Nominal Postings when using Gift Vouchers
Before you start using Gift Vouchers, make sure the Gift Voucher stock item and related nominal code have been set up correctly. For guidance, see How To: Create Gift Vouchers.
Prerequisites
The examples below assume the following setup has already been completed:
- A sales nominal called Voucher Sales has been created. See How To: Setup Gift Vouchers.
- The sales nominal is configured as:
- System Type: Sale
- Account Type: Stock Item
- A Voucher Bank Account has been created. See How To: Setup Gift Vouchers.
- A stock item called VOUCHER has been created and linked to the Voucher Sales nominal.
Note: The voucher code used in the examples below may differ on your system, depending on how the VOUCHER stock item has been configured.
Nominal Postings When Selling a Voucher
When a Gift Voucher is sold, the Debtors account and the nominal linked to the VOUCHER stock item are updated.
In the examples below, ££ represents the value of the voucher sold.
| Nominal | Debit | Credit |
|---|---|---|
| 0101 Debtors | ££ | 0 |
| 1210 Voucher Sales | 0 | ££ |
Additional Notes
- Postings relating to the customer's payment method will also be generated. These vary depending on the payment type used.
- If Post Header Totals is enabled in:
[ System Operations | Edit System Values | Options | Accounts ]
All sales postings, including voucher sales, will be posted to a generic Sales nominal instead of the Voucher Sales nominal.
This setting only affects future transactions and does not change existing postings.
With Post Header Totals enabled, the postings would appear as follows:
| Nominal | Debit | Credit |
|---|---|---|
| 0101 Debtors | ££ | 0 |
| 4000 Sales | 0 | ££ |
Nominal Postings When Redeeming a Voucher
When a Gift Voucher is redeemed, several journals are created.
The example below assumes:
- The order value is equal to the value of the voucher being redeemed.
- The item being sold is not taxable.
Invoice Posting
The invoice posts as a standard sales transaction:
| Nominal | Debit | Credit | Source |
|---|---|---|---|
| 0101 Debtors | ££ | 0 | Invoice |
| 4000 Sales | 0 | ££ | Invoice |
Voucher Payment Posting
The voucher payment is then posted using the bank account specified in:
[ System Data | Accounts | System Payment Types ]
| Nominal | Debit | Credit | Source |
|---|---|---|---|
| 205 Voucher Bank Account | ££ | 0 | Voucher Payment |
| 0101 Debtors | 0 | ££ | Voucher Payment |
Voucher Reversal Journal
An additional journal is created to reverse the original voucher sale. This journal is not linked directly to the sales documents.
| Nominal | Debit | Credit |
|---|---|---|
| 1210 Voucher Sales | ££ | 0 |
| 205 Voucher Bank Account | 0 | ££ |
Result
Once all issued vouchers have been redeemed, both the Voucher Sales nominal and the Voucher Bank Account should return to a zero balance.
For example, if you have sold £10 worth of vouchers and all £10 has been redeemed, both accounts should show a balance of £0.