The objectives of this procedure:
- Clear financial control of the number and amount of vouchers given and outstanding
- No payment to owners in case of a transfer to a voucher
- No VAT payment on the vouchers
- Marketing reporting in vouchers and re-bookings
To achieve this, we will delete all resources in the existing reservation (including the accommodation) and add a new resource (type extra) with the value of the paid amount by the guest.
Items to be configured:
The following items needs to be configured. Best is to have 1 parent ticket - Convert bookings to vouchers - and link the other tickets to this main ticket to ensure all steps are clear. Items you can configure without assistance of Maxxton can be done without creating a ticket.
- Ledgers
- The ledgers will be used for the accounting. We suggest to create the ledgers with 0% VAT. In this way we can track the outstanding and collected vouchers. Most clients will run Revenue Distribution after check-out, so in this case the amount of outstanding and collected vouchers will only be visible in the General Ledger after the voucher was converted again to a booking and guest has stayed on the resort.
- Outstanding voucher amount
- Collected voucher amount
- The ledgers will be used for the accounting. We suggest to create the ledgers with 0% VAT. In this way we can track the outstanding and collected vouchers. Most clients will run Revenue Distribution after check-out, so in this case the amount of outstanding and collected vouchers will only be visible in the General Ledger after the voucher was converted again to a booking and guest has stayed on the resort.
- Holding Report Group
- In the report groups you can define the structure of how you would like to report the new extra's / vouchers. In this way, as soon vouchers are converted back to reservations, you can run reports in Microstrategy or Powerplay with the Outstanding en converted amount and numbers per resort
- Extra's
- We need 2 extra's to track what is outstanding and what is converted. The description of these extra's needs to be decided by the resort, so the description below is just an example.
- 'Corona voucher previous booking'
- 'Corona voucher collected'
- Both extra's will need to have:
- Ledgers as configured in first point
- Customizable amount selected, so the amount can be adjusted in the reservation
- Holding report group as configured in the second point
- Rentability completely open
- Rate with 0 amount, as the amount will be adjusted to the paid amount via the script
- Mark as optional for all parent accommodation type (to be done by script for larger concerns)
- We need 2 extra's to track what is outstanding and what is converted. The description of these extra's needs to be decided by the resort, so the description below is just an example.