GIFT VOUCHERS(remedial massage)

  • 2
  • Question
  • Updated 9 months ago
  • Answered
Hi, What is the best way to process and redeem gift vouchers for our remedial massage therapists. Many thanks. 
Photo of Rebecca Keating

Rebecca Keating

  • 6 Posts
  • 1 Reply Like

Posted 4 years ago

  • 2
Photo of Lin


  • 24 Posts
  • 8 Reply Likes
The way I do it is to receipt it as an unallocated payment and then receipt the "bill" for the massage against this with the Voucher number in the description of the charge.  Hope this helps.
Photo of The Source of Wellness

The Source of Wellness

  • 11 Posts
  • 7 Reply Likes
Hi, we put in the purchase of the Gift Certificate then a redeemed item code with a zero balance. Would be helpful Smartsoft for a better way to handle.
Photo of Jamie

Jamie, Official Rep

  • 7 Posts
  • 5 Reply Likes
There are two different recommended methods to help you achieve this.

1. Using Unallocated Payments

This method requires you to know the name of the client who will be using the gift voucher. Once the gift voucher has been purchased, you will enter this purchase as an Unallocated Payment within the Patient File of the client who will be using the gift voucher, as shown below:



When using the gift voucher (or Unallocated Payment) on the date of service, you can enter this by billing or receipting the client with the gift voucher for the service, and then using Previous Credit, as shown below:

2. Creating Item Codes for Gift Vouchers

This method involves creating two Item Codes in Front Desk:

GVP – Gift Voucher Purchase
GVR – Gift Voucher Redeemed

We recommend creating a patient file called gift voucher to be used for all gift voucher purchases. When the gift voucher is purchased, you will Receipt for the GVP (Gift Voucher Purchase) code in the amount of the gift voucher.
When the client comes in to use the gift voucher, you will bill them for $0.00 to the GVR (Gift Voucher Redeemed) code, as shown in the image below:

If the purchase of the gift voucher is not attributed to a particular practitioner, but to the practice, then you can also create a practitioner file in the name of the practice to be used for gift voucher purchases specifically.

It is also recommended with this method that, if your gift vouchers are numbered, you create an Excel spreadsheet to be used alongside the Front Desk system, and when a gift voucher is redeemed, you then mark that number off on the spreadsheet.
Photo of In Stride Health Clinic

In Stride Health Clinic

  • 124 Posts
  • 22 Reply Likes
Is there any updates on these processes.   

When paying practitioners we then need to generate a gift voucher redemption report to see you got vouchers in that fortnight so we can make sure they get paid their allocation for that voucher.

As we allocate the Redemption voucher at a $0 amount.  But then need to go to the appointment to check how long it was and what the practitioner needs to get paid.

Majority of our gift vouchers the person buying it isn't even a client of our clinic.  Apart from a separate excel sheet or sheet in voucher folder - there is no way to track easily.

we are also going to look at purchasing our gift vouchers online - not sure if others have done.

I also have an issue with Hiring of equipment with deposits when weekly hires then returns and how it prints onto the banking sheet, etc. at a later date.

Photo of Timothy

Timothy, Business Care Manager

  • 761 Posts
  • 220 Reply Likes
Hi Sharon. These items, particularly hiring equipment with deposits, are outside of the scope of Front Desk at this time.

Other practices manage vouchers using prepayments on the patient card, with the payment going to the practice and then allocated to the practitioner when the credit is used. Alternatively, an item is billed for  $0.00 to the patient and then the Billings Report is used to calculate how many of these items are attributed to each practitioner in a period of time. A cash adjustment is then made for these items.

I understand in your case the person buying the voucher is often not the patient who will be redeeming it as you deal with remedial massage.

Further work on vouchers is being considered but is a low priority on the development list. 
Photo of In Stride Health Clinic

In Stride Health Clinic

  • 124 Posts
  • 22 Reply Likes

we also use Gift Vouchers towards Pilates Blocks and Stock.  Sometimes they are clients and we can add the credit but sometimes they are new to the clinic.