Voiding Gift Vouchers

Sometimes you need to cancel a voucher. Voiding permanently disables a voucher from being used.

When to Void

Common reasons to void a voucher:

• Refund - Customer requested refund
• Fraud - Suspected fraudulent activity
• Duplicate - Voucher was issued twice by mistake
• Error - Incorrect amount or details
• Other - Any other business reason

How to Void

1. Go to Gift Vouchers > Vouchers
2. Find the voucher by code or search
3. Click Void Voucher
4. Select a reason from the dropdown
5. Add notes (optional but recommended)
6. Confirm the void

After Voiding

• The voucher status changes to "Voided"
• It can no longer be used for payment
• The void date and reason are recorded
• Remaining balance is shown as voided

Important Notes

• Voiding is permanent - You cannot un-void a voucher
• Partially used vouchers - You can void a voucher with remaining balance
• Already redeemed - Past redemptions remain in history
• Template settings - Some templates may disable voiding

Refund Process

If voiding for a refund:

1. Void the voucher first
2. Process the refund separately (cash, card reversal, etc.)
3. Document the refund in the void notes

Audit Trail

All voids are logged with:

• Date and time
• Staff member who voided
• Reason selected
• Notes provided
• Balance at time of voiding

This helps with accounting and dispute resolution.

Use case scenarios

Scenario 1: Customer requests refund

Customer changed her mind 1 week after purchase, wants money back. Manager voids the voucher, processes the refund separately. Auditable trail.

Scenario 2: Fraud detection

Suspicious code redemption pattern. Manager voids the voucher, investigates. Code can't be used while investigation runs.

Scenario 3: Duplicate issue

Voucher was issued twice by mistake. Manager voids one, keeps the other. Clean accounting.

Scenario 4: Wrong amount

Reception issued 10k instead of 100k. Void it, issue a new correct voucher. Old one can't be used.

Tips

• Always document the reason: future audits will ask why.
• Voiding is irreversible: be sure before clicking.
• Refund separately: voiding doesn't refund money, it only blocks the code.
• Communicate with the customer: she should know the voucher is void.