How to Configure the Voucher Set Up

By the end of this article you will be able to:

• Set up a basic voucher configuration
• Set up vouchers by type
• Change the Excel configuration for importing vouchers

Basic Voucher Configuration

Basic voucher configuration is made in Configuration > Financials > Vouchers.

The following fields need to be completed:

• Sales Revenue: This is the revenue that vouchers are sold against.  Please note that only revenue centres that are part of the paid out group will be available from this drop down.
• Expiry Days: The default number of days that a voucher will expire in as displayed to the guest
• Expiry Revenue: The revenue centre against which vouchers will redeem on their expiry
• Last: The ID of the last voucher issued
• Payment: the payment type that will show on financial reports when a voucher is redeemed
• Auto Number: When selected HART will automatically generate the Voucher Code which is a random alpha-numeric format
• Postage: the revenue centre against which postage charges are made

Set up vouchers by type

Within the area below voucher categories and individual vouchers are configured

Within the upper section of the area marked above, vouchers by category/type should be added via a right mouse click and Add Entry (e.g. Dining,. Spa, Stays etc,).

Within this area it is possible to define expiry dates that are different from the default and also grace periods per voucher.  The Days column is the actual expiry date of the voucher whilst Published is the number of days validity per voucher type.  For instance a voucher is Published with 1-years validity but won't expire until 3-months after this to provide a grace period.  In this example Days would be set to 455 and Published set to 365.

Within the window below is is possible to define the actual voucher types belonging to this category e.g. 3-course Dinner for 2.

Ticking P will allow the voucher to be published on the Vouchers booking engine a further guide on which is available here.  

The final column allows the linking of specific vouchers to voucher templates as configured in the Cloud.  Pressing the Refresh button will pull through the templates available.  When the email button is pressed after a voucher is generated in HART it is this template that will be returned.

Configuration for voucher import to HART

The window to the right hand side give the option of configuring the voucher import for excel. In here right click and add entry and add the XL Column and Field Name and free type these section according to the spreadsheet you wish to import. Now save (F3).