A voucher acts as a booking for a good or service, such as tours or activities, which can be redeemed later. There may be circumstances in which you’d like to edit a voucher, for example, due to bad weather. These adjustments can be made directly on the voucher page.
To edit a voucher:
- Click Clients in your the Desk navigation.
- Click the Vouchers tab.
- Locate the voucher you’d like to edit.
- Click the … icon under the Actions column.
- Click Edit voucher.
Once on the voucher page, you can edit values and details associated with the previously-created voucher. On the voucher page, you can edit the time, date, and customer types. You may also add or amend notes in the Voucher notes section of the page.
Note: Depending on the status of your voucher, you may be unable to edit certain voucher fields, and some edits may result in a charge or a refund. See the voucher status section of this help page for more information.
Overview
Values under the Date, Customer types, and Voucher notes sections can be edited according to the voucher's status. Vendor, product, and transaction type can be changed on Unconfirmed vouchers, but not on Unissued or Issued vouchers. Locked vouchers cannot be edited. An open, unexpired payment link also blocks voucher edits. Adjustments to certain voucher values will result in a rebooking. If a rebooking is required, a notification will appear under the Edit summary. The rebooking process will differ depending on if the rebooking is online or offline. Read more about online and offline voucher rebookings here.
Booking details
You can edit an active voucher's date, time, and check-in time under Booking details, subject to its booking connection and edit restrictions. For a confirmed real-time booking that supports deferred confirmation, the date and availability cannot be changed while it remains connected.
For Unissued and Issued vouchers, changing the date or time can result in a rebooking. Use Pickup service to request pickup when the product offers it. Products can make pickup required or unavailable.
Updates made in the Date section of the voucher page will be reflected in the Edit summary under the Adjusted voucher header.
For real-time bookings, the Use FareHarbor real-time customer types and availabilities box is checked. Unchecking this box means you will need manual confirmation for the booking. This voucher will not sync with FareHarbor.
Customer types
In addition to the date and time, you may also adjust the number of customers associated with existing customer types for your voucher.
Adjusting values in the Customer types section of the voucher may result in a change in the value of the voucher. This will result in either a payment or credit due. If you are editing an online voucher, the refund or charge will be handled through the typical workflow and the rebooking will be handled via the FareHarbor API. If the rebooking fails, you must contact the vendor to rebook. If you are editing an offline voucher, the rebooking will need to be manually confirmed by the vendor. See the Online and offline vouchers section of this page for more information.
Note: Standard customer-type rates are not directly editable on the voucher page. For a customer type using a manual rate, the Rate per person field can be edited.
Discount campaigns
If your company uses discount campaigns, you can select, replace, or remove a campaign and manage its reference tags on Unconfirmed, Unissued, and Issued vouchers. Cancelled vouchers are read-only. Locked vouchers and vouchers with an open, unexpired payment link cannot be saved with edits.
Open the voucher for editing.
In Discount campaign, keep the saved campaign, choose another eligible campaign, or clear the selection to remove it.
- Click Add reference, enter the reference, then click Add or press
Enter. - Repeat to add more references, or click the X on a tag to remove it.
Review the recalculated prices and Edit summary, including campaign, reference, sponsor contract-price discount, and campaign-discount amount changes.
Click Save voucher and follow any payment or credit steps.
A saved campaign that is no longer eligible remains visible so that opening the voucher does not silently clear your selection. It cannot be newly selected. Review it explicitly when editing the voucher.
When the campaign allows amount edits, click its discount amount in Order summary to open Edit discount campaign amount. Enter the dollar discount, review New total, and click Save. Review the Edit summary, then click Save voucher. This changes only this voucher's campaign discount. For the full procedure, see Applying discounts.
Warning: Changes made to campaign amounts, sponsor links, or sponsor contract pricing can affect existing vouchers when edited, including Issued vouchers. Review the adjusted total before saving.
Voucher notes
Under the Voucher notes section of the voucher page, you can find Printed notes and Internal notes. Both printed and internal notes can be edited for any voucher status other than Cancelled.
Edit summary
Once you’ve made your desired modifications, updated voucher details will be displayed in the Edit summary panel on the right side of the voucher page.
The Edit summary compares the original and adjusted voucher values and lists changed customer-type quantities and discount amounts. A price decrease appears as Total decrease. A price increase appears as Total increase, or Payment due for an Issued voucher. Any client-balance credit is confirmed after you save.
Online and offline vouchers
When modifications are made to an existing voucher that alter the value of a voucher, a refund or a charge will be issued to a customer to account for the adjusted price difference. The process for handling these charges or refunds will differ depending on if the voucher is an online or offline voucher.
Offline voucher rebooking
For offline voucher rebookings, adjustments must be confirmed with the vendor before proceeding. If a voucher modification must be confirmed with a vendor, a notification will appear below the Edit summary instructing you to contact the vendor before proceeding.
Once you have confirmed the voucher updates with the vendor, check the Confirmed with vendor checkbox under the Vendor confirmation section.
Review the Edit summary, then click Save voucher. If Desk credits the client balance, the Balance credited dialog box confirms the amount. Select View client balance to review the credit or Refund to return money to the customer.
If a refund is due to the customer, Desk credits the client balance. Once the balance has been credited, you may initiate a refund. Here, you may select the refund type and amount.
If a payment is due to the customer, you can settle the balance via the payment page.
Online voucher rebooking
Online voucher rebookings are made automatically via the FareHarbor API and no manual vendor confirmation is required unless the rebooking fails or if it is outside of the cancellation period.
Review the Edit summary before clicking Save voucher. After saving a price decrease, use Refund in the Balance credited dialog box to return the credited amount, or View client balance to retain it for another activity. Settle any additional payment due from the client's Payments page.
Voucher status
You can view the status of each voucher on the Voucher tab under Clients in your Desk navigation. Vouchers have differing levels of editability, depending on their status. Aside from cancelled vouchers, all vouchers can be edited. There are four possible voucher statuses:
- Unconfirmed: The voucher has been created but is not confirmed. On an unconfirmed voucher, you can update the location, date, time, check-in time, and more.
- Unissued: The voucher has been confirmed but not paid for. You can update the check-in time and pickup time. Some modifications will result in a rebooking, such as the date, time, and availability.
- Issued – The voucher has been confirmed and paid for. If the price goes up when you edit the voucher, you will need to add a payment again and the voucher will go back to Unissued state. Because payment is pending. If you edit the price so that there is a price decrease in the amount due then you will need to do a partial refund.
- Cancelled: The voucher cannot be edited but you can view the voucher.
Voucher expiration indicators
On a client's Vouchers tab, the Status column highlights unissued vouchers that have expired or are approaching their activity date. These indicators match those shown on the Dashboard.
For unissued vouchers that are not rentals, the Unissued badge displays a clock icon with warning or error styling based on the company's local date:
- Expiring soon: The voucher's activity date is today or within the next two days. The badge displays warning styling. Hover over it to see "Expires on [date]."
- Expired: The voucher's activity date is before today. The badge displays error styling. Hover over it to see "Expired on [date]."
Rental vouchers do not display these expiration indicators while unissued.
The voucher's underlying status remains Unissued. These indicators are visual reminders to issue the voucher or follow up before the activity date passes. They do not change voucher editability or the behavior of Unconfirmed, Issued, or Cancelled vouchers.