Overview

Vouchers are an alternate way of paying an amount of money across A voucher is a token or printed card which can be used as cash or credit against a future purchase .  Vouchers are bought by customers and redeemed for goods and services across CRM.COM modules. Customers can buy vouchers and use them to perform payments within the system, while optionally, limitations can exist on the products money can be spent on. 

Vouchers features

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  The products on which the vouchers can be redeemed can be subject to restrictions. 

Voucher features

• Voucher payments credit the accounts receivable of the customer.
• Can be created for use on specific products or against general purchases.
• Used to create voucher offers that provide additional value when the vouchers are redeemed.
  
• Generated in reusable lots.
• 'Accepted' or 'Activated' vouchers can be used by customers for purchases, while 'Rejected', 'Canceled' or 'Purged' vouchers cannot.
• Can be exported in a CSV file and sent for printing and distribution to shops.
• A voucher's current stage is represented by its life cycle state.

Setting Up Vouchers

To start using vouchers you must begin Start by defining voucher types which that determine the main characteristics of the vouchers to be generated. Proceed by configuring Next, configure the voucher definition to define with additional restrictions and you are ready to start using vouchers. 

Types

Voucher types are used to define the information used parameters for generating vouchers.  The type determines , such as the amount of money the that each voucher can be redeemed for, the products that it can be purchased with the voucherused to purchase, the financial transaction type that will be logged when the voucher is used, as well as information related to the voucher's secret number of the voucher.

Types fields

The table describes the sections of Voucher Types Data Entry page , and explains how the fields in the page are used.

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Business definitions

Vouchers definitions are business rules which are Rules used to define restrictions associated with the life cycle state of vouchers. There can only be one active definition at a time.

Definition fields

The table describes the sections of Voucher Definitions Data Entry page , and explains how the fields in the page are used.

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Related configuration areas

The following modules are related to Vouchers and to vouchers and may be configured for the Vouchers module the vouchers module to operate at its full capacity.

Mandatory modules must be configured for the Vouchers the vouchers module to work.  Optional modules may be configured for the Vouchers the vouchers module to operate at its full capacity.

Using Vouchers

Vouchers are created through lots. Lots provide the important information required for vouchers, such as the voucher type, the dates for which the voucher is valid and the value of each voucher. Once in lots from which they inherit their type, value and validity dates (required information).  Once the lot details are defined, the vouchers can be generated.

Once a voucher is created it goes Vouchers go through a number of different stages till it is finally available for use by customers. Each stage is identified through stages, each identified through its life cycle state before they can be used. Multiple processes are responsible for processing and progressing  Various processes progress vouchers through their life cycle.

Refer to the fields available for lots and vouchers and follow then refer to the available actions to find out how to handle vouchers

• Generating Vouchers
• Generating vouchers
• Amending lots to generate more vouchers 
• Modifying Vouchersvouchers
• Accepting Vouchersvouchers
• Activating Vouchersvouchers
• Exporting Vouchersvouchers
• Rejecting Vouchersvouchers
• Cancelling Vouchersvouchers
• Purging Vouchersvouchers
• Paying using with a voucher 

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Voucher life cycle paths

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(Processes in orange are not carried out in CRM.COM)

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lot lot

Lot fields

The table describes the sections of of the Lot Data Entry page , and explains how the fields in the page are used.

 Mandatory   Configurable

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voucher voucher

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Voucher fields

The table describes the sections of of the Voucher Data Entry page , and explains how the fields in the page are used.

 Mandatory   Configurable 

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Creating and processing vouchers

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Generate Generate

Generating vouchers

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Vouchers Multiple vouchers are created in batch (multiple vouchers at a time) a single flow through lots. 

1. Navigate to to Finance > Vouchers > Manage LotsVoucher Lots and click on NEW from the Action menu.
2. Create a lot by providing the voucher type, the number of vouchers to be created and the their effective and expiration date for the vouchers. Click on 
3. Actions > Generate Once you SAVE, click on Generate Vouchers available from the Actions Menu of the Data Entry page.  
4. Select to 'Select Execute Now' to  to generate the voucher's instantly or 'Schedule for' a time in the future and vouchers immediately or Schedule for to set a date/time and SUBMIT. 

Additional Information

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amend_lot amend_lot

Amending lots to generate more vouchers

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vouchers

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Lots can be amended and reused in order used again to generate new vouchers. The new vouchers will be generated based on the same information as the lot's previously generated vouchers. 

1. Navigate to Finance  Finance > Vouchers > Manage Voucher Lots.
2. Search for lots in a 'Posted' life cycle state, select one and go to the Data Entry page.
3. Click on Actions > Amend available from the Actions Menu of the Data Entry page.
4. Select to 'Select Execute Now' to  to generate the voucher's instantly or 'Schedule for' a time in the future and SUBMIT. 
   

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1. vouchers immediately or Schedule for to set a date/time and SUBMIT. 
   
   

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Modify Modify

Modifying

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vouchers

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Vouchers can be modified and their values corrected (e.g., voucher type and validity dates) instead of being canceled or rejected.  

Vouchers must be in an 'Activated' or 'Accepted for Activation'  Life Cycle State life cycle state to be 'Modified'modified.     

1. Navigate to to Finance > Vouchers > Manage Lots and .
2. Search for the lot that includes the and select the lot of vouchers you wish to modify and go to the Data Entry page.
3. From the The Vouchers Included in Lot section you can see displays the vouchers that will be updated.
4. Click on Actions > Modifyon Modify from the Actions menu to open the Modify Vouchers modal   modal and provide the new information to be updated.
5. Click on Submit to proceed with the update.
   

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Accept Accept

Accepting

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vouchers

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Once vouchers are generated they are either accepted for further processing or rejected. You can either accept a lot, in which case all included vouchers will be accepted (life cycle state changed to accepted) or one by one. Once acceptance is successfully completed the Life Cycle State of each Voucher Vouchers can be accepted individually or all vouchers in a lot can be accepted simultaneously by changing the life cycle state of the lot to 'Accepted'. Once accepted the life cycle state of each voucher is updated from 'Draft' to 'Accepted for Activation'.

Accepting multiple vouchers 

1. Navigate to to Finance > Vouchers > Manage Lots Lots.
2. Search for and select the lot that includes the vouchers you want to accept and go to the its Data Entry page.
3. Click on Actions > Accept from the Actions menu to open the Accept Vouchers modal Select to ' modal.
4. Select Execute Now' to accept all voucher's instantly or 'Schedule for' a time in the future and  to accept the vouchers immediately or Schedule for to set a date/time and SUBMIT. 

Accepting a single voucher

1. Navigate to Finance to Finance > Vouchers > Manage Vouchers.
2. Search for and select the voucher you want to accept and go to the its Data Entry page.
3. Click on Actions > Accept from the Actions menu.

Additional Information 

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Activate Activate

Activating

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vouchers

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Once accepted vouchers are manually verified they must be activated and sent out for printing before they are ready to be distributed for sale to customers. You have the option to activate verified, they must be activated and sent for printing. It is possible to simultaneously activate all vouchers included in a lot, or a number of vouchers within a specific range specific range, or even vouchers of a specific type.

1. Navigate to  to Finance > Vouchers > Perform Voucher Activations.
2. From Click on NEW from the Top Menu click on New  to go to the Data Entry page.
3. Provide any of the criteria or combination of criteria which will following criteria to determine the vouchers to that will be activated choosing between:
   
   1. Lot
   2. Voucher Type
   3. Voucher Number Range
4. Go to In the Scheduling Settings tab Select to 'select Run Now' to activate voucher's instantly or ' to activate the vouchers immediately or Run on a specific date/time' to define  to set a time in the future .

5. SAVE and SUBMIT.

Additional Information

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Export Export

Exporting

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vouchers

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Once activated Activated vouchers are ready for printing and distribution to customers . You can export vouchers and can be exported in a file of CSV, XML, or Excel file format.  

1. Navigate to to Foundation > Utilities > Export Data > Export Vouchers.

2. Click on NEW to  from the Actions menu on the Summary page to create a new export definition from the Actions menu of the Summary page.

3. In the Output Settings tab provide the lot you wish to export vouchers from the lot from which the vouchers should be exported and the format of the exported file.
4. Go to In the Scheduling Settings tab Select to 'select Run Now' to activate voucher's instantly or ' to activate the vouchers immediately or Run on a specific date/time' to define  to set a time in the future .

5. SAVE and SUBMIT.

6. Once the run is completed, go to the Process Runs section  section and click on the Download File link to download the file with the exported vouchers.

Export File Samples

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  EXCEL EXCEL

  Excel

The Excel file contains one column for each field that is exportedexported field. The first row includes the headers. 

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The CSV file contains one column for each field that is exportedexported field. The first row includes the headers.

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 <vouchers>
    <voucher>
		<number></number>
		<secret_number></secret_number> 
		<life_cycle_state></life_cycle_state>
		<value></value>
		<extra_added_value></extra_added_value>
		<effective_date></effective_date>
		<expiration_date></expiration_date>
		<expiration_date></expiration_date>
		<lot_number></lot_number>
        <product_codes>
			<product_code>
        	</product_code>
        </product_codes>
        <product_types>
			<product_type>
        	</product_type>
        </product_types>
        <udf_string_1></udf_string_1>
        <udf_string_2></udf_string_2>
		<udf_string_3></udf_string_3>
		<udf_string_4></udf_string_4>
		<udf_string_5></udf_string_5>
		<udf_string_6></udf_string_6>
		<udf_string_7></udf_string_7>
		<udf_string_8></udf_string_8>
		<udf_float_1></udf_float_1>
		<udf_float_2></udf_float_2>
		<udf_float_3></udf_float_3>
		<udf_float_4></udf_float_4>
		<udf_date_1></udf_date_1>
		<udf_date_2></udf_date_2>
		<udf_date_3></udf_date_3>
		<udf_date_4></udf_date_4>
        <error_message></error_message>
	</voucher>
</vouchers>

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Reject Reject

Rejecting

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vouchers

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Vouchers created with errors can be rejected and not further processed for activation. For example, unlike activated.  Whereas the voucher type and validity dates can be modified, the value of a voucher cannot, so rejecting a voucher the value cannot be modified. Therefore is the only course of action if the value is wrong vouchers must be rejected. Vouchers can either be ejected in bulk (lot) or one by one.

Rejecting a 'lot' of vouchers

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.  It is possible to simultaneously reject all vouchers included in a lot or reject individual vouchers.

Rejecting vouchers in a lot

1. Navigate to Finance > Vouchers > Manage Lots.
2. Search for and select the lot that includes the erroneous vouchersvouchers with errors. 
3. Click on Actions > Reject available from Reject from the Actions Menu of the Data Entry page.
4. Select to 'Execute Now' to generate the voucher's instantly or 'Schedule for'  to reject the vouchers immediately or Schedule for to set a time in the future and SUBMIT.   
   

Rejecting a single voucher

1. Navigate to Finance to Finance > Vouchers > Manage Vouchers.
2. Search for and select the voucher you want to reject and to go to the its Data Entry page.
3. Click on Actions > Reject from the Actions menu.

Additional Information

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Cancel Cancel

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Canceling vouchers

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Cancelling Vouchers disables their use and sets their life cycle state to 'Cancelled'. In case 'AcceptedVouchers in a 'Draft', 'Accepted for Activation', 'Not Accepted for Activation' or 'Activated'  vouchers are not distributed to customers or used, they must be state are disabled by being 'Cancelled'.   Possible  Possible reasons for cancelling canceling vouchers include the their loss or theft or printed vouchers or a decision by the business not to not distribute the specific voucher type to customers.

Vouchers must be in a 'Draft', 'Accepted for Activation' or 'Activated' Life Cycle State to be 'Cancelled'.  Once Once the process is completed successfully, the Vouchervoucher's Life Cycle State life cycle state is updated to 'Cancelled'.

1. Navigate to  to Finance > Vouchers > Perform Voucher Cancellations.
2. From Click on NEW from the Top Menu click on New  to go to the Data Entry page.
3. Provide the criteria or combination any of following criteria which will to determine the vouchers to be cancelled choosing betweenthat will be canceled:
   
   1. Lot
   2. Voucher Type
   3. Voucher Number Range
4. Go to In the Scheduling Settings tab Select to 'select Run Now' to cancel voucher's instantly or ' to cancel the vouchers immediately or Run on a specific date/time' to define  to set a time in the future .
5. SAVE and SUBMIT.

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Purge Purge

Purging

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vouchers

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Purging permanently deletes 'Expired', 'Cancelled' or 'Not Accepted' vouchers and sets their life cycle state to 'Purged'.  Purged Vouchers vouchers cannot be used in any action or report. 

1. Navigate to  to Finance > Vouchers > Perform Voucher PurgingFrom .
2. Click on NEW from the Top Menu click on New  to go to the Data Entry page.
3. Provide the Input Settings which will determine the vouchers to be purged  to determine which vouchers will be purged.
   
   1. Days after Expiration Date: Provide the number of days after a voucher has expired
   2. Check one or more the boxes if you only want to Purge Vouchers more of the following boxes to restrict the purge to vouchers in a specific life cycle state.
      
      1. Apply Only
      On
      1. on 'Draft' Vouchers
      2. Apply Only
      On
      1. on 'Cancelled' Vouchers
      2. Apply Only
      On
      1. on 'Accepted For Activation' Vouchers
      2. Apply Only
      On
      1. on 'Not Accepted For Activation' Vouchers
4. Provide the Criteria or combination of criteria which will any of the following criteria to determine the vouchers to that will be purged choosing between:
   
   1. Lot
   2. Voucher Type
5. Go to In the Scheduling Settings tab Select to 'Run Now' to cancel voucher's instantly or 'select Run Now to purge the vouchers immediately or Run on a specific date/time' to define  to set a time in the future .

6. SAVE and SUBMIT.

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Using Using

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Vouchers can be used as an alternate way of making a payment in CRM.COM. As long as a voucher is activated and not yet expired it can be used to make a payment. To be able to use a voucher you will need to have the 'voucher secret number' which is an auto-generated encrypted number that uniquely identifies the voucher. Secret numbers are encrypted using the Advanced Encryption Standard (AES).  

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Paying with a voucher

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Vouchers that are activated and valid can be used as a form of payment in CRM.COM.

The voucher's 'Secret Number' (an auto-generated unique identifier encrypted using the Advanced Encryption Standard) is required in order to use the voucher.

Voucher payments can be effected from the voucher's Data Entry page or from the Communication Center pageCenter page. 

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Payments through the vouchers page

1. Navigate to Finance to Finance > Vouchers > Manage Vouchers.
2. Search for and select the voucher you want to use and go to the Data Entry page.
3. Click on Actions > Retrieve Secret Number from the Actions menu to open the modal window and access copy the voucher's secret number. Copy the number'Secret Number'. 
4. Click on Actions > Use Voucher from the Actions menu to open the modal window and specify the required information:
   1. Voucher Secret Number 
   2. Accounts Receivable
   3. Payment category
5. Click on SUBMIT.

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Payments through the communication center

1. Navigate to to CRM > Communication Center > Access Communication Center.
2. Search and retrieve the contact or account of the customer.
3. Click on action on Retrieve Secret Number from the Actions menu.
   1. Type the Voucher number voucher number.
   2. Click on SUBMIT
      . The 'Secret Number' will be returned returned.
4. Click on Use Voucher from the Actions menu to open the modal window and specify the required information:
   1. Voucher Secret Number 
   2. Accounts Receivable
   3. Payment category
5. Click on SUBMIT.

Additional Information

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Vouchers Business Examples

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Creating and using vouchers

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for payment

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