Managing GV (Gift Vouchers) through Ginesys POS Management

Prerequisites

1. Document Numbering Scheme for GV must be present.

2. The proper application operation rights must be available to the user.

Step-by-step guide

The steps are as follows:

1. Go to GINESYS Web > POS Management > Gift Vouchers > Voucher Management. The Gift Voucher module opens.

2. Click on Add button.
   
   

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3. Go to Gift Voucher Category tab. Enter details like Name (i.e. GV name), Description (i.e. when and why the GVs are to be issued - Festival period, Customers Special Day - any other detail), Prefix, Suffix, etc.
   
   

   
   
   

    

4. Next go to the Booklets tab.
   
   
   

5. Click on the Add New Booklet button.
   
   

6. The Booklet window appears. Enter booklet no. and denomination beside the Booklet No. field and the Denomination field respectively.
   
   
   

7. Click on Save. 
   
   

8. If you wish to create more booklets, repeat the above process.
   
   

9. Next click on GV Statistics tab to see statistics Site wise and Documentation wise.
   

10. Once done, click on Save & Close button.

Once the Gift Voucher category is created, the gift vouchers leaves have to be generated. This article describes how to generate Gift Vouchers.

Prerequisites

1. The user must have the right to edit Gift Vouchers.

2. The Gift Voucher must be present in the Gift Voucher master.

Step-by-step guide

The steps are as follows:

1. Go to GINESYS Web > POS Management > Gift Vouchers > Voucher Management. The Gift Voucher module opens.

2. Click on Actions menu button > Vouchers (Ctrl + Alt + V) option.

3. In the Gift Voucher window, click on the Generate button.
   
   

    

4. The Gift Voucher Generation window opens up. Fill in the following details by selecting the options as required:
   
   

   
   
   

   • Booklet Information- You may have want to create booklets with GVs of various denominations. For example: For Diwali, you want to create GVs of Rs 500 and Rs 1000. In this case you have to create separate booklets for each denomination.
     In this section, you can select the booklet from the list of booklets created during GV category creation.
     If you do not want to generate vouchers for that particular booklet, select the Do not include generated vouchers in any booklet option.
     If you want to create vouchers for a particular booklet, then select the Include generated vouchers in this booklet option. Select the booklet from the Booklet No. drop down list.
     
     

   • Validity Information- Every Gift Voucher has a certain validity, beyond which it is rendered invalid and unacceptable in the system. In this section, you can define the validity of the GVs of that particular booklet.
     If you do not want to use validity information for the vouchers, select the Do not use validity information option.
     If you want to put validity information on the vouchers, then select the Generated vouchers will be valid for option. Select the number of days you want the vouchers to be valid for in the field provided.
     
     

   • Expiry Information- Along with the validity information, a voucher might also have an expiry date. Using this section, you can define the expiry date of the GVs of that particular booklet.
     If you do not want to use expiry information for the vouchers, select the Do not expiry information option.
     If you want to put expiry information on the vouchers, then select the Generated vouchers expires on option. Select the date you want the vouchers to be valid till from the date picker.

      

   • Voucher Generation- Using this section, you can decide the number of GVs that would be present in the booklet and the denomination of the GVs.
     Enter the number of GV leaves you want in the Leaves to Generate field and the denomination in the Denomination of each voucher field.

     
     
     

5. Then click on the Generate button.

6. Go back to the Gift Voucher module and refresh the page. The changes are reflected in the No. of GV column in GV Statistics tab.

This article describes how to allocate Gift Vouchers.

Prerequisites

1. The user must have rights to edit Gift Vouchers.

2. The Gift Voucher to be allocated must be generated before allocating.

3. The Gift Vouchers must exist in the Gift Voucher master.

Step-by-step guide

The steps are as follows:

1. Go to GINESYS Web > POS Management > Gift Vouchers > Voucher Management. The Gift Voucher module opens.

2. Click on Actions button > Allocate Vouchers (Ctrl + Alt + L) option. It opens the Allocate Gift Vouchers window.
   
   

    

3. Select how you want to allocate the vouchers - Allocate vouchers by selecting booklets, Allocate vouchers individually, or Allocate vouchers manually.

   
   
   

   
   
   

    

4. Now sync at ERP and POS.

Sometimes Gift Voucher need to be sold from ERP. This article describes how to manage sale of Gift Voucher in Ginesys ERP. 

Prerequisites

1. The users' role must have access to the Voucher Sale feature by enabling Add /Edit/ Delete/ Show Store Data app operation for the feature in Admin - Security - User - Role through POS Management- Gift Voucher - Manage.

2. Gift Voucher must be created.

3. Ledger must be created.

4. Document Numbering Scheme must be present.

Step-by-step guide

The steps are as follows:

1. Go to POS Management > Gift Voucher > Manage > Voucher Sale. 

2. Voucher Sale module opens.

3. Click on Add button.

4. Gift Voucher Journal window opens.
   
   

    

5. Select the Document Numbering Scheme from the drop down list, Date of sale from the calendar, Sub Ledger from the drop down list and you can put in the Remarks.

    

6. Select the Control Ledger and Discount Ledger from the drop down list in the Gift Voucher Ledger Information area. 

    

7. Now Select the vouchers to issue -

   1. Issue Voucher:

      1. If you want to issue one (1) voucher, then put in the voucher number in the Issue Voucher field and click on the Issue button and that gift voucher's details will be populated.

      2. If you want to issue more than one voucher individually -

         1. Click on the Issue Multiple button.

         2. Select the gift vouchers from the Gift Voucher Lookup.

         3. Click on OK and the voucher's details will be populated.

   2. Issue Booklet:

      1. If you want to issue one booklet, then put in the booklet number in the Issue Booklet field and click on the Issue button and that booklet's details will be populated.

      2. If you want to issue more than one booklet, then click on the Issue Multiple button. Select the booklets from the Booklet Lookup and click on OK. The booklets' details will be populated.
         
         

   3. Import GV:

      1. When a large number of gift vouchers are either being issued or their validity updated, users will have an option to bulk import un-used gift vouchers from an external source in a text file (.txt) into the system to perform a gift voucher issue operation from gift voucher journal window and also to perform a gift voucher number search operation in update validity window of a particular group voucher category.
         
         

8. The total amount to be paid for selected voucher will be calculated and populated automatically in the Gross Amount field.

9. You can apply any amount of percentage of discount on gross amount. After putting the discount percentage, the net amount will be calculated and populated automatically in the Net Amount field.  

10. If you want to remove any populated voucher or booklet from the list, then select that row and click on the Remove button.

11. If you want to remove all the populated voucher or booklet from the list, then click on the Remove All button. 

12. Click on Save & Close button to save the record.

13. You will get a message "Do you want to post it now?". If you click on Yes, then the gift voucher journal will be posted in the database and the status will be changed to Released. After that the record will turn to read-only and no modifications can be done in it. 

14. If you click on No, then the audit journal status will remain Un-Posted and you can modify that record later.

This module provides the facility to check the bill details of Gift Voucher sales in the store. This article describes how to view Voucher Bill in Ginesys ERP. 

Prerequisites

1. The users' role must have access to the Voucher Bill View feature  in Admin - Security - User - Role through POS Management - Gift Voucher - Explore.

2. Gift Voucher Bill must be present in the store and you have to sync the bill to ERP.

Step-by-step guide

The steps are as follows:

1. Go to POS Management > Gift Voucher > Explore > Voucher Bill View. 

2. Gift Voucher Bills module opens.

3. You will get the list of Gift Voucher Bills.

4. If you want to check the bill details, double click on that particular bill.

5. Gift Voucher Bill View window will open.
   
   

    

6. You will get all the details of the bill in the Bill Details and Payment Details tab.