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 the Vouchers tab on your Desk Dashboard.
- 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 section of your voucher are editable. Details under the Product section, such as the location, vendor, and transaction type, are not editable on the voucher page. 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.
Date and time
A voucher’s date, time, and check-in time can be edited for all active vouchers. These fields can be found under the Date section on the Edit vouchers page.
For unissued and issued vouchers, modifying the date and time of the voucher will result in a rebooking. Additionally, you may choose to check or uncheck the Pick up box while updating the date and time.
Updates made in the Date section of the voucher page will be reflected in the Edit summary under the Adjusted voucher header.
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: You cannot edit the retail rate of a customer type in the voucher page view.
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.
Under the Quantity section of the Edit summary, you can view the original voucher value and the adjusted voucher value. If the changes made result in a price decrease, a refund due section will appear in the Edit summary along with the amount due.
Inversely, if changes made result in a price increase, a payment due section will appear in the Edit summary along with the amount yet to be paid.
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.
Once the box is checked, Save voucher. Once saved, a summary of your voucher changes will appear with a note identifying the amount to be credited to a client or inversely, the amount due. Click Proceed.
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.
Once you have saved your voucher, a summary of your voucher changes will appear with a note identifying the amount to be credited to a client or inversely, the amount due. Click Proceed and the amount due will be handled through the typical workflow.
Voucher status
You can view the status of each voucher on the Voucher tab of your FareHarbor Desk Dashboard. 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.