Using Vouchers / Certificates

This process enables you to issue a valid voucher/certificate type to a client, and then redeem it in return for goods, animals or services. 

To Issue a Voucher

1. Search for the person.
2. If found, skip to step #6.
3. If not found, click on the Create a New Entry link or click on the New Record link in the orange menu to the left of the screen (if enabled for your site).
4. Fill in the relevant blanks on the Add New Person Mandatory fields: first name, last name, residential address, mailing address if different than residential,   telephone number, and gender.  Depending on your organisation you may be required to confirm identification and include Date of Birth.
5. Click Update Details.
6. On the Person Details page, click the link to Scroll to Bottom
7. Locate the Person Category Voucher / Certificate and click to proceed.
8. Click Issue New Voucher
9. Select the required voucher from the drop down list. 
10. If there is a sale price, enter it in the text box provided.
11. The Date of Issue will default to today. Click the Calendar Icon to amend the date if required.
12. Enter the Voucher Number in the text box provided. If thevoucher/certificatee is set to be assigned a voucher number automatically, this box will be greyed out and will populate when the details are saved. 
13. If the voucher is a spay/neuter voucher, enter the nominated Vet Clinic from the drop down. (*not required for other voucher types)
• This list is populated via Administration > Edit Drop Down Lists > Clinics.
14. If the voucher needs to be linked to a specific animal, such as a Spay/Neuter voucher or sponsored adoption voucher: (*not required for other voucher types)
• Animals already linked to the person being issued the voucher will appear automatically. Click the box to select them if applicable.
• To select an animal not linked to the person, use the Animal Search by clicking the (+) plus at the end of the Animal Search bar. 
15. Click Issue Voucher / Certificate to save.
16. The Receipt page will load.
• Select the Payment Type from the drop down
• Select the Cash Drawer if required
• Fees will auto-allocate to a GL Code as per the set up of the voucher.
• Add any notes if required.
17. Click Update Receipt or Update + Print to finish and return to the Vouchers menu. 

To Redeem a Voucher - Method #1

There are two methods to redeem vouchers. This is the first type.

1. Search for the person.
2. If the voucher is non-redeemable, they will already have a record. If found, skip to step #6.
3. If not found, click on the Create a New Entry link or click on the New Record link in the orange menu to the left of the screen (if enabled for your site).
4. Fill in the relevant blanks on the Add New Person Mandatory fields: first name, last name, residential address, mailing address if different than residential,   telephone number, and gender.  Depending on your organization you may be required to confirm identification and include date of birth.
5. Click Update Details.
6. On the Person Details page, click the link to Scroll to Bottom
7. Locate the Person Category Voucher / Certificate and click to proceed.
8. In the vouchers menu, click the link View Issued Vouchers & Redeem
9. A row will display a summary of details for any previously issued vouchers. From here, there are links to Edit, Cancel, View the Receipt and Redeem. 
10. Click Redeem
11. The Voucher details will display
12. Click Update Voucher / Certificate
13. The Receipt Edit page will load, with the payment method "Voucher / Gift Certificate" already loaded and the payment amount already displayed. 
14. Allocate the fees as directed. 
15. Add any notes
16. Click Update Receipt or Update + Print to finish. 
17. Receipt page will display. Print if required.

To Redeem a Voucher - Method #2

This process assumes that the person has presented a voucher to exchange for an item, or to adopt an animal. In this example we will use the scenario the person is adopting, but the principle is the same for redeeming the voucher for any goods or services in this manner.

1. Search for the person.
2. If the voucher is non-redeemable, they will already have a record. If found, skip to step #6.
3. If not found, click on the Create a New Entry link or click on the New Record link in the orange menu to the left of the screen (if enabled for your site).
4. Fill in the relevant blanks on the Add New Person Mandatory fields: first name, last name, residential address, mailing address if different than residential,   telephone number, and gender.  Depending on your organization you may be required to confirm identification and include date of birth.
5. Click Update Details.
6. On the Person Details page, click the link to Scroll to Bottom
7. Click the link for Adoption (or as applicable for your process)
8. Process the adoption of an animal as per normal until the Edit Receipt page. 
9. In the Payment Method drop down, select the option Voucher / Gift Certificate
10. A pop up will deploy:
• Select the voucher type from the drop down to match the voucher certificate offered by the client. 
• enter the number from the voucher into the text box. It must be a valid number (*if the voucher is non-transferable, it must be a number issued to the person redeeming it)
• If correct, the box will display a green tick along with the value of the voucher. 
• Click Save to continue. 
11. Make sure all fees are correctly allocated. 
12. If a digital signature is required, collect it now
13. Click Update Receipt or Update + Print to finish. 

Reporting for Voucher / Certificates

You can track vouchers using report 657 Voucher Report (in Shelter Reports).

This report enables you to track vouchers issued, outstanding and redeemed. 

You can also track them via payment types on any Receipting report.