FooodPosWiki

Vouchers

The back office's Vouchers page, part by part. The three tabs, the Codes list with what each code gives and where it is now, adding a reusable code such as WELCOME10, a code's history, releasing a code stuck on an open bill, voiding and deleting.

Who uses it:OwnerManagerWhere:Back officeWindows POSAndroid POSQR orderingKiosk
On this page

A voucher is money off that a guest brings with them: a code they say, type on the QR menu, or hand over on paper. The POS checks it with the cloud and takes it off the bill. In Vouchers you make the codes, see where each one is now, and take care of the ones that went wrong.

There are two kinds of restaurant voucher:

  • Codes: a word you choose, such as WELCOME10, that many guests can use, or one guest once.
  • Printed batches: many one-use codes made at once, printed on a sheet to hand out (see Printed batches).

Member vouchers are not here: they are under Member, Vouchers.

Before you start

  • You need the Vouchers screen in your back office access group: to see it, or to change it. Making printed codes is a right of its own: Generate printed codes.
  • A voucher is checked online only. A POS with no internet cannot take a voucher: the bill can still be paid, and the voucher applied once the connection is back.
  • One voucher per bill, besides QR game prizes (see Vouchers with promotions and discounts).

Open Vouchers

  1. In the back office's menu, under MASTERS, click Menu, then Vouchers.
  2. The tab Codes is open.

The Codes tab, part by part

Menu, Vouchers: the three tabs, and every reusable code with where it is now.
  1. Vouchers: under MASTERS, in the Menu category.
  2. Codes: the reusable codes you named. This guide is about this tab.
  3. Printed batches: one-use codes made in runs, to print. See Printed batches.
  4. Given at the POS: every voucher a cashier gave away from the POS. See Giving at the POS.
  5. Search code or name…: finds a code by its code or its name. A QR game prize is not listed here, but searching for its code finds it.
  6. Show voided: also lists the codes that are voided or switched off. They are drawn pale.
  7. + New code: makes a reusable code. See Add a code.
  8. Code: the code as the guest gives it, and its name under it.
  9. Gives: what it takes off, such as RM10.00 off or 20% off, up to RM10.00, and a small Bill (off the whole bill) or Items (off chosen items).
  10. Terms: the small print, one clause each: the minimum spend, the dates, POS only or QR menu only, cannot be combined, not with 2 promotions, not with a manual discount, and how it is taken off when it is not the usual way.
  11. Uses: 3 of 50 used, 12 used, no limit, or one use. An open bill holding the code counts as a use. "1 given back by refund" when a refund gave a use back.
  12. Now: where the code is now, with the time: held on bill …, redeemed on bill …, released from bill …: why, or revived by the refund of bill …. "—" for a code never on a bill.
  13. Status: Unused (it can be used: a code for many bills stays Unused while it has uses left), Held on a bill, Redeemed (no uses left), Revived by refund, Voided or Expired (past its Valid to).
  14. The row's buttons: History, Release (only while an open bill holds it), Edit, Void (while it is on) and Delete. See below.

Add a code

  1. On the Codes tab, click + New code. The window New voucher code opens.
  2. In Code, type what the guest will say or type, such as WELCOME10. Letters and digits; hyphens and spaces are ignored, so WELCOME-10 is WELCOME10.
  3. In Name, type the name printed on the bill, such as Welcome RM10.
  4. Fill in what it gives and when it can be used, as What a voucher gives and when says.
  5. Under When it can be used, choose Uses: many or once. With many, type At most how many bills in all, or leave it blank for no limit.
  6. Keep On ticked, and click Save. The big green SAVED shows the code.
The New voucher code window: the code, its name, its uses, and On.
  1. Code: 3 to 30 letters and digits, kept in capitals. One code per voucher.
  2. Name: up to 100 characters, printed on the voucher and on the bill.
  3. Uses: many (several bills) or once (one bill). Once the code has been on a bill, this is fixed: Fixed once the code has been on a bill.
  4. At most: with many, the most bills in all. Blank means no limit.
  5. On: unticked, the code is refused as voided.
  6. Save: saves the code. Every POS can use it at once: a code is checked with the cloud each time.

A code's history

History on a row opens the code's story: every bill it was held on, redeemed on or released from, and each refund that gave it back.

A code's history: two bills, the second one still open.
  1. Release: on a bill still holding the code. See the next part.

The top line repeats the code's status, name, discount, terms and uses, and its batch for a printed code. A code never on a bill says This code has never been on a bill. When refunds gave it back: Given back by a refund 1 time. A code is given back only on a full refund, once per use. The revived row says Revived by refund R0003 (Aina).

Release a code stuck on an open bill

A code is held by the bill it is on until that bill is paid or voided. When a table walked out, or a POS broke with the bill open, the code stays held and the guest cannot use it. Release it:

  1. On the code's row, press Release (or Release in its History).
  2. The window Release STAFF20 says: The code comes off the open bill holding it, that bill is recalculated without it, and the code can be used again. Do this only for a bill nobody is going to settle.
  3. In Why, type the reason, such as table left, bill abandoned. It is written on the code's history with your name.
  4. Press Release. The message says STAFF20 released from bill HQ-000431; the bill was recalculated.

Void a code

  1. On the code's row, press Void.
  2. The back office asks: Void WELCOME10? It stops working at every POS and on the QR menu. A bill already holding it keeps it until it is settled, voided or released. Press OK.
  3. The message says WELCOME10 voided. The code is listed only with Show voided ticked.

To use it again, open it with Edit, tick On, and Save.

Delete a code

  1. On the code's row, press Delete.
  2. The back office asks: Delete WELCOME10? A code that has been on a bill is voided instead, so its history stays. Press OK.
  3. A code never on a bill is deleted (Deleted). One that has been is voided instead: Voided instead — used on bills.

What if…