FooodPosWiki

Vouchers: Printed batches

Make many one-use voucher codes at once, print them ten to an A4 page, and follow every code. The Printed batches tab, + Generate codes (Prefix, How many), the batch page, Print sheet, Print all, voided too, Download CSV, Edit batch, and voiding a lost code.

Who uses it:OwnerWhere:Back officeWindows POSAndroid POSQR ordering
On this page

A printed batch is a run of one-use codes made at once, such as 200 codes for a Christmas flyer, each good for one bill, once. You print them on A4 sheets, ten to a page, cut them out and hand them out. The batch's page shows every code and where it is now: unused, held on a bill, redeemed, voided.

Before you start

  • You need the right Generate printed codes: it makes the codes, prints the sheet and exports the CSV, because a printed code is money in the hand. Voiding and releasing a code need the right to change Vouchers.
  • Decide what the voucher gives first: it is printed on the codes and cannot change once they are made (see What a voucher gives and when).

The Printed batches tab

  1. Under MASTERS, click Menu, then Vouchers.
  2. Click the tab Printed batches.
Vouchers, Printed batches: every batch, how many of its codes are where, and when it was first printed.
  1. + Generate codes: makes a new batch. Shown only with the right Generate printed codes.
  2. Batch: its name, which opens the batch's page; under it the prefix, when it was made and by whom.
  3. Terms: the small print, as on the Codes tab. A batch the cashier may give away also says so, in green: Given at the POS · good for 30 days · at most 20 a day per outlet.
  4. Codes: how many codes the batch has, and "14 given at the POS" when some were made by the POS. Then how many are Held on an open bill, Redeemed, Revived (given back by a refund) and Voided.
  5. Printed: when the sheet was first printed, or not yet.
  6. Status: On, or Off when the whole batch is switched off.

With no batch yet, the list says No printed batches yet.

Generate a batch

  1. On Printed batches, click + Generate codes. The window Generate printed codes opens.
  2. In Prefix, type up to 10 letters and digits, such as XMAS. The codes print as XMAS-XXXX-XXXX. A prefix is optional.
  3. In How many, type how many codes, from 1 to 5,000. It starts at 100.
  4. In Name, type the name printed on each voucher, such as Christmas RM10.
  5. Fill in what it gives and when it can be used (see What a voucher gives and when).
  6. Optional: under Giving at the POS, tick Can be given at the POS (see Giving at the POS).
  7. Click Generate. The green SAVED says 200 codes generated. Open the batch to print them. and the batch's page opens.
Generate printed codes: the prefix, how many, the name, then the voucher's terms.
  1. Prefix: the start of every code, up to 10 letters and digits. Blank: the codes are only the random part, XXXX-XXXX.
  2. How many: 1 to 5,000. With Can be given at the POS ticked it may be 0: 0 to 5,000 printed codes. 0: only given at the POS.
  3. Name: printed on each voucher and on the bill.
  4. Can be given at the POS: the cashier may give this voucher away from the POS. See Giving at the POS.
  5. What cannot change: the discount and what it cannot be combined with are on the paper. Taken off can still change, with Edit batch.
  6. Generate: makes the codes. While it works it says Generating….

Each code is the prefix and 8 random letters and digits, printed as XMAS-K3F7-Q9ZP. The cashier may type it with or without the hyphens.

The batch's page

One batch: its terms, the print and export buttons, the codes by status, and every code.
  1. The terms: what each code gives, whole bill or chosen items, the small print, how many one-use codes and their prefix, and when the sheet was first printed (or not printed yet). switched off when the batch is off.
  2. Giving at the POS…: whether the cashier may give this voucher away. See Giving at the POS.
  3. Print sheet: the sheet of every code that is not voided. See Print the sheet.
  4. Print all, voided too: the same sheet, voided codes included.
  5. Download CSV: every code as a spreadsheet file. The message says 200 codes exported.
  6. Edit batch: what may still change. See Change a batch.
  7. The status tiles: how many codes are Unused, Held on a bill, Redeemed, Revived by refund, Voided and Expired. Click a tile to list only those; click it again to list all.
  8. Find a code or a bill…: finds a code by any spelling of it, or by the bill it is on.
  9. The code's buttons: History, Release (while an open bill holds it) and Void (while it is on and not redeemed). They work as on the Codes tab (see Vouchers).

The list shows 100 codes a page, with Previous and Next. A code the POS made shows a green Given at the POS beside it. With more than one outlet, the outlet box is beside the buttons: the sheet prints that outlet's currency.

  1. On the batch's page, click Print sheet. The window Print sheet opens with the sheet in it. While it is prepared it says Preparing the sheet…
  2. Check the line at the top, such as 200 codes on 20 pages.
  3. Click Print, and print on A4 paper.
  4. Cut the cards out along their edges.
The print sheet: ten cards an A4 page, each with the name, the value, the code and the terms.
  1. Print: opens the browser's print window for the sheet.
  2. A card: the batch's name, what it gives, the code in large letters, and the terms: the minimum spend, the dates, At the counter only or On QR ordering only when it is, what it cannot be combined with, and One use. One voucher per bill.

The first print stamps the batch first printed with the time. A code the POS gave away is never on the sheet: it was printed on its own slip at the POS.

Download the codes

Download CSV saves a file with one line per code: Batch, Code (as printed), Stored (without hyphens), Status, Bill and RedeemedAt. It holds every code, those given at the POS too. Keep it safe: anyone with the file has the codes.

Change a batch

  1. On the batch's page, click Edit batch.
  2. Change the Name, Valid from, Valid to or Taken off.
  3. To stop every code of the batch at once, untick On — switched off, every code in the batch stops working. The back office asks: Switch the batch off? Every code in it stops working at the POS terminals and on the QR menu.
  4. Click Save. The green SAVED says Its codes follow the batch.
Edit batch: only what is not printed on the codes, and the switch.
  1. Taken off: Before service charge and tax, Before tax only or After service charge and tax. Every code of the batch follows.
  2. On: unticked, every code of the batch stops working. Tick it again to bring them back.

New dates move the printed codes. A code given at the POS keeps the dates printed on its slip.

A sheet was lost

  1. Open the batch, and find each lost code with Find a code or a bill….
  2. Press Void on its row. The back office asks: Void XMAS-K3F7-Q9ZP? It stops working everywhere. A bill already holding it keeps it until that bill is settled, voided or released. Press OK.
  3. If the whole run is lost, switch the batch off with Edit batch instead.

What if…