FooodPosWiki

Vouchers (member vouchers)

The kinds of voucher you give your members. Voucher templates with + New template and its two tabs, Voucher and Item basket; how a member gets one (by hand, at sign-up, on a birthday, in a campaign, given on a purchase); Look up a voucher; and Run today's birthday vouchers.

Who uses it:OwnerWhere:Back office
On this page

A member voucher belongs to one member. It is kept in the Member Portal under its own serial, such as V-A1B2-C3D4, and the member uses it when they pay, through the member on the bill. Vouchers under Member is where you make the kinds of voucher you give, look one voucher up by its serial, and give today's birthday vouchers.

Each kind is a template: what the voucher takes off, on which bills, for how long, and how a member gets it.

Before you start

  • To see the screen, your back office access group needs Member (members, points, wallet, vouchers), View.
  • To make, change or switch off a template, it needs Connect or disconnect Member; points rule, wallet rules, voucher templates, redeem rules, settings.
  • To void a voucher or run the birthday vouchers, it needs Issue, void or redeem a member's voucher; run the birthday vouchers.
  • For a voucher taken off chosen items, have your items' codes at hand: the voucher names items by their code.

Open Vouchers

  1. In the back office's menu, under MASTERS, click Member, then Vouchers.
  2. The page and its tab are named Member vouchers.

The screen, part by part

Member vouchers: the templates, then one voucher by its serial and today's birthday vouchers.
  1. Vouchers: under MASTERS, in the Member category. The page is titled Member vouchers.
  2. Show switched off (1): lists the templates switched off too, drawn paler. Shown only when there is one; the number is how many.
  3. Refresh: reads the templates again from the portal.
  4. + New template: makes a new kind of voucher. See Make a template.
  5. Code: the template's short code, such as WELCOME10. It cannot be changed once made.
  6. Name: what the member and the receipt call it.
  7. Given: how a member gets it: Manual, Sign-up, Birthday, Campaign or On a purchase. See How a member gets a voucher.
  8. Worth: what it takes off: an amount (RM 10.00), a percent (10%), or Free item.
  9. Bill at least: the least the bill must be for the voucher to be used, or — for any bill.
  10. Taken off: Whole bill, or Chosen items with how many items. Point at it to see their codes.
  11. Valid days: how many days a voucher lasts from the day it is given.
  12. Status: On, or Off for a template switched off.
  13. Edit and Switch off: change the template, or stop giving it. See Change or switch off a template.
  14. Look up a voucher: one voucher, by the serial printed or shown on it. See Look up a voucher.
  15. Birthday vouchers: gives today's birthday vouchers. Shown only to a person who may issue and void vouchers. See Give today's birthday vouchers.

How a member gets a voucher

A template's Given says how its vouchers reach members:

  • By hand, from a member's page: you give it yourself, one at a time, with Issue a voucher on the member's Vouchers tab. See Members: one member's page.
  • At sign-up, by itself: every new member gets it when they are registered, at the POS or in the back office. Vouchers for each new member says how many, 1 to 20.
  • On a birthday, by the birthday run: a member whose birthday is that day gets it when Run today's birthday vouchers is pressed. Nothing gives it by itself.
  • In a campaign: kept as a campaign voucher. From FooodPos it is given by hand, from a member's page.
  • Given on a purchase: by itself, when a bill paid at the POS with the member on it meets the rule you set. A bill with no member earns nothing, and a voucher earned on a bill cannot be used on that same bill.

Any template can also be given by hand. A cashier can give some of them from the POS's table screen too, with Give voucher: you choose which in Member settings.

Make a template

Click + New template. The window New voucher template opens on its first tab, Voucher, in three numbered parts. The second tab, Item basket, holds the items, when there are any, and says the whole voucher back in plain words.

The Voucher tab: what it is and what it gives

The Voucher tab, parts 1 and 2: the voucher, and what it gives when a member uses it.
  1. Voucher and Item basket: the window's two tabs. Item basket shows how many items are chosen, such as Item basket (2).
  2. Code: needed. Letters, digits, - and _, with no spaces, up to 50. It is kept in capitals and cannot be changed later.
  3. Name: needed. What the member and the receipt call it.
  4. Switched on: ticked, the voucher can be given. Untick it to make a template you do not give yet.
  5. Description: optional words for yourself.
  6. Worth: A fixed amount off, A percent off, or Free item (one unit): one piece of one of the chosen items, the dearest of them on the bill.
  7. Amount off (RM) (or Percent off): what the voucher takes off, above 0. A percent is at most 100. A free item has no figure: the item's own price is what comes off.
  8. Taken off: The whole bill, or Chosen items only. With chosen items, the line under it says how many are chosen on the Item basket tab, which a click opens. A free item is always on chosen items.
  9. When it is taken off: before or after the service charge and the tax. See When it is taken off.
  10. The bill must be at least (RM): the member can use the voucher only on a bill of at least this amount. 0 for any bill.
  11. Valid for (days): how long a voucher lasts, counted from the day it is given. A whole number, 1 or more.
  12. At most on one bill: how many of these vouchers one bill may take, 1 to 99. 1 for one a visit. For a free item, each frees a different piece.
  13. 3. How a member GETS it: see the next part.
  14. Save: saves the template. It reads Saving… while it is sent. The buttons stay at the foot of the window while the form scrolls.

The Voucher tab: how a member gets it

Part 3 starts with Given. Its line changes with the choice, and two choices add boxes of their own: At sign-up, by itself adds Vouchers for each new member, and Given on a purchase adds The purchase that earns it.

Part 3 for a voucher given on a purchase: the purchase that earns it.
  1. Given: By hand, from a member's page, At sign-up, by itself, On a birthday, by the birthday run, In a campaign or Given on a purchase. The line under it says what the choice does. See How a member gets a voucher.
  2. Spend at least (RM): the amount the bill must reach to earn the voucher. Leave it empty for no amount rule.
  3. On: what the amount is counted on: The whole bill, before discount (the subtotal), The whole bill, after discount (the total), What the customer paid (the bill less what the member's wallet, points and voucher paid), or Only the chosen items (what the items chosen on the Item basket tab come to; needs both an amount and the items).
  4. The purchase must include: the items the bill must have to earn the voucher, chosen on the Item basket tab. Any item: no item rule. when none are chosen.
  5. At least: how many of those items, counted together. 1 means any one of them. Greyed out while no item is chosen.
  6. Give (vouchers per bill): how many vouchers the member gets each time, 1 to 20.
  7. For a bigger purchase: not ticked, a bill earns the vouchers once however large it is. Ticked (Again for every full step), it earns them again for every full amount, and every full count of the items, it reaches: RM 250 on an RM 100 rule gives 2 sets. At most 50 vouchers a bill.
  8. How often: Every bill, Once a day for each member, or Once for each member (once, and never again).
  9. Monthly: ticked, the member gets one set for each of that many months, 1 to 60, all given at once. The first set is for the month of the bill; each later one can be used from the 1st of its month; all end together on the last day of the final month, so an unused month carries over. At most 10 vouchers a month. Valid for (days) is then not used.

A purchase rule needs an amount, or items, or both. Until it has one, an amber line says Choose an amount, or items (on the Item basket tab), or both.

The Item basket tab

The Item basket tab of a free-item birthday voucher, and the voucher said back in plain words.
  1. Item basket (2): the tab, with how many items are chosen on it.
  2. The items it is taken off: for a voucher on chosen items, When it is used: it is taken off these items; for a free item, When it is used: one of these items is free. Each chosen item shows its code and name; ✕ takes it off. An item switched off says (off); a code that is no item of yours says (not an item here).
  3. Search items by name or code…: type part of a dish's name or code, then click it in the list. Enter adds the only match. A code that matches nothing can still be added with Add “X” as a code.
  4. In plain words: the whole voucher said back: how a member gets it, and what it gives. Read it before you save.

For a voucher Given on a purchase, the tab also has To get it: the purchase must include these items (or, with Only the chosen items, To get it: the spend is counted on these items). These are the items a bill must have to earn the voucher, and have nothing to do with what the voucher is taken off. A set meal is named by the set's own code, not its dishes.

A voucher taken off the whole bill and not given on a purchase needs no items: the tab says No items are needed: this voucher is taken off the whole bill, and it is not given on a purchase.

Make a welcome voucher

  1. Click + New template.
  2. In Code, type WELCOME10; in Name, Welcome RM10.
  3. In Worth, choose A fixed amount off, and type 10 in Amount off (RM). Leave Taken off at The whole bill.
  4. In The bill must be at least (RM), type 30. In Valid for (days), 30.
  5. In Given, choose At sign-up, by itself. In Vouchers for each new member, leave 1.
  6. Open Item basket and read In plain words: Given to every new member at sign-up. and Each voucher takes RM 10 off the whole bill, on a bill of RM 30 or more, within 30 days of getting it. One of these vouchers on a bill.
  7. Click Save. SAVED shows, and the green box says "Welcome RM10" is saved.

Make a voucher earned on a purchase

  1. Click + New template. Type a Code and a Name, such as SPEND100 and RM5 off next visit.
  2. In part 2, say what it gives: A fixed amount off, 5.
  3. In Given, choose Given on a purchase.
  4. In Spend at least (RM), type 100, and choose what it is counted On.
  5. To ask for items too, open Item basket and choose them under To get it.
  6. Set Give, How often, and, for a monthly series, Monthly.
  7. Read In plain words: A member who spends RM 100 or more, after discount, gets 1 voucher. Every bill.
  8. Click Save.

From then on, a bill paid at the POS with the member on it that meets the rule gives the member the voucher by itself. The receipt and Member sales say which vouchers a bill earned.

Make a free-item voucher

  1. Click + New template, and type a Code and a Name.
  2. In Worth, choose Free item (one unit). Taken off becomes Chosen items only, and cannot be changed.
  3. Open Item basket. Under When it is used: one of these items is free, search for each item and click it.
  4. Back on Voucher, choose how it is Given.
  5. Click Save.

When it is taken off

When it is taken off says where the voucher comes off the bill. FooodPos keeps this choice itself, by the template's code: the Member Portal has no such setting.

  • Before service charge and tax: the service charge and the tax are worked on the amount after the voucher. On chosen items, it comes off those items' lines on the bill.
  • Before tax only: the service charge on the full amount, the tax on the amount after the voucher.
  • After service charge and tax (as a member payment): it comes off what the member pays, as a member payment.

A template with no choice of its own takes Before service charge and tax when it is on chosen items, and After service charge and tax (as a member payment) when it is on the whole bill or is a free item. The list follows Taken off until you choose.

Until the server is updated for it, the list is greyed out and says Available once the server is updated.

Change or switch off a template

  • Edit: opens Edit template SPEND100. Its Code is locked: A template's code cannot be changed. Change the rest and click Save.
  • Switch off: the back office asks Switch off "Welcome RM10"? No more of it will be given. Vouchers already given stay valid. Click OK. The green box says "Welcome RM10" is switched off. To see it again, tick Show switched off.

To give a switched-off template again, edit it, tick This voucher can be given, and save.

Look up a voucher by its serial

One voucher, by its serial: what it is, its dates and its member.
  1. The serial: type the serial printed on the voucher or shown on the member's phone, such as V-A1B2-C3D4.
  2. Look up: finds it. It reads Looking… meanwhile.
  3. Status: Active, Used, Expired or Voided. Beside it, Past its date in amber for an active voucher whose last day has passed, and From Nov 2026 for a later month of a monthly series.
  4. Open the member: opens the member's page. The lookup does not say the member's name.
  5. Void this voucher: cancels it for good. Shown for an active voucher, to a person who may void vouchers.
  1. Type the serial in Look up a voucher, and click Look up.
  2. Read what the voucher is, its dates and its status.
  3. To cancel it, click Void this voucher, give a reason in Note: why if you like, and click Void this voucher in the window. The box says Voucher V-A1B2-C3D4 voided.

Give today's birthday vouchers

Birthday vouchers are not given by themselves. Each day, somebody presses Run today's birthday vouchers, here or in the Member Portal. It gives every Active member whose birthday is today one voucher of each birthday template that is switched on.

  1. On the day, after 8:00 in the morning, click Run today's birthday vouchers. It reads Running….
  2. A green box says what was given: Done. 3 birthday vouchers given., and lists each one, such as Tan Mei Ling: BDAY, serial V-9F3C-11AB, valid to 25 Nov 2026. More than 20 end with And 5 more.

Other answers: Done. No new birthday vouchers: nobody has a birthday today, or they already have theirs., and Nothing was given: there is no birthday template switched on.

What if…