> For the complete documentation index, see [llms.txt](https://docs.elastik.mu/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://docs.elastik.mu/enterprise-management-system/sales/create-and-sell-gift-vouchers.md).

# Create and sell Gift Vouchers

Use this page to sell one gift voucher, or a batch of them, to a customer and take the payment in one go. It is for sales and front-desk staff, and for the supervisor who has the right to approve gift vouchers.

A typical case is a company buying vouchers for its staff. The company often gets a discount and pays once. Each person who receives a voucher can still spend its full value.

{% hint style="info" %}
**Discount lowers what the customer pays. It does not lower what the voucher is worth.** A voucher with **Value** 1,000 and **Discount** 100 costs the customer 900. It can still be used for 1,000.
{% endhint %}

Your screen may not show every field and filter these pages describe, and it may show others they do not — nothing has gone wrong, and nothing here is out of date. Each company chooses what its Elastik screens show, so ask whoever looks after Elastik for your company: they set this up in [Studio Mgmt.](/enterprise-management-system/getting-started/studio-mgmt.md), under **Admin**.

## Sell a batch of vouchers and take payment

1. In the left menu, click **Sales**, then **Gift Voucher**. The list of gift vouchers opens. Click **Create New**.

   ![The Gift Voucher list with the Create New button](https://1263389357-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2F1RhHon09xexaW3qBPQub%2Fuploads%2Fgit-blob-709357f8222d80a46b331e2e3d0d0fd8c6032c22%2Fgift-voucher-create-01-list.png?alt=media)
2. In **New Gift Voucher**, click the **...** button next to **Customer**. Pick the customer who is paying from the **Customer List**.

   The dates are filled in for you: **Valid Till** is one year from today. You can add a note in **Description**. If you click **Submit** with no customer, Elastik shows a red **This field is required!** under **Customer**.
3. In the first row of the grid, under **Codification Type**, choose how this voucher gets its code. **Own code**: you type the code yourself. **System Generated**: Elastik makes the code. Your company sets which one is picked first.
4. Fill the first row:

   * **Reference/Code**: the voucher's code, with no spaces. This is needed for **Own code**.
   * **Beneficiary Name**: the person who will receive the voucher. You can leave it empty.
   * **Value**: what the voucher is worth, as a whole number. Fill it in on every row. Elastik does not stop you if it is empty, and it makes a voucher worth 0.00.
   * **Discount**: how much to take off the price, as a whole number from 0 up to the **Value**. Use 0 for no discount. A discount only works if your company has an account for sales discounts set up in Elastik's accounting settings (the **Sales Discount** account in the Sales Invoice GL settings). If it is missing, Elastik stops a discounted voucher with a message asking for it. Whoever looks after your company's accounts in Elastik sets this up once.

   The grey cell at the end of the row shows **Value** minus **Discount**. This is what the customer pays for this voucher. It has no heading on screen.
5. Click **Add Row** for each extra voucher and fill each row in the same way. Every row becomes its own voucher. Each code can be used only once in the batch. The bin button at the end of a row removes that row.
6. Check **Total Amount Payable** under the grid. This is the one amount the customer pays for the whole batch. Click out of the last field first, so the total updates.

   ![Three rows with discounts and a total of 4,050](https://1263389357-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2F1RhHon09xexaW3qBPQub%2Fuploads%2Fgit-blob-4d94bde3a3d65c7b3764859f71fa8abb1417e269%2Fgift-voucher-create-02-three-rows-total.png?alt=media)

   Under the total, Elastik may show an italic note: "Pay At Cashier is only possible for one Gift Voucher." See *Choose the right button* below.
7. Click **Pay and Submit**. Elastik asks **Are you sure you want to Continue?** Click **Confirm**.

   If a row breaks a rule, Elastik shows a red message at the top right naming the row, for example **Row 1: Discount cannot be more than the Value**. Fix that row and click **Pay and Submit** again. The messages stay on screen until you close each one with its **x**.

   ![A red message: Discount cannot be more than the Value](https://1263389357-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2F1RhHon09xexaW3qBPQub%2Fuploads%2Fgit-blob-90f64c35e6499c034c38695c60653a0b9a21490e%2Fgift-voucher-create-03-msg-discount-over-value.png?alt=media)

   **Pay and Submit** needs the right to approve gift vouchers. If you do not have it, ask a supervisor who does to take the payment.
8. The payment window opens, headed **Customer:** and the customer's name. Read the three amounts at the top:

   * **Total Amount** is the full value of all the vouchers (4,500.00 here).
   * **Balance** is what the customer owes after the discount (4,050.00 here).
   * **Balance Due**, at the bottom, drops to 0.00 when the payment covers the balance.

   Type the amount in **Cash Tendered**, or tick another payment method and type its amount. In this example the customer pays 4,050.00 in cash.

   ![The payment window with 4,050 entered as Cash Tendered](https://1263389357-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2F1RhHon09xexaW3qBPQub%2Fuploads%2Fgit-blob-ef099aef4c49bb174f5ddffd32a0442730228a01%2Fgift-voucher-create-04-pay-window-cash.png?alt=media)

   If you click **Submit** with no amount, Elastik says **Please enter the amount to pay!** If you click **Close** instead, only the payment window closes. Nothing is saved, and the form stays open with your rows.
9. Click **Submit** in the payment window. Elastik creates all the vouchers, approves them and records the payment. The first voucher opens. Its **Status** is **APPROVED** and its **Payment Status** is **Settled**. Its **Value** is the full value, not the discounted price. The **RP reference** is the record of the payment (*RP* is short for receive payment).

   Elastik also opens a receipt for the whole batch. To print it again later, see the next section.

## Print one receipt for the whole batch

A batch is paid with one payment, so it gets one receipt that lists every voucher in it.

1. Open any voucher from the batch. Click the printer button (it has a small arrow) in the row of buttons at the top, then **CONSOLIDATED RP**. If **CONSOLIDATED RP** is not in the menu, your company has not switched this print on. Ask whoever looks after Elastik for your company.

   ![The printer button menu with CONSOLIDATED RP](https://1263389357-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2F1RhHon09xexaW3qBPQub%2Fuploads%2Fgit-blob-d03118923acbd416cb0e933eaeace2580f5bb45e%2Fgift-voucher-create-05-print-menu.png?alt=media)
2. The receipt opens as a PDF in receipt size. It lists each voucher with its full value, then **Total Amount** (4,500.00), **Total Discount** (450.00), **Total Amount Payable** (4,050.00) and the **Payment Method**.

   ![The consolidated receipt](https://1263389357-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2F1RhHon09xexaW3qBPQub%2Fuploads%2Fgit-blob-4cc5cc1f2386731120278d9bbb79e58fcc509790%2Fgift-voucher-create-06-consolidated-rp.png?alt=media)

## Sell a single voucher

Follow the same steps, but leave the grid on one row. With one row, **Pay At Cashier** is also available (if your branch uses it). Use a **Discount** of 0 if there is no discount. Click **Pay and Submit**, enter the amount and click **Submit**. The voucher opens as **APPROVED** and **Settled**.

## Choose the right button

| Button             | What it does                                                                                                                                                                                                                                                                                                                                                                                                                 |
| ------------------ | ---------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- |
| **Submit**         | Creates the vouchers as **TEMP** (drafts) and opens the first one. Nothing is paid or approved yet. From the voucher you can pay it, use **Credit**, or delete it.                                                                                                                                                                                                                                                           |
| **Pay and Submit** | Creates all vouchers, approves them and takes one payment for the total. Needs the right to approve gift vouchers. If you do not have it, ask a supervisor who does to take the payment.                                                                                                                                                                                                                                     |
| **Credit**         | Sells the vouchers on the customer's account instead of taking payment now. It appears only for customers who are allowed credit. A window shows the customer's **Credit Limit**, **Credit Terms** and amount due before you click **Submit**. Needs the right to approve gift vouchers. If the sale takes the customer over their **Credit Limit**, the vouchers wait for approval instead of being approved straight away. |
| **Pay At Cashier** | Shown only if your branch is set up for it. It works for one voucher only. With two or more rows it is dimmed and cannot be clicked.                                                                                                                                                                                                                                                                                         |