In this article, we will provide you with complete information about vouchers in the AeroCRS 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.
Voucher is a form of payment, that can be used by agencies in the system.
It's a way for the agency to commit for a payment in the PNR.
When you create an agency profile in the system (Agents module > Agencies), you are also given with an option to activate vouchers for that specific agency:
When you activate the vouchers functionality for an agency, it's also crucial to ensure a proper setup of the agency credit terms. This stage crucial, as the agency will not be able to properly utilize the vouchers functionality without it.
There are several ways to setup the credit terms, each way reflects a different type of agency.
We encourage you to read more about the agency types in the following knowledge-base article:
Agency Types (click on the relevant agency type within the article in order to see more information about the credit terms values)
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 indication of it in the payments activity section:
From this point - you will be able to issue a ticket for the customer.
After inserting a voucher, you indicate that the payment button is still active and the amount due figure still showing the original amount as due even though you 'paid' with the voucher:
As stated before - voucher is not an actual/real payment, it's a way for the agency to commit for a an actual payment, that eventually will be sent to the airline according to the credit terms of the agency.
If you amended a PNR that has already been 'paid' with a voucher, and now the amount due is higher than what it used to be when you originally inserted the voucher - the best course of action for this scenario will be to cancel/delete the existing voucher and then issue a new one instead:
Once the voucher has been cancelled/deleted, the system will draw a line on that voucher record:
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). A click 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, in order to get more focused and relevant results.
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 columns 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 it reached the credit days that you have 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 PNR's in once.
When selecting this method, the system will automatically do the calculation and the payment allocation for all of the selected PNR's, and eventually will look like this (sample PNR):
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 utilized. 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:
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 gone, allowing the booking to remain unticketed without having to worry about the 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.