Clear vouchers

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Clear vouchers manually

Manual clearing has the advantage that it is very flexible and you can do it at any time. To do this, in the menu of your e-guma voucher system select Accounting -> Clear vouchers. Click on the blue Clearing button at the top right.

Clearing criterion

Now a new dialogue window will be opened. You can select from the three different clearing criteria:

Issued or Expired

For the first option ( Issued), vouchers issued before a certain date are cleared. For the second option (Expired), vouchers which have expired before a certain date are cleared. 

Once you enter a date, e-guma immediately calculates how many vouchers (incl. total amount) will be cleared. By clicking on the link Show preview you can download a list of the vouchers to be cleared for checking purposes (this list is only a preview).

With a click on the blue Clearing button, the clearing will be initiated. The clearing can take several minutes.

Individual

With the option Individual, you can enter one voucher code per line. e-guma immediately calculates how many vouchers (incl. total amount) will be cleared. With a click on the blue Clearing button, the clearing will be initiated. The clearing can take several minutes.

Retroactive clearing

If you forget to carry out the clearing at the end of the month, you can carry out the clearing retroactively. What happens? For voucher archives between the retroactive date and today, the vouchers that have been cleared are removed.

When listing the clearing on the Site Map, the date for the retroactive clearing is displayed as the clearing date. The second line shows the date on which the clearing was carried out.

Clear vouchers automatically

If you always want to clear your vouchers at the same time, we recommend that you activate automatic clearing. In the menu of your e-guma voucher system, select Settings -> Voucher system. Scroll down and activate the field Automatically clear vouchers.

Time of execution

You can choose the last day of each month. As a rule, vouchers are cleared on the last day of the business year. However, you can also flexibly select several months.

Clearing criterion

Here you can determine the clearing criterion and the number of years. For the first option, Issued, vouchers that were issued more than 2 years ago, for example, can be cleared.
For the second option, Expired, vouchers that expired more than 2 years ago, for example, can be cleared.

Notification

Would you like to be notified a few days before and immediately after clearing? If so, you can enter the desired e-mail address(es) here.

You also have the option of sending the notification to all users with Administration and Accounting rights. In this case, the e-mail will be sent to the e-mail addresses stored in the user profiles.

You will receive an e-mail on the 20th of each month (from 9:00). The e-mail will inform you of the imminent automatic clearing. As soon as this has been successfully carried out, you will receive a confirmation including a report of all vouchers that have been cleared. You can also view this report at any time on the Site Map of the Clear vouchers menu. 

Information about the next automatic clearing

If you have activated automatic clearing, information on when the next automatic clearing will take place appears at the top of the Accounting -> Retire vouchers menu.

Maison vouchers

If you book Maison vouchers when issuing, the Maison vouchers will also be cleared. In the reports, the Maison column shows whether a particular voucher is a Maison voucher.

If you do not book Maison vouchers when issuing, or you only book these when redeeming, the Maison vouchers will not be cleared. 

Cleared vouchers in the voucher management system

If you want to view all cleared vouchers, in the Search function, in the Status field, enter Derecognized.

Redeem cleared vouchers