To view a list of all the Voucher codes that been purchased you can head to the Vouchers tab by selecting Orders > Vouchers.
In order to search for Vouchers you will need the 'Reports' user permission.
The report will list:
Code - the unique voucher code. Next to this there will also be a label of 'Redeemed', 'Unredeemed', 'Partially redeemed'. (Select on the code and it will bring you to a page with more details about the voucher code)
Status - Either 'Redeemed', 'Partially redeemed' or 'Revoked'.
Type - this will either be 'Free item' or 'Monetary'
Voucher type - The name of the Voucher (select this and it will bring you to the voucher type settings page)
Issued - This will list the date the voucher was issued.
Expires - this will list the expiry date of the voucher. (This 'Expires' section is only valid for 'Free item' vouchers)
Fulfillment - this will list the status of the fulfillment (needs dispatching or dispatched). This will only be relevant for physical vouchers that are purchased. For more information please view the guide here.
Balance - this will show the balance for monetary vouchers.
You are able to export this list by selecting the 'Export' button. This will give you more details about the voucher e.g. the sale value.
How to filter the Voucher codes list?
You can also filter your voucher codes to find a group of vouchers you want. If you select 'Add filter', you can filter by:
Status - All statuses, Unredeemed, Partially redeemed, Redeemed.
Created since - Any time, Today, Yesterday, Last 7 days.
Voucher Types - This will allow you to sort by the voucher type.
Expiration date - This will enable you to filter your vouchers by the expiration date
Fulfillment status - This will enable you to filter your vouchers by the fulfillment status (if applicable). You can choose from "needs dispatching" or "dispatched".
How to search for a specific Voucher using the voucher code?
Enter in the voucher code in the top-right box 'Search Voucher Code'.
What happens when you select a certain voucher code from the list?
If you select on a certain voucher code and it will take you to a page with more information about this specific voucher code as per the below:
Free item vouchers will display fields for: voucher code, status, voucher type, value and expiry date.
Monetary amount vouchers will display fields for: status, voucher code, voucher type, value, balance, partially redeemable (Yes/ No), and expiry date.
When purchasing the voucher if the physical delivery of "Mail" was selected then there will be a "Fulfillment status" section too. This will also appear if you manually set a fulfillment status yourself by selecting the "Settings" button > Manage fulfillment. For more info please head here.
You will be able to go directly to the order where the voucher was purchased by selecting the blue link to the order reference under "Purchase" in the "Details" section.
Also if the voucher has had any redemptions the redemptions will be listed along with a blue link to each order reference. You will also be able to see the ledger lines that have been generated when the voucher was purchased, when the voucher was redeemed etc.
If the voucher was redeemed on an order, but then refunded it will show this at the bottom of the voucher code screen too in the ledger lines section...
There is also a Settings option on each voucher code page, if this is selected you will be able to...
Change expiry
Manage fulfilment
Revoke
How to change the expiry date of a voucher?
In the voucher details page (once you have searched for a voucher and selected on the voucher code) you can change the voucher's expiry date if needed. To do this select the Settings box in the top right corner > Change expiry date...
You cannot change the expiry date of Revoked and Redeemed vouchers but you can change the expiry date of Unredeemed, Partially redeemed and Expired vouchers.
Once you select "Change expiry date", a pop up will then appear where you can select a new date > Update...
This will then update the expiry date of the voucher.
How to manage the fulfilment of a voucher?
In the voucher details page you can manage the fulfilment of the voucher if this is necessary. To do this select the "Settings" button > Manage fulfillment. For more info please head here as this will explain this tool in further detail...
How to revoke a voucher?
In the voucher details page you can revoke a voucher if needed. To do this select the "Settings" button > Revoke...
A pop up will then appear asking if you are sure you want to revoke the voucher because this cannot be undone...
If you proceed by selecting "Revoke", then the voucher status will update to "Revoked" and it won't be able to be used. The ledger lines will also be created to reverse the voucher revenue and post it to voided voucher instead as you can see below...
Once a voucher is marked as "Revoked" this cannot be changed.