Voucher details

In this article, you'll learn how to access full details of a voucher order that is placed, and will also learn about the adjustments that you can make to a voucher order.

In the menu of your Voucher System, click on Vouchers -> Manage

In this article

Opening voucher details

1
In the menu of the e-guma Voucher System, select Vouchers -> Manage 
2
In the Voucher Management Tool, click on the Information icon for one of the vouchers you wish to view.
3
The detailed view will now open, showing full details of the relevant voucher.

    

Downloading documents

Clicking on the Voucher or Receipt buttons for invoices/payment slips respectively gives you the option of re-downloading the documents at any time, as well as enabling you to print them.

   

Deleting vouchers

Important information about the Delete Voucher (to delete an individual voucher) and Delete order buttons (where an order contains multiple vouchers) can be obtained from the article on Deleting Vouchers.

    

General

In the first section, labelled General, you will see the following voucher details:

Code Order No.
Balance Initial Balance
State Voucher type
Sales location Method of payment
Order date Expiration date
Fully redeemed on Issued by (user)

Downloading all vouchers in an order as a PDF

If an order contains multiple vouchers, you can download all vouchers in this order as a PDF at any time. In the Order number field, click on the link to Download all vouchers from this transaction, after which a PDF will be available to download and print.

Converting to value vouchers

You also have the option to convert a voucher for services into a stored value voucher. To do this, go to the Voucher type field and click on the Convert to value voucher link. Confirm your command by clicking on the blue Convert button.

User permissions

To convert a voucher for services into a stored value voucher, you must have access to the Voucher management -> Edit vouchers. If your user account does not have the necessary permissions, please contact your internal e-guma administrator.

Changing the payment method

You can learn how to change the payment method for a voucher order here.

Changing the expiry date

The expiry date cannot be changed if the voucher has already been redeemed.

In the Expiry date field, click on Edit and enter the new date, as well as comment why you would like to change the date, then click on Save.

If you would like to print the voucher PDF with the new expriy date, click on the Voucher button at the top.

User permissions

To adjust an expiry date, you must have access to the permission for Voucher management -> Edit vouchers. If your user account does not have the necessary permissions, please contact your internal e-guma administrator.

Change language of the voucher

Click in the field  Language field, click Edit and select the new language in which the voucher should be displayed. The change only affects the selected voucher.

Sending an invoice by e-mail

If you would like to send an invoice for a voucher order to your customer (provided that QR-bill is active -> inclusive payment slip) , you can download the online invoice with a single click.

      

Comments

Important information can be entered at any time in the fields Remark for voucher (only applies to this voucher) and Remark for order (applies to the entire order). Click on Edit to adjust the comment.

Redeem voucher

The comment for voucher appears directly when redeeming the voucher - regardless of which redemption variant you are working with. 

The comment for order does not appear when redeeming a voucher.

Voucher management

In the voucher administration you can search for the remark. When exporting a voucher, the remarks are listed in the Excel file. 

If a comment is entered for a voucher, the info symbol in the voucher administration becomes golden. As soon as you move the mouse over it, the remark appears.

   

Voucher information

In the Voucher information section, you will see which variant the customer selected (if drop-down menus are available), e.g., a breakfast voucher for two people.

   

Printing

Text

This shows the data that is visible when the voucher is printed. You can also edit this field and adjust the voucher to take account of any typographic errors. Customers often forget to personalise their vouchers - and this is another thing that you can correct for them.

Once the adjustments have been made, the voucher will be changed in the background and you can reprint it using the Voucher button.

Layout

When printing, you also have the option of changing the layout. For example, if a customer has ordered a voucher via the online shop and selected the "print@home" option, but subsequently decides that he or she would prefer to receive the voucher by post, that's no problem for you! In the Printout section, click Edit and select the appropriate layout.

Once the adjustments have been made, the voucher will be changed in the background and you can reprint it using the Voucher button.

  

Order address

This field shows details of the person who ordered the voucher as well as the language used for correspondence.If, for example, there is a typo in the e-mail address, click on Edit and correct the mistake.Once you have saved the changes, the invoice or receipt will be updated automatically.Send a confirmation to the customer as required by clicking on the Re-send confirmation e-mail button.

       

Redemptions

In the Redemptions section, you'll see when the voucher was last redeemed (in full or in part) and by whom. An optional reference number relating to the redemption is shown here. If a voucher has been redeemed in the e-guma ticket system, the order number of the ticket order is displayed here as well. 

Learn how to cancel a redemption here.

    

Voucher protocol

The Voucher Log shows an overview of individual actions and can demonstrate which steps were taken by which user.