Introduction

This document outlines the operation of the Smart Vouchers system within Intouch.
The following Smart Voucher featues are now available:

  • The general setup of Smart Voucher Types in Resources.
  • The ability to specify the locations where the Voucher (type) can/cannot be redeemed.
  • The ability to define the Product, Payment, Discount and Recipient properties of a Smart Voucher Type in Resources.
  • The ability to link Voucher Types to Products (in Resources), so that vouchers can be automatically issued when the Product is sold (in Salespoint).
  • The ability to issue vouchers in advance (in bulk), from Respoint and Resources.
  • The ability to issue vouchers linked to a set of guests in bulk, from Respoint.
  • The ability to issue and maintain vouchers linked to guest in Respoint, and view the redemption history of a voucher.
  • The ability to redeem a Product, Payment, Discount, and/or Recipient Voucher in Salespoint.
  • The ability to lookup (and redeem) vouchers linked to a guest in Salespoint.
  • The ability to issue vouchers when a product is sold in Salespoint.
  • The ability to search for and maintain vouchers, via a Voucher Maintenance function, in Respoint.
  • The ability to cancel a voucher, issued on sale of product, following a pass credit, in Salespoint.

Future development may include:

  • The ability to issue and manage Voucher Sets.
  • Voucher Accounting (dimensions and sub accounts).
  • External Access (to voucher system).

Table of Contents

Overview

A Smart Voucher operates as a mechanism for apply one or more actions (properties) to a sale transaction.
Some typical examples might be - scan a smart voucher at Salespoint and:

  • A product is automatically added to the sale.
  • The Salespoint operator is prompted to select from a list of products.
  • A discount is automatically applied to sale.

The Smart Voucher system can be broken down into three main distinct parts:

  • Setup. The setup of the smart voucher system. In Resoures, a client defines all the required types of smart vouchers – which are known as Smart Voucher Types. This includes the general operation of each smart voucher type and various properties (product, payment, discount, etc) assigned to each smart voucher type.
  • Issue. The generation of one or more smart vouchers of a specific type (smart voucher type). This could be a standard bulk generation within the system or the automatic generation of a single smart voucher as the result of a specific action within a sale transaction.
  • Redemption. The addition of a smart voucher to a sale transaction, resulting in one or more actions by the system (as defined by the voucher type properties of the smart voucher).

Note: Other parts such as mainteance and reporting may also be discussed in due course.

A few important terms:

  • Smart Voucher: The physical voucher (entity). Each smart voucher has a unique number / code.
  • Smart Voucher Type: The types of smart vouchers available within the system. Every smart voucher is of a specific type.


Smart Voucher Type Properties – an overview

There are four properties that can be defined for a Smart Voucher Type, and therefore impact the operation of a smart voucher (of that type):

  • Product. A smart voucher is scanned and products are added to the sale. The user may be prompted to select the products or specify the number of products.
  • Payment. A smart voucher is scanned and a payment is added to the sale. This can be a fixed amount or percentage (of the items in sale). It can also take the form of value, where the payment value is subtracted from the voucher's stored value (like a gift card).
  • Discount. A smart voucher is scanned and a discount is applied to products added to the sale (or already in the sale).
  • Recipient. Determines whether the smart voucher can / must be linked directly to a specific guest. The selection of the guest may occur at issue or redemption.

Each Smart Voucher Type can support one or more properties. For example Smart Voucher Type A might have product and discount properties, while Smart Voucher Type B might only have a payment property.


Smart Voucher Type Set Up - the basics

Smart Voucher Types are maintained in Resources on the Setup tab page, under the Product section:

Smart Voucher Types are held in a two level tree structure, where folders can be added to contain and group smart voucher types, if required.

The Smart Voucher Type menu provides access to a range of menu items that will assist in creating and managing your smart voucher types.

  • Add Smart Voucher Type: Add a smart voucher type at the currently selected location (in the tree). If the current selection is a folder, the smart voucher type is added under that folder. If the current selection is a voucher type, the new smart voucher type is added next to the current selection (as a sibling).
  • Edit: Allows the user to edit the current selection (folder or smart voucher type).
  • Delete: Allows the user to delete the current selection (folder or smart voucher type). Note: once a voucher has been issued for a smart voucher type, that smart voucher type can no longer be deleted (it can be made inactive).
  • Add Base Folder: Adds a folder as a base node, at the first level of the tree.
  • Add Base Smart Voucher Type: Adds a smart voucher type as a base node, at the first level of the tree.
  • Copy: Allows a user to create a copy of the selected smart voucher type, by using the Paste menu item.
  • Cut: Allows a user to move the selected smart voucher type to a different location, by using the Paste menu item.
  • Paste: Cuts or copies a smart voucher type to a required location.
  • Move Up: Moves the current selection up the tree (by decrementing it display order).
  • Move Down: Moves the current selection down the tree (by incrementing its display order).


Creating a New Smart Voucher Type – the basic steps

To create a new Smart Voucher Type:

  1. On the Smart Voucher Types setup list (tree), select either the Add Smart Voucher Type or the Add Base Smart Voucher Type menu item.
  2. The Smart Voucher Type Properties form is displayed.
  3. Select the properties that will apply to this smart voucher type. 
  4. The Add Smart Voucher Type form is displayed.
      
    Note: A tab page will be displayed for each selected property.
  5. On the Main Details tab page, add the general details that apply to this smart voucher type. See the Smart Voucher Type Set Up – main details section for information on this area.
  6. On the Redemption tab page, specify the locations where the voucher (type) can be redeemed. See the Smart Voucher Type Set Up 2: Redemption Locations section for information on this area.
  7. On the Product tab page (if required), add the product property details that apply to this smart voucher type. See the Smart Voucher Type Set Up 3: Product Property section for information on this area.
  8. On the Payment tab page (if required), add the payment property details that apply to this smart voucher type. See Smart Voucher Type Set Up 4: Payment Property the section for information on this area.
  9. On the Discount tab page (if required), add the discount property details that apply to this smart voucher type. See Smart Voucher Type Set Up 5: Discount Property the section for information on this area.
  10. On the Recipient tab page (if required), add the recipient (guest) property details that apply to this smart voucher type. See the Smart Voucher Type Set Up 6: Recipient Property section for information on this area.
  11. Press the Save button and the smart voucher type is added to the Smart Voucher Type list.


Smart Voucher Type Set Up 1: Main Details

The section outlines the setup of general details that apply to the smart voucher types. This section applies to every voucher type, regardless of which properties apply.

This information is contained on the Main Details tab page of the Add/Edit Voucher Type form.

It can be broken down into four areas.

General Details

The following elements can be specified:

  • Description: A unique name for the smart voucher type.
  • Display Order: Sets the display order for this smart voucher type in the tree (under its parent). Note: The display order is automatically set by the system, as the next value for that parent. To change where the smart voucher type is shown, you can modify the order value or you can move smart voucher type (in the tree) by using the Move Up / Move Down or Cut & Paste menu items.
  • Notes: A space to enter background comments relating to this smart voucher type.
  • Usage Limit: The maximum number of times a voucher of this type can be used. By default this is set to 1 (i.e. each voucher can only be used once).

Validity Rules


The following elements can be specified:

  • Start on: Specify when a voucher of this type will become valid. Two options:
    • Creation Date: The smart voucher becomes valid when issued.
    • Defined Date: The smart voucher becomes valid on the specified Start Date.
  • End on: Specify when a smart voucher of this type will no longer be valid. Two options:
    • Duration: The smart voucher is no longer valid after the specified Number of Days (from the Start Date).
    • Defined Date: The smart voucher is no longer valid on the specified End Date.

Printing Rules

The following elements can be specified:

  • Report Used for Printing: The 'fast' report (held in the Intouch reporting system) used to print smart vouchers (of this type). The combo button next to the edit field is used to search and select a report from the report list.
  • Operator can Skip Printing: A checkbox used to specify whether the Salespoint / Respoint operator is allowed to skip the printing of a voucher (of this type).
  • Bulk Print Operation: Specify, when printing smart vouchers (to a physical printer), in advance (from Resources), whether
    • Each smart voucher is printed individually (each smart voucher is sent as a separate print job) or
    • All smart vouchers are printed in a single print job.
  • Bulk PDF Operation: Specify, when generating a voucher PDF, in advance (from Resources), whether
    • A PDF is created for each smart voucher or
    • All smart vouchers are contained within a single PDF.

Numbering Rules


The following elements can be specified:

  • Type: Specify how voucher numbers for this smart voucher type are generated. Two options:
    • Incrementing: Voucher numbers are generated incrementally.
    • Random: Voucher numbers are randomly generated, using the WebCode generation system.
  • Prefix: The prefix applied to all voucher numbers [optional].
  • Suffix: The suffix applied to all voucher numbers [optional].
  • Main Segment: The numeric starting point when Incrementing numbering is being used.
  • Segment Length: The required (fixed) length of the main segment. If the main segment is less than the specified length it is front padded with zeros. The default value for this setting is zero, which means a fixed length does not apply.

Note: Once vouchers have been issued for a smart voucher type the Numbering Rule used, Main Segment (starting point) and the Segment Length cannot be changed.


Smart Voucher Type Set Up 2: Redemption Locations

The Redemption tab page allows the locations where the voucher (type) can be redeemed to be specified.

It displays a list of all locations, each with an individual checkbox to define whether the voucher (type) is redeemable at that location.

By default, the voucher is redeemable at all locations (i.e. all entries are checked).

To stop a voucher being redeemable at a specific location, uncheck the checkbox for that location.

The following details should be note:

  • To assist the operator, the location list contains both Select All and Deselect All speed buttons and menu items. The location list also supports multi-line selection.
  • The Cut & Paste menu option on the Smart Voucher Type list keeps the redemption location selections with the voucher type.
  • The Copy & Paste menu option on the Smart Voucher Type list copies the redemption location selections of the original voucher type to the new voucher type.


Smart Voucher Type Set Up 3: Product Property

Overview

This section outlines how a product property works. Here we define what will occur, product wise, when a smart voucher (of this type) is scanned (or entered) at Salespoint. Should a product be automatically added to a sale? Should the operator be prompted to select a product? Should the operator be prompted to select the quantity of the added product?
It is important to note that this is not a flat, simple structure, where multiple products are linked to each smart voucher type. Rather multiple product properties are specified for each smart voucher type, and each property has its own specified behaviour and its own list of linked products.
Multiple product properties can be created, if required. However in many cases, a smart voucher type will only require one product property to achieve the required outcome.

Setup

Product property details are maintained on the Products tab page of the Add/Edit Smart Voucher Type form.

To create a Product Property:

  1. Select the Add Product Property menu item.
  2. The Select Salespoint Product form is displayed.
  3. Select the products that apply to this property.
    Note: You can multi-select products (under an attribute) by pressing the Shift or Ctrl key and clicking on the product.
  4. The Add Smart Voucher Type Product Property form is displayed.
  5. Enter a Description for the product property.
  6. Specify the Order. This is the order of operation at Salespoint.
    For example if two properties are linked to a smart voucher type and both require user selection, this controls which one is displayed first.
    Note: the order is automatically set by the system, relative to the order in which properties are added.
  7. Set the underlying Behaviour of the property. There are three options:
  8. Automatically Add: All listed products are automatically added to the sale, when the voucher is scanned / entered.
  9. Select from List: The Salespoint operator is prompted to select a single product from a list (containing all linked products), when the voucher is scanned / entered.
  10. Enter Product Quantity: The Salespoint operator is prompted to enter the required quantity for each linked product, when the voucher is scanned / entered.
  11. When Behaviour is set to 'Enter Product Quantities', you can specify the minimum and maximum number of products that should be added to the sale for the set of defined products.
  12. Review the products linked to the property. You can add additional products or remove products, if required. You can also specify the quantity that will be added for each product or the maximum quantity when Behaviour is set to 'Enter Product Quantities'.
  13. Press the OK button, and the property will be added to the displayed list
  14. Repeat steps 1 – 10 to add additional properties.

Examples

The following examples illustrate a number common product property setups:

Scenario 1: Automatically Add One Product

Required Result: Smart Voucher scanned, the system automatically adds one product to the sale.
Create one property:

  • Behaviour = Automatically Add - with one linked product.

Scenario 2: Family Ticket (adult = 2, children = 1 - 3)

Required Result: Smart Voucher scanned, the system automatically adds two adult products, and requires the user to enter the number of child products (1, 2 or 3). There are two different ways of doing this.

Option 1: Create Two Properties:
  • Property 1: Behaviour = Automatically Add - with one linked product.

  • Property 2: Behaviour = Enter Product Quantity [min = 1, max = 3] - with one linked product.


Option 2: Create One Property:
  • Property 1: Behaviour = Enter Product Quantity [min = 3, max = 5] - with two linked products.

Note: This would result in a different user sequence (list display with quantity selection). Plus it would allow a user to select 1 adult and 2 children (if wanted).

Scenario 3: Ski or Snowboard

Required Result: Smart Voucher scanned, the system prompts the user to select either a ski product or a snowboard product.
Create one property:

  • Property 1: Behaviour = Select from List- with two linked products.


Smart Voucher Type Set Up 4: Payment Property

Overview

When a payment property is defined for a voucher type, a payment is automatically added to the sale transaction when a smart voucher (of that type) is scanned (or entered) at Salespoint.

Four payment options (types) are available:

  • Stored Value: In this case, the voucher has stored value (like a gift card). At redemption, the payment value is specified by the customer and is subtracted from the voucher's stored value, until the stored value is used up.
  • Percentage: The payment value is specified as a percentage and is calculated based on the items in the sale.
  • Amount: The payment value is specified as an amount. When the voucher is redeemed, a payment is automatically added to the sale (for this fixed amount).
  • Account. This option allows the value of the voucher to be charged to an Account Customer. When the voucher is an Account payment is added to the sale (to pay for the voucher products) and the specified Account Customer is invoiced (charged) for the cost of the voucher products (through the Accounts Receivable system).

Setup

Payment property details are maintained on the Payment tab page of the Add/Edit Smart Voucher Type form.

To define a payment property:

  1. Select the Payment Type: stored value, percentage, amount or account.
  2. If the Payment Type is Stored Value Percentage or Amount, select a Revenue Method. This is the type of payment that will be automatically added to the sale, when the voucher is redeemed.
    1. Click the Revenue Method combo button.
    2. Then select the required revenue method.
  3. If the payment type is Stored Value, then:

    1. Enter the Initial Stored Value that is to be loaded onto the smart voucher.
    2. Check or uncheck the Prompt User to Confirm Stored Value at Issue checkbox, depending on whether you want the operator in Resources to be allowed to set the stored value when issuing vouchers.
    3. Ensure that the Usage Limit on the Main Details tab page is correctly set. As this is a stored value voucher, you are likely to want to set this to zero.
  4. If the payment type is Percentage, then:

    1. Enter the percentage that must be used when calculating the payment. The percentage is applied based on the sale items that are included in the Product property of the voucher type.
      Note: It does not apply to all sale items; it only applies to those in the Product property.
  5. If the payment type is Amount, then:

    1. Enter the required Payment Amount.
  6. If the payment type is Account, then 
    1. Click the Account Customer combo button.
    2. Then select the required account customer
    3. The selected account customer is displayed


Smart Voucher Type Set Up 5: Discount Property

Overview

When a discount property is defined for a voucher type, the linked discount is automatically applied to the relevant products in the sale when a smart voucher (of that type) is redeemed at Salespoint.

The discount property can be configured to apply the discount to either:

  • All voucher products (i.e. all products added by the redemption of the smart voucher) or
  • All products in the sale.

The following details should be noted:

  • The application of a voucher discount is similar to the application of a speed button discount. If the discount is linked to a buy group, then the discount is only applied to the sale line, if the rules of that buy group are met. For example: If a voucher discount, linked to a buy group, is applied to Product A and Product A is not a valid product under that Buy Group then the price of that product is not changed.
  • If the voucher is configured to apply to 'All Products in Sale', then the discount is applied to all product added to the sale after the voucher has been redeemed, up until the sale is finalised or saved (Save & Clear on advance sale transaction). The discount will not be applied to products added to a recalled transaction, where the voucher was redeemed in a previous recall.
  • A discount applied by the redemption of a smart voucher can be removed or replaced by an operator, at any time.
  • If when a discount voucher is redeemed, a product in the sale already has a discount, then this existing discount will be removed (regardless of whether it was applied via a voucher or manually by the user), and replaced with the voucher discount (where the new discount applies). This follows the behaviour of discounts applied via the Modify menu or via a Speed Button.
  • It should be noted that only one discount (at a time) can be applied to a sale line. The system does not support the application of multiple discounts to a sale line.

Setup

Discount property details are maintained on the Discount tab page of the Add/Edit Smart Voucher Type form.

To define a discount property:

  1. Specify which set of products, the discount should be applied to: All Voucher Products or All Products in Sale.
  2. Select a Discount. This is the discount that will be automatically applied to the relevant sale products.
    1. Click the combo button.
    2. Then select the required discount.


Smart Voucher Type Set Up 6: Recipient Property

Overview

The recipient property controls the linking of a guest to a voucher.

The available setup options include:

  • Specifying whether the linking of a voucher to a guest is mandatory or optional.
  • Specifying whether a voucher can be transferred between guests.

Setup

Recipient property details are maintained on the Payment tab page of the Add/Edit Smart Voucher Type form.

To define a Recipient property:

  1. Set whether the linking of a voucher (of this voucher type) is mandatory or optional. Three options are available:
  2. Configure the voucher options / rules:


Issuing Smart Vouchers - in advance / in bulk

Smart Vouchers can be issued, in advance, from within:

  • Resources: via the Tools | Issue Smart Vouchers main menu item.
  • Respoint: via the Tools | Issue Smart Vouchers main menu item, when the Guests tab page is selected.


To issue smart vouchers, in advance:

  1. Select the Issue Smart Vouchers menu item.
  2. The Select Smart Voucher Type form is displayed.