Voucher Archive
In this article, you'll learn how you can view the current voucher balance at month end.
In this article
User permissions
To view the Voucher Archive, you require the appropriate user permissions. If the Accounting permisssion is not active in your user profile, pelase contact your internal e-guma administrator.
The purpose of the Voucher Archive
At midnight on the last day fo each month, an archive of all vouchers is generated and saved in e-guma. This archive shows the voucher balance at the cut-off point at the end of each month. This archive is extremely useful during year-end.
Voucher balance
The voucher balance contains all vouchers that have been paid for but not yet redeemed.
| Total value of all sold and paid for vouchers | ||
| - Redeemed voucher value | ||
| = Voucher balance |
Exporting the Voucher Archive
- 1
- In the menu of the e-guma Voucher System, select Accounting -> Voucher Archive.
- 2
-
In the
Voucher archive field, select the desired date.
- 3
- Select if you would like to export the Voucher Archive without or only with Complimentary vouchers.
- 4
- Click on the Export button.
- 5
- Open the Excel file that is generated, named Voucherarchive xx.xx.xxxx.csv.
Information in the Voucher Archive
| Voucher Archive | Selected cut-off date, on which the Voucher Archive was generated | ||
| Number of vouchers | Total number of vouchers that have been paid but not yet redeemed for each selected cut-off date | ||
| Balance | Total balance value of all paid, but not yet redeemed vouchers for each selected cut-off date | ||
| List of all vouchers | A detailed list of all paid for vouchers that have not yet been redeemed for each selected cut-off date |
Special cases
Vouchers with the "Invoice" payment method
e-guma will only generate an entry in the Sales Report once an invoice has actually been paid. As such, a voucher order against invoice will only appear in the Voucher Archive once the status in the e-guma Back Office has been set to paid.
If a customer orders vouchers with payment against invoice as well as an additional payment method, only the amounts already paid (rather than the total amount) will be shown in the Voucher Archive.When an order is placed with multiple vouchers, the paid amount is distributed proportionately across all vouchers.
Unpaid vouchers can be redeemed
This can only occur if the Redeem unpaid vouchers functionality is activated in your e-guma Back Office.If an unpaid voucher is redeemed, this will be listed with the redeemed amount shown as a negative value.