How to Convert a Deposit to a Voucher

• Create a new Voucher type 

• Convert a deposit in a voucher for an individual booking 

• Convert a deposit in a voucher for group booking 

In order to make this work, there is some additional configuration required. Go to Configuration > Financials > Vouchers and create a new group of vouchers called Converted Vouchers. You can then create different types of vouchers, ie COVID-19, Illness etc. You are able to set the number of days you would like this voucher to be valid for by default.

Once this configuration is done you can start converting deposits. 

 Individual Bookings

Navigate to the Deposits tab within the booking.

You will see a button called Convert in this screen, press it and the below screen will come up. 

First press the Select Usage button to bring up the voucher selection screen, from where you can select the type of voucher you would like to create from this deposit. Double click on the desired voucher.

• Expiry: Pulls through based on what you set up as the default for this voucher type. You are able to edit it
  
• Amount: will pull through the amount of the deposit. this can be changed if you are only converting part of the deposit
  
• Postage: not needed
• Notes: this will automatically pull through the deposit information, but you are able to edit it

Once happy, press the Apply button.

You will now see that the deposit has been adjusted to show a minus entry using Deposit as the payment method.

You will also see that a new voucher has been created. You can see this by going to Financials > Vouchers and pressing F6 twice to search all vouchers. The one you just created will be the last one, and will be linked to the guest already.

Group Bookings

Group bookings work slightly differently if individual deposits have been put on the Group Master. Click on the deposit tab and you will see we have two deposits paid by two different guests.

Press the convert button. The screen which comes up will contain all the guest names, but the amount will be £0.00 next to each name. If each guest had paid the same deposit value, i.e. £100, you would be able to press the Split button and the system would divide the total deposit by the number of guests and fill in the value.

In this example, the guests paid different values so you will need to manually put the amount next to each name.

Press the Apply button and the deposits will be adjusted, and vouchers created.