How To Guide - Vouchers

Transcription

1 How To Guide - Vouchers

2 I How To Guide - Vouchers Table of Contents Foreword 0 Part I Introduction 1 1 Contact... Details 1 Part II How to Guide - Vouchers 2 1 Setup... Voucher Redemption Codes 2 2 Setup... Voucher Register and Sequence Numbers 3 3 Importing... 3rd Party Voucher Serial Numbers 6 Select File... 6 Select Fields... 7 Import Data... File 9 4 Setup... Barcode Scanner 10 5 Voucher... Register 11 6 Vouchers... and Member Bonuses 13 7 Ticket... Prices 16 8 Redeeming... Vouchers 21 Index 0

3 Introduction 1 1 Introduction 1.1 Contact Details AUSTRALIA Ticket Systems Pty Ltd Unit 26/380 Eastern Valley Way Chatswood N.S.W 2067 Australia Tel: Fax: For Sales and Support ivan@ticket-systems.com For Support Only martin@ticket-systems.com NEW ZEALAND Cinema Ticket Systems Starlight Arcade, Horomatangi St Taupo New Zealand Tel: Fax: For Sales and Support peter@starlightcinema.co.nz

4 2 How To Guide - Vouchers 2 How to Guide - Vouchers The software implements the following features to increase security and reduce data entry errors when using vouchers: allocation of specific ranges of unique voucher serial numbers which are used for both selling and redemption of prepaid vouchers use of a redemption code which is used to prevent allocation of incorrect voucher types and ticket prices to those pre-assigned for the matching serial numbers use of barcodes for serial numbers on vouchers to speed data entry at time of sale and redemption (also reduces risk of incorrect serial numbers being manually entered). The following steps are needed when configuring the software to use voucher serial numbers: allocate a range of serial numbers for vouchers. A redemption code can also be included to ensure that a specific range of serial numbers can only be used for the matching voucher types create vouchers with the Voucher # Required selected. This will then require that a serial number be entered for all vouchers sold of this type. If a redemption code was previously allocated for the serial number range in the voucher register then the redemption code must be the same for the sale to be completed. create a ticket price that is to be used when redeeming the voucher. The Voucher # Required option must be selected. If a redemption code was allocated when the voucher was sold then the redemption code must be the same for the voucher to be redeemed. 2.1 Setup Voucher Redemption Codes Voucher Redemption Codes are used to ensure that any vouchers that are sold are then redeemed for the correct value at the box office. This means that if the Redemption Code has been set then it MUST be redeemed with a ticket type with the same redemption code. for example: Child Gift voucher is sold with a Redemption Code = CHILD This would then require a ticket type Redemption Code = CHILD where as if no Redemption Code was entered, then the voucher could be redeemed as any ticket type ie. ADULT To setup voucher redemption codes the following must be done: Add a voucher Redemption Code to each voucher Add a ticket type with a matching Redemption Code and Voucher # Required selected Note: Only ticket types with Voucher # Required selected will verify that the voucher being redeemed matches the redemption code when the voucher was sold.

5 How to Guide - Vouchers Setup Voucher Register and Sequence Numbers The following steps are required to setup vouchers: Create the Voucher Type Create the Ticket Type that the Voucher will be redeemed as Optionally Add the Voucher Sequence Numbers that will be available for sale into the Voucher Register. This is only required when using pre-printed Vouchers. Optionally use non-numeric vouchers \\Setup\Options\Site Options\Automated Add the Voucher Type to Other Items screen so that it can be sold Ensure that the Voucher Receipt has been designed and configured correctly for printing. 1) Create a new Voucher Type a) if Vouchers are to be printed and automatically numbered Print Booklet MUST be selected to print the vouchers Voucher # Required MUST NOT be selected b) if selling vouchers which are pre-printed and numbered Print Booklet MUST NOT be selected Voucher # Required MUST be selected 2) Create a Ticket Price Category with where all the non-session specific ticket types are listed. Change the Category Type to Vouchers and Specials. These are then available when selling by selecting the Vouchers and Specials button within each session. 3) Create a Ticket Type for the Voucher to be redeemed.

6 4 How To Guide - Vouchers This should have a zero entered for Ticket Cash, Booking Fee and Surcharge. The Distributor Price should be set to the value that this ticket type is being declared as to any Distributor when it is redeemed. This is normally whatever was charged per Voucher when sold less any Booking Fee or Surcharge when used for Combo Deals, etc... Admissions MUST be set to 1 Voucher # Required MUST be selected All ticket types that require a voucher # will be shown as below to indicate that a serial number will be required. Any ticket type that has a redemption code will display the redemption beneath the type in [...]. This must match that of the voucher being redeemed. 4) Optionally add the pre-printed voucher sequence numbers to the Voucher Register. This is only required when using pre-printed vouchers which are uniquely numbered.

7 How to Guide - Vouchers 5 5) Add the Voucher Type to Other Items so that it can be sold. The icon attached to the Voucher indicates that it is to be printed at the time of sale. The icon attached to any voucher indicates that a voucher # will be required to be entered prior to completion of the sale.

8 6 How To Guide - Vouchers 2.3 Importing 3rd Party Voucher Serial Numbers Voucher sequence numbers from 3rd party providers can be imported into the Voucher Register using this option. The file being imported must be in csv file format or simple xls formats. All codes must have the Voucher Redemption Code as the prefix to each sequence #. This code will automatically be broken down into the unique sequence # and the voucher redemption code used internally to validate the voucher at time of sale. i.e. one record per line in the file CODE CODE CODE Select File The option to locate the file to import is automatically shown, this will default to the last file that was previously imported.

9 How to Guide - Vouchers Select Fields Once the file has been successfully opened you will need to determine the layout for the file to be imported correctly. You can select the preview data tab to see the actual data as was read from the file.

10 8 How To Guide - Vouchers You will need to match each column for the data that was imported to one of the existing columns. If the Column Header option is selected then then it assumed that the first line of the file being imported has column names allocated. As a minimum the Start Sequence # column must be selected, all others are optional. For any column that you don't want to import select the Filler column Required Fields Start Sequence # Optional Fields End Sequence # Redemption Code Issue Date Available Site # Filler The redemption code field is used to import only sequences that match the code entered. All other codes will be ignored.

11 How to Guide - Vouchers Import Data File Selecting Import will save all the sequence numbers into the voucher register. If you have changed the fields to be imported since the last file import then you will be asked to save the new field/column assignments.

12 10 How To Guide - Vouchers 2.4 Setup Barcode Scanner The following steps are required to setup a barcode scanner for use with vouchers: open Setup\Options\Terminal Options\Candy Bar Barcode Reader These settings apply to any barcode scanner directly attached to this terminal. The barcode scanner can be used for products, stock items, vouchers and member card numbers. Com Port This is the com port that is used to communicate with serial barcode scanners. Baud Rate This is the baud rate is used to communicate with the scanner. Most scanners used are 9600 baud.

13 How to Guide - Vouchers Voucher Register The voucher register provides a centralised method of tracking pre-printed and automatically numbered vouchers that have been allocated to each site. The history of these vouchers can then be tracked by such means as: where and when the voucher was sold, what type of voucher was allocated, when and where the voucher was redeemed, what type of ticket the voucher was redeemed as. To create a new entry, press [New] and enter the details in the appropriate fields. To change the details of an existing entry, select the item from the list and press [Edit]. Make any required changes and press [Save], or [Undo] to change cancel any changes. To remove an existing voucher sequence, select the item from the list and press [Delete]. # This indicates if the voucher sequence number was automatically by the software. These are automatically generated for all vouchers when the Voucher # Required option is not selected in Vouchers. Site # Each unique sequence must be assigned to one site only, this is the only site that will be allowed to sell any vouchers that are assigned to the sequence. Once sold any voucher sequence number can then be redeemed at any site provided that the range was assigned to all circuits and all sites. Start Seq # The first number in the voucher sequence. This must be greater than the End Seq # of the last assigned sequence. for example: Note:

14 12 How To Guide - Vouchers All vouchers that are automatically numbered at time of sale will have the same Start and End Seq numbers. These numbers will always start with your 4 digit site # and end with a checksum number to verify the integrity of the number. End Seq # This is the last number in the voucher sequence. The number must be less than the next Start Seq #. Redemption Code If a redemption code has been entered then only voucher types with the same redemption code will be allowable when selling the voucher. Leave this blank if no verification of the voucher type is required at the time of purchase. See also: Setup Voucher Redemption Codes Issued The date when this voucher sequence was created. Available Determines if this item will be available for selection. How to disable a voucher number For example to disable one voucher 2500 in the above example we need to do the following: change to create a new sequence mark the new Sequence as not available create a new sequence then re-export the cinema export to update the sites Voucher Sub-ranges Sub-ranges of sequence numbers within other sequences are not supported. What this means is that you can not assign sequence within a pre-existing sequence. for example: <<<--- This is a sub-range This will effectively disable the voucher sequence Sequence numbers are always located by finding the last nearest Start Seq # which is less than the sequence number and then searching until the associated End Seq #.

15 How to Guide - Vouchers Vouchers and Member Bonuses Vouchers are special types of products that can be sold, these include items such Movie Money, Vouchers, Gift Certificates, etc. Vouchers are also used in conjunction with the member loyalty programme as bonuses which are generated when certain conditions are met by the patron such as a predetermined number of points being collected. These bonuses can then be redeemed at the Box Office or Candy Bar. To create a new entry, press [New] and enter the details in the appropriate fields. If the Head Office module has been activated then a list of pre-defined entries will appear to select from. To change the details of an existing entry, select the item from the list and press [Edit]. Make any required changes and press [Save], or [Undo] to cancel any changes. To remove an existing voucher, select the item from the list and press [Delete]. Name The name of the voucher. This name appears on the button on the Other Items screen. Type A brief description of the type. This description appears on the button on the Other Items screen. Lines 1 To 5 Lines 1 to 5 are user definable lines appear on the printed voucher ID Code A code which identifies this item when used with the Head Office Module. This can be left blank, otherwise it must be a unique code which is pre-defined by Head Office. Available

16 14 How To Guide - Vouchers Determines if this item will be available for selection. Price The price of the combined vouchers. Note: This amount should be $0.00 for any member bonus. Tax If a goods and services tax applies, check the % for a percentage to apply, leave unchecked for a flat tax. Tax Payable This is the amount of Tax that will apply depending upon that Tax above. (Read only) Patron Price This is the price a patron pays for the vouchers. It is calculated by adding the Price plus the Tax that will apply (if applicable). No of Vouchers The quantity (1..100) of vouchers in this booklet. Days to Expire This is the number of days from the date of sale that the vouchers/member bonus will expire. Print Booklet Select this option if the vouchers/member bonus will be printed at time of sale, leave unchecked if pre-printed vouchers will be used. Print Price Select this option if price of the voucher/member bonus will be printed at time of sale, leave unchecked if no price is required. This is often used when selling vouchers to 3rd parties which will then be re-sold or given away at a discounted price.

17 How to Guide - Vouchers 15 Voucher # Required If this option is selected then a valid voucher sequence number must be entered when prompted before this ticket type will be authorised for sale. Redemption Code If a redemption code has been entered then only ticket types with the same redemption code will be allowable when redeeming the voucher. Leave this blank if no verification of the ticket type is required at the time of redemption. See also: Setup Voucher Redemption Codes Member Reward If this option is selected then this voucher will act as member bonus that can be allocated as part of the member reward programme. Member Points If this voucher is to act as a member bonus, then this is the number of points that must be accumulated before this bonus is automatically rewarded to a member. Member # Required If this option is selected then a valid member number must be entered when prompted before this ticket type will be authorised for sale. Loyalty Rate % The percentage amount of this item's patron price that will allocated as a member bonus points when sold to a member.

18 16 How To Guide - Vouchers 2.7 Ticket Prices Each session that is available for sale must be assigned a default Ticket Price Category that lists all standard types of tickets that available for sale (see also: Programming Sessions). Within each of these Ticket categories is a list of predefined ticket prices. There will usually be a 'Standard' category with ADULT, CHILD etc... as ticket prices, and one or more 'Budget Day'-type categories where the prices will be cheaper. To create a new ticket category, press [Category] and enter details in the appropriate fields. If the Head Office module has been activated then a list of predefined entries will appear to select from. To change the details of an existing entry, select the item from the list and press [Edit]. Change the details and press [Save], or [Undo] to cancel any changes. To delete a category, select the item from the list and press [Delete]. Category The name of a ticket category, eg. 'Standard', 'Budget Days', 'Weekends', 'Vouchers'. A Ticket category is assigned to every session when the session is entered. A ticket category consists of one or more ticket prices for sale or for voucher redemption. HO Code If Head Office is activated then a unique code assigned by Head Office, otherwise leave blank. Category Type There are 3 basic Ticket Category types: Normal Session These can be assigned to a session. Vouchers and Specials These can not be assigned to a session, but are used for any prices that will be common to all sessions, or are rarely used. This category would be used for any pre-sold vouchers that are being redeemed. Remote Sessions This type is used for any sessions that will be available for remote sales, these would include sales made by customers through the internet sales module or the customer kiosk module.

19 How to Guide - Vouchers 17 Quick Info This is the Quick info used to display additional information when exporting session details for third party integrators. Its intended use is to indicate special pricing for selected sessions such as Adults at Children's pricing, Premium Pricing, etc... Effective Date The date at which the category can be assigned to a session. This field is useful for when ticket prices will change on a particular date. Display Order Specifies the order the Ticket Category will appear on the Vouchers and Specials screen. These are sorted in ascending order starting from 0. Available If selected, then the category will be available for selection when programming sessions. To create a new ticket price for a category, press [Tickets] and enter details in the appropriate fields. If the Head Office module has been activated then a list of predefined entries will appear to select from. To change the details of an existing entry, select the item from the list and press [Edit]. Change the details and press [Save], or [Undo] to cancel any changes. To delete a ticket price, select the item from the list and press [Delete]. Ticket Type Ticket types are assigned to a Ticket Category, these are the individual type of tickets which are available for sale, eg. 'Adult', 'Child'. Stub An abbreviation of the ticket type that appears on the stub portion of the ticket, i.e. 'COMP' may be an abbreviation for the ticket type 'Complimentary'. Ticket Cash This price is the value that the patron pays for a ticket, not including

20 18 How To Guide - Vouchers tax. Note: If this is a Voucher for redemption then this amount should be set to $0.00 as the ticket has already been pre-paid. Distributor/Ticket Price This price is the actual value of the ticket that the distributor bases calculations on. A percentage of this goes to the distributor of the film. Booking Fee This amount is added to the ticket price if the ticket is being reserved. This amount is NOT included when calculating the ticket price in relation to any 3rd party reports. I.e. Film Distributors Reports. Note: If this is a Voucher for redemption then this amount should be set to $0.00 as the ticket has already been pre-paid. Surcharge This amount is added to the ticket price if the ticket is purchased as part of an event in which other fees are charged. If a product is linked to this ticket in a Combo Deal, then the surcharge must include the designated value of the product so that it will be included in the cost of the ticket. This amount is NOT included when calculating the ticket price in relation to any 3rd party reports. I.e. Film Distributors Reports. Note: If this is a Voucher for redemption then this amount should be set to $0.00 as the ticket has already been pre-paid. Tax If a goods and services tax applies, check the % for a percentage to apply, leave unchecked for a flat tax i.e Tax Payable This is the amount of Tax that will apply depending upon that Tax above. (Read only) Admissions The number of admissions for this ticket type, this can be used to allow issuing of Family Tickets for example 2 Adults and 2 Children would be 4 Admissions, but only 1 ticket will printed. Note: This must be set to 1 admission if seating allocations are going to used for a particular session, as any ticket with more than 1 admission for any session with seating allocations will not be available for sale. Display Order Specifies the order the Ticket Type will appear when selecting ticket types. The most common ticket type should have this set to 0 as this will then be the default ticket type that is automatically selected when

21 How to Guide - Vouchers 19 the [Cash] button is pressed without selecting a ticket type. Available If selected, then ticket type will be available from the Ticket Payments screen. Gross Price This is the price that is declared on third party reports i.e. Film Distributor report. It is calculated by adding the Distributor Price plus the Tax that will apply (if applicable). (Read only) Patron Price This is the price a patron pays for a ticket. It is calculated by adding the Ticket Cash Price plus the Tax that will apply (if applicable). (Read only) HO Price Code If Head Office is activated then a unique code assigned by Head Office, otherwise leave blank. Print Duplicate If this option is selected then a duplicate ticket with the words COPY by <username> where username is the name of the user. Password Required If this option is selected then a user must be have an access level of Supervisor or above to sell this type of ticket, otherwise they will be prompted for a user who must authorise the selection of this ticket type. This option will print a Duplicate ticket with the words COPY by <username> where username is the name of the authorising user. Combo Deal The product that is linked to the sale of the ticket type and is printed on each ticket (optional). See Surcharge above. Special Note about Reporting of Combo Product Sales: Any sales of Combo deal products will appear of the on the Banking, End Of Shift and Revenue reports as a separate section report with the quantity of sales for each product and a price of $0.00 as the price of the product is included as part of the Patron Price for each ticket

22 20 How To Guide - Vouchers type. However, the price of the Combo deal product will be included in the Others column on the Ticket Sales, Box Office, and Sales Summary reports. Member # Required If this option is selected then a valid member number must be entered when prompted before this ticket type will be authorised for sale or redemption. Loyalty Rate % The percentage amount of this item's patron price that will allocated as a member bonus points when sold to a member. Voucher # Required If this option is selected then a valid voucher sequence number must be entered when prompted before this ticket type will be authorised for redemption. Redemption Code If a redemption code has been entered then only vouchers with the same redemption code will be redeemable for this ticket type. ie. CHILD, ADULT, GIFT, COMP, etc. This only applies when Voucher # Required is selected. See also: Setup Voucher Redemption Codes Coupons The coupon that is linked to the sale of the ticket type and is printed in addition to each ticket (optional).

23 How to Guide - Vouchers Redeeming Vouchers Redeeming a voucher works in exactly the same way as normal ticket types with the exception that a voucher sequence number may need to be entered for each voucher. The following conditions can be applied to the redemption of vouchers which are defined in Ticket Prices: supervisory password required voucher sequence number required member number required no free list films

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