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Browser - Settings : Club Voucher Type Creation

Create your own voucher types and map them to the right accounts

A club voucher type is a template. It decides what a voucher is called, which account its money lands in, when the funds expire, and where staff are allowed to sell it. Set the type up once and every voucher issued under it inherits those rules.

The important word is inherits. Department restrictions on a voucher type are not retroactive - change them today and vouchers already in circulation keep the rules they were sold under. Before you change a chart-of-account mapping on a type that already has vouchers out there, check with whoever handles your accounts about how you want existing vouchers treated.

Finding club voucher types

Open Settings, go to Register Settings, then select the Club Voucher Type tab.

You'll see two groups: Primary Voucher Types, which ship with Club Caddie - Gift Card, Refund, Rain Check, Credit books and Awards - and Club Voucher Types, which are the ones your facility has created.

Creating a voucher type

Step 1 - Select ADD. A new blank row opens in the Club Voucher Types table. You fill it in across the row rather than in a separate form.

Step 2 - Give it a Name your staff will recognise on the register, then set its Voucher Type - currently there's one option to pick. The name is required and has to be distinct from the ones you already have - if a new name reads as part of an existing name, Save will tell you the type already exists. Pick a name that stands alone.

Step 3 - Map the accounts. Chart Of Account is where money from this voucher is recorded. Expiration Income Chart Of Account is where the value goes if a voucher expires unspent - the two are separate on purpose, and your accountant will care about the difference.

Step 4 - Set where it can be sold. The last three columns are each a True/False choice:

  • Available Online - True lets customers buy it themselves
  • Available For POS Sale - True lets staff sell it at the register
  • Available For POS Sale For Specific Roles - True narrows register sales to chosen roles, for

when only certain staff should be issuing a voucher type

Step 5 - Select SAVE at the end of the row. CANCEL discards the row; nothing is saved until you select SAVE.

Setting expiration

Expiration Strategy opens a panel for that voucher type - from the ... menu on a type you created, or from the button sitting directly in the row for one of the built-in Primary types. Pick one of three strategies - a specific date, a length of time after activation, or the same date each year - and fill in the value for the one you picked. Only the section belonging to your chosen strategy is editable. On the duration option, the Years, Months and Days fields start at 0 - and 0/0/0 saves as immediate expiration. Set the duration you actually want before you save. Save is the only button on the panel; close it from the header to back out.

This is the setting that determines whether the value in Expiration Income Chart Of Account ever gets used, so it's worth agreeing with whoever handles your accounts before you set it.

Limiting a voucher type to certain departments

Department opens a panel where you choose which departments the voucher type applies to - from the ... menu on a type you created, or from the button directly in the row for a Primary type. Select ADD inside that panel to open a row, pick the department from the dropdown, then use that row's own Save. Each row saves separately, and Cancel on the row discards it. Delete takes a department back off the list.

Use this when a voucher should only be spendable in part of your operation - a pro shop credit that shouldn't work in the restaurant, for example.

Editing an existing type

Select the ... button at the end of a Club Voucher Type row to open its menu: Edit, Expiration Strategy, Department and Remove. Remember the rule from the top: your edit applies to vouchers sold from now on, not to ones already out there.

Common Questions

I changed a voucher type's departments but existing vouchers didn't change. Why?

That's expected. Department rules are applied at the moment a voucher is sold, so vouchers already in circulation keep the rules they were issued under.

What's the difference between the two chart of account fields?

Chart Of Account records the money when the voucher is sold and used. Expiration Income Chart Of Account is where unspent value goes if the voucher expires. Different events, different accounts.

Can I stop certain staff from selling a voucher type?

Yes, and it takes two settings in two places. Set Available For POS Sale For Specific Roles to True here, then open Manage Roles, find the role's ... menu and use Club Voucher Type to choose which types that role may sell.

Where do these show up once they're created?

Your created types appear under Club Voucher Types on this screen, and become available wherever you've allowed them - online, at the register, or both.