How to donate Gift Vouchers
There may be occasions where your business wishes to contribute or donate a number of Gift Vouchers to a third party. These vouchers may be prizes to be won, and will be used to pay for purchases in the shop.
To facilitate this, there are a variety of ways to do this, and a few things to consider in implementing this.
The main factor is that the Gift Vouchers need to be sold through the POS screen to be able to generate voucher numbers and track accurately.
Gift Voucher donations to customer account
The first step is to setup a customer account in the system (especially if you want a paper trail) to easily track these donations.
This account can be named Donations, or the shop name.
For information on how to create a new customer account, click HERE.
The account can be setup as Account Customer (tickbox in the Other tab of the Customer screen), and this will allow doing Invoice sales of the Gift Vouchers to this account without taking any payments.
- Open the Point of Sale screen.
- Before or after selecting the Gift Voucher, click on the Invoice Customer / Customer Sales button.If you need detailed steps of selling the voucher, click HERE.
- Alternatively, press the [F9] key on your keyboard.
- In the Find Customer Screen, search for and select the customer. Click OK.
NOTE: If the customer does not exist, click on the Add button in the bottom-left of the screen. - You can set the quantity of the vouchers to the desired number, by clicking the quantity in the POS screen.
- Click on Sub Total or End Sale to complete the invoice sale to the customer.
This will affect your accounting export if you link to Xero or MYOB, and will appear in your Trade Debtor movement. There will also be changes to the same amount in the Gift Vouchers liability account.
Your Accountant or Book keeper should be able to help write off the amount.
Gift Voucher donations by payment method
Alternatively, you can setup a payment type just to track the vouchers, and 'sell' the vouchers through the POS screen as normal.
When done as a sale, you would keep track of the amounts sold through sales report and the payment type used.
For information on how to create the payment type, click HERE.
You can name the payment type Donations, although it must be assigned to one of the pre-existing types: Cash, Cheque, Credit, EFTPOS, Direct Debit. You should pick one that is not used normally, as it will appear on the End of Shift reports under that type.
Then, simply perform a sale of the number of vouchers and value that you wish, on the POS screen.
For detailed steps on how to sell the vouchers, click HERE.
This will record takings for the day for the amount of the vouchers 'sold' and it will affect your End of Shift and accounting export. So your Accountant / Book keeper should be able to write off the amounts in the payment type that you created.
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