appear in the "Write off – To account" field of the selected payments.
- Save changes by clicking Save and close.
As a result, vouchers of different denominations amounting to €78 are written off.
Assume a company signed an agreement with your venue (canteen) for staff meals using special free meal cards. You issued 20 €4 cards and 10 €8 cards.
To register payments by such meal cards, create a revenue account, e.g., “Meal Card Revenue.” Set up denominations (values) for the meal cards (vouchers) and specify the “Revenue” CF article.
Your canteen serves “free” meals to the company’s staff and, once all 30 cards are used, issues an invoice. Until your venue receives money from the company, the revenue accumulates on the “Money, non-cash” account. When settled, the funds shall be transferred to, e.g., the “Money, bank” account.
You can control the number of cards used by means of the OLAP Sales Report. For this, add the following parameters to the OLAP report “Revenue by payment type”: in the Payment group it is the “Number of vouchers” and in the Order group ‒ “Order number.”
You can see that order No.29 was paid with free meal cards: 20 cards in the amount of €80; order No.30 was paid with cards: 10 cards in the amount of €80. Total of 30 cards of different value in the amount of €160.
You can register payments from the company (€160) whether at the time of accepting a till shift (for card payments, you have to change the write-off account from “Money, non-cash” to “Money, bank”) or by means of one pay-in operation (from the “Money, bank” account).
Accept payments using the model deposit operation in the "Money, bank" account card. In the deposit settings (e.g. “Free Meal Accounting”), specify “Money, bank” as a chef account, “Money, non-cash” as a correspondent account, and “Internal Transfer” as a CF article.
Register the payment acceptance operation in iikoOffice.
- Open the “Money, bank” account in the Chart of accounts and select the Pay In shortcut menu item.
- If necessary, change the pay in date and time (current date is set by default).
- In the Receipt type field, specify the pay in reason. Select “Free Meal Accounting” from the list of deposit (pay in) types. The From account, Corr. Account and CF Article fields will be filled up automatically using the default operation values.
- In the Amount field, enter the receipt amount (in our case it is €160).
- If required, enter your comment and print a cash payment order.
- Click Save.
- In the account card, click Update. A WDA “Money, non-cash” to “Money, bank” transaction ("Internal Transfer" CF Article) will be automatically registered.
- The "Internal Transfer" CF report shows crediting of the “Money, bank” account and debiting of the “Money, non-cash” account.