In this article, we will provide you with complete information about vouchers in the GO7 PSS system: troubleshooting, common use-cases for different scenarios, etc.
- What is a Voucher?
- How to enable the use of vouchers?
- How to properly setup the credit terms of the agency?
- How to insert a voucher into a booking?
- The payment button is still active after a voucher has been inserted - why?
- I've processed an amendment in the PNR - what to do with the existing voucher?
- How do I track and manage all of the generated vouchers in the system?
- How can I monitor open vouchers and process actual payments?
- How can I confirm a voucher-paid booking without issuing a ticket?
If you encounter any difficulty to complete any action - please contact your system administrator.
What is a voucher?
A voucher is a form of payment that agencies can use in the system. It's a way for the agency to commit to a payment in the PNR.
How to enable the use of vouchers?
When you create an agency profile in the system (Agents module > Agencies), you are also given the option to activate vouchers for that specific agency:
How to properly setup the credit terms of the agency?
When you activate the vouchers functionality for an agency, it's crucial to ensure proper setup of the agency's credit terms. Without this, the agency won't be able to utilize the vouchers functionality properly.
There are several ways to set up the credit terms, each reflecting a different type of agency. You can find more information about agency types in the following knowledge-base article:
Agency Types (click on the relevant agency type within the article to see more information about the credit terms values).
How to insert a voucher into a booking?
The process of inserting a voucher payment within a PNR is fairly easy and similar to the standard process of inserting a payment using any other payment method:
Once you've properly inserted the voucher into the PNR, there will be an indication of it in the payments activity section:
From this point, you will be able to issue a ticket for the customer.
The payment button is still active after a voucher has been inserted - why?
After inserting a voucher, you may notice that the payment button is still active and the amount due figure still shows the original amount as due even though you 'paid' with the voucher.
As stated before, a voucher is not an actual/real payment; it's a commitment from the agency for an actual payment, which will eventually be sent to the airline according to the agency's credit terms.
I've processed an amendment in the PNR - what to do with the existing voucher?
If you've amended a PNR that has already been 'paid' with a voucher, and now the amount due is higher than it was when you originally inserted the voucher, the best course of action is to cancel/delete the existing voucher and then issue a new one instead.
Once the voucher has been cancelled/deleted, the system will mark that voucher record as cancelled.
How do I track and manage all of the generated vouchers in the system?
The system allows you to monitor every generated voucher under the Voucher sub-module (Agents > Vouchers):
The Vouchers sub-module allows you to view all vouchers generated by agent bookings in the CRS system and website (view only). Clicking on a voucher will show its related details and a link to its booking. It's recommended to apply filters for this section, such as agency name, to get more focused and relevant results.
How can I monitor open vouchers and process actual payments?
Under the Agents module, there is a sub-module called "Balance". This sub-module allows you to monitor the current balance of your agencies based on the open vouchers amount and other information such as Open Invoices, Due Invoices, etc.
As you can see from the above sample screenshot, there is a column for vouchers, which will indicate the amounts (if the value is zero, it means that the voucher has already been paid in full).
The total amount figure in the vouchers column doesn't necessarily need to correlate with the other columns such as the Due Payment column, as vouchers can have different credit days (based on the credit terms configuration), and some vouchers will turn due only when they reach the credit days set for the agency.
You have two ways to process a payments towards due vouchers:
- Paying individually per voucher within each PNR screen (remember - the Payment button is still active)
- Selecting multiple vouchers within the Balance screen and then process a single payment that will cover the selected PNRs at once. When selecting this method, the system will automatically do the calculation and the payment allocation for all of the selected PNRs:
As you can see, this sample PNR is now fully paid, and additionally you can see the small red asterisk indication next to the voucher record. This mark indicates that this voucher has been fully utilised. The PNR is also balanced now, and the amount due is zero.
If you will click on the cheque record above the voucher, you will see the receipt that covers all of the opened sample vouchers that we have selected and paid in this case:
How can I confirm a voucher-paid booking without issuing a ticket?
If you would like to confirm a booking that was paid with a voucher and don't want to issue a ticket at the moment, you can click on the OK status button:
Once you have clicked on the OK button, the system will confirm the booking, meaning that the PTL (Payment Time Limit) restriction will be lifted, allowing the booking to remain unticketed without worrying about automatic cancellation due to the PTL restriction.
In addition, the OK button will change from Purple to Green to indicate that the PNR is confirmed.
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