Vouchers

Time to read: 15 minutes


Introduction

With this module, you can create and use vouchers in the PepperShop.

The voucher module offers you two possible uses.

On the one hand, you can create a campaign that creates voucher codes, which can then be communicated to the customers. These codes can be used as value or percentage vouchers.

You can also create items that can be purchased as vouchers, such as gift cards.

The vouchers created can be exported via CSV (Character Separated Values) so that they can be edited in Excel, for example, or used for personalised print documents.

Anleitungsvideo (DE)

Operation

If the voucher module is installed, the item Marketing > Vouchers appears in the main menu of the shop administration.

Create vouchers / campaigns

Vouchers are organised in campaigns. Therefore, if you want to create new vouchers, you create a new campaign. A new campaign can be created by clicking on ‘Create new campaign’ in the vouchers main menu. Here you can enter the key data for the new campaign:

Name of the campaign, number of vouchers to be created, the amount per voucher (either as a fixed amount in the shop base currency or as a percentage), the expiry date of the voucher and whether the voucher should be linked to an article in the shop or not.

You can also enter the number of times the vouchers can be used. This makes it possible to realise campaigns such as ‘the first 500 buyers receive…'.

In the Type field you control how the voucher is interpreted:

  • Promotion: Here the VAT is calculated on the basis of the reduced price.
  • Credit note: Here the VAT is calculated on the basis of the original price.

The creation of the vouchers can take a little longer if there are more than 1000 vouchers…

Illustration 4: Voucher data in the e-mail (framed)

Minimum purchase amount

For each voucher a minimum purchase amount can be entered in the field ‘Redeemable from item total’ in the base currency. The voucher can only be redeemed when the total of the items in the shopping basket reaches or exceeds the minimum purchase amount. If no minimum purchase amount is required, simply enter 0.

Foreign currencies

If you want to use vouchers in foreign currencies, you still have to enter the fixed values here in the base currency. Depending on the conversion factor, the base currency amount is then converted and displayed in the foreign currency.

The current conversion rate is in the Shop Administration in the Currencies menu.

Article binding of a voucher

Article binding:_ You can create vouchers for orders. These simply deduct the specified value from the order total. However, if you enter an article number of an existing article in the field ‘For article number’, you can also bind a voucher to an article. This means that the voucher will only work for the purchase of that item - this can be used, for example, for introductory campaigns.

Note:_ The creation of the vouchers can take a little longer if there are more than 1000 vouchers, as the uniqueness of each individual code is checked after it has been created.

After the creation process, you will find yourself in the voucher main menu and see the newly created campaign. In the Logviewer module there is now a log file (voucher_campaign_name_date.csv). This file contains all the voucher codes created for this campaign as CSV data (Character Separated Values), which can be processed automatically - e.g. via Excel or OpenOffice. The log file should always be clicked on and downloaded immediately after creation and deleted from the log directory to prevent misuse by other employees with administrative authorisation.

Article binding of a voucher to the articles of a category

This voucher is then valid for all articles in this category and is calculated as a discount per article. The category can be selected via a dialogue or the category number can be entered manually.

Article binding of a voucher by means of a special field

A field on the article can be selected via dropdown (e.g. additional field3). The value to be checked is written in the empty field next to it. Each article with the selected field containing the entered value will then be given the opportunity to use the voucher discount.

Show / delete campaigns

You can display and delete campaigns directly from the voucher main menu.

Vouchers in the campaigns

If you click on ‘show’ in the voucher main menu for a campaign, you will see all(!) vouchers for this campaign displayed in a list. There is no scrolling functionality. Here you can also see the status of each voucher (code) - e.g. whether it has already been redeemed.

Vouchers can also be displayed or edited. For example, you can reassign a voucher code to a different or new campaign by changing the campaign name accordingly when editing a voucher.

Exporting the voucher data

As described in the chapter ‘Create Vouchers / Campaigns’, you can download the voucher codes in CSV format after they have been created. Afterwards, you can use this file in Excel OpenOffice or other programmes to prepare it for printing, for example.

A code can be redeemed several times

In order to create a code that can be redeemed multiple times by different customers, you have to go through the following steps.

Create a new campaign as in the step above, but only enter 1 for the number of vouchers:

Illustration 5: Kampagne Anzahl 1

After you have saved the campaign, edit it again. To do this, click on the name of the campaign or “show”.

Illustration 6: Kampagne bearbeiten

Click on “show / edit” again here. Now you can adjust the voucher code and the possible number of redemptions.

Illustration 7: individueller Code

You can now announce the code “Frühlingsrabatt” to the customers via newsletter, tender or message. In total, this code can now be redeemed 100 times.

Redeeming vouchers

After the first voucher campaign has been created, the customer will see an input field for the voucher code in the cash register.

Figure 8: Coupon code field in the cash box (here framed in green)

In the order overview you can see that the coupon will be redeemed. If the voucher code is invalid, a message highlighted with the error color will appear indicating that the voucher code is invalid.

Figure 9: Order overview with valid voucher code (here framed in green)

In the order confirmation e-mail, which the customer and shop operator receives immediately after receipt of the order, the voucher data are also available.

Figure 10: Coupon data in e-mail (framed)

Voucher article

In addition to coupon codes, which are distributed in advertisements or by means of communication, coupons can also be offered for sale in the shop as classic gift coupons.

Create voucher article with given prices

If you would like to offer voucher articles at fixed prices, simply create the corresponding articles, e.g. voucher CHF 50 or voucher EUR 100. This is a normal article. If you send the vouchers with pre-printed, physical media, you may need to add stock information.

Create voucher item with variable prices

If a voucher article is to be set up, where the purchasing customers can then determine the price themselves, this is also possible.

First we create a buyable article in the shop. Here it is important to assign a unique article number to the article, e.g. voucher_variabler_preis. The article must be created with price = 0.00. Select a suitable picture and arrange the article in the category of your choice.

Configuration options

Abbildung 11: Wertgutschein Abbildung 12: Leistungsgutschein

  • Activation: Activation of this module. Attention: If the module is deactivated, the shop will treat a previously defined voucher article as a normal article with price = 0.00
  • Voucher article no.: Here you enter the article no., which signals to the shop, which article should function as a voucher article. This article must have been previously created in the shop administration as a normal article with just this article number. This item must have a price = 0.00 and must not have any stock restriction defined.
  • Show price in name: Should the price of the voucher items in the shopping cart be shown in the name?
  • Voucher minimum value: Do you want to set a minimum value for the voucher? Note: This value should be taken into account when dropdown displaying the number of selections in the item definition. The value = 0.00 means that no minimum limit should be set. This limit is detached from the currency and is used 1:1 for the active currency.
  • Voucher maximum value: Do you want to set a maximum value for the voucher? Please note that this value must not be smaller than the minimum value. Note: This value should be taken into account when dropdown displaying the number of selections in the item definition. The value = 0.00 means that no maximum limit should be set. This limit is detached from the currency and is used 1:1 for the active currency.

Voucher item after purchase

When a voucher item has been created and is sold, the customer still needs to be given the campaign code. If you have your own gift cards, for example, which you send to the customer after the purchase, then you must also create a campaign. After the purchase, you write the campaign code on the card and send it to the customer.

With the Print@Home module, the codes are generated automatically and sent to the customer.

Voucher items and VAT

There are two VAT-relevant topics for vouchers, which, depending on the purpose for which the voucher is used differently:

  1. when selling a voucher: VAT rate of the voucher
  2. when using a voucher: the underlying amount from which the VAT component is to be calculated

VAT set choice for voucher items

To the first point: Which VAT rate must be selected for voucher articles? (Voucher article = either according to chapter 4 / voucher article or with a self-created article in the shop, which results in a voucher delivery):

The decisive factor for the taxation of the article is whether the voucher is linked to a specific service (fixed amount, VAT rate predefined), or whether it is not clear from the voucher which services are being purchased. In this case, the voucher will be regarded as a means of payment (amount or percentage reduction, VAT rate unknown, as the service purchase is still unknown at the time the voucher is issued and thus = 0%).

Examples:

  • Enter VAT rate: Vouchers for a specific service (e.g. “Shopping voucher for a Dinner for two in our restaurant”): The VAT rate is fixed here. The performance is fully compensated with the redemption of the voucher.
  • VAT rate = 0%: “Shopping voucher worth CHF 100”. The voucher purchase is exempt from VAT as it is to be regarded as a (pre)payment. Accordingly, VAT is calculated on the total amount at redemption and not on the final amount to be paid.

The point is that VAT should not be delivered twice to the state. Here is an example: We sell a voucher article for CHF 100 with VAT = 7.7%. The customer now buys an article in the shop, the shop charges 7.7% again. So we got twice 7.7% which is wrong. Since one does not know with many vouchers, how it is used in the Shop - thus it is not known at all which VAT rate combination of the shopping basket with the concrete redemption / shopping will be present, one should put on most coupons with 0%, except it are achievement coupons. Where do I set this? A VAT rate is defined for the article (article processing screen, or in the corresponding field for imports).

VAT amount for tax rate calculation

Second point: With service vouchers, which stand for a concrete service, an item is sold in each case - it is therefore not a voucher in the classical sense. Here we look at the vouchers, which can be used variably: A distinction is made here between two types when creating campaigns:

The ‘Type’ field controls how the voucher is interpreted:

  • Promotion: Here the VAT is calculated on the basis of the price reduced by the voucher: The price of the service is reduced. VAT will only be claimed via the reduced price. Classic use of a voucher in promotions / advertising / marketing.
  • Credit note: Here the VAT is calculated on the basis of the original price (not reduced price): This is applied if the voucher is only understood as a means of payment and the VAT still has to be paid over the complete price - e.g. if the voucher is understood as customer credit.

Installation

Copy and upload files

The voucher module essentially consists of four files and two directories, which you have to copy into your installed PepperShop. First unzip the included ZIP archive. The following files are included, shown here with the target directories:

{shopdir}/shop/vouchers.php| file
{shopdir}/shop/Admin/shop_gutscheine.php| File
{shopdir}/shop/Admin/shop_vouchers_class.php| File
{shopdir}/shop/Admin/shop_vouchers_func.php| File
{shopdir}/shop/modules/voucher_article| directory
{shopdir}/shop/Admin/module/voucher_articles| Directory

The files can be easily uploaded via FTP or SCP to the web server. The placeholder {shopdir} stands for the shop directory on the web server, where the files index.php and README.txt can be found.

After copying the files, you can go to the shop administration and see the point Marketing > Vouchers displayed.

Log viewer installation

Before we use the vouchers, we have to install the external PepperShop module Log-Viewer, which is used by the voucher module. Therefore we click in the shop administration on the point Module and there on the button, which is titled with Modulverwaltung. Here we click in the left window on log_viewer and at the bottom on the button Install We confirm the course of the installation by clicking on the button Back to module administration.

After installing the Log Viewer, it now appears in the right window, which displays the installed modules. We now return to the main menu of the shop administration: Click on Back to module administration and Back to main menu.

Deactivation of the module

In the file {shopdir}/shop/gutscheine.php there is a control constant called GUTSCHEINE_AKTIVIERT, which is activated by default (true). Here you can turn off this module without uninstalling all files. As editor of the file a program must be used, which can process UNIX line breaks – e.g. Notepad++.

Special remarks / notes

  • If configured, vouchers can also be redeemed multiple times (e.g. a code for a large campaign).
  • If the voucher amount is not completely used up during a purchase, it can still be used with the remaining amount at a later date.
  • Fixed price vouchers Info: Please note that for fixed price vouchers no higher values than the item unit price in the most favorable configuration are indicated! Vouchers bound to items are granted per item. So if a customer buys 5 items, he receives the voucher five times credited on it. This behavior can be adjusted with the control constant by setting it to true. Afterwards the voucher value is calculated distributed on the number of items.
  • File: {shop_directory}/shop/vouchers.php: GUTSCHEINE_VERTEILE_AN_ARTIKEL_GEBUNDEN_FIXBETRAEGE_AUF_ALLE_ARTIKEL

Advanced configuration

Now follows the description of all control constants in {shopdir}/shop/gutscheine.php:

GUTSCHEINE_AKTIVIERT (default = true):
voucher subsystem activation (true = active, false = deactivated, default = true) should always be true.
GUTSCHEINE_TEILEINLOESUNG (default = true):
Should a partial redemption of vouchers be allowed?
GUTSCHEIN_ANTEIL_AUF_BRUTTOPREIS_ANWENDEN (default = true):
Best price determination for items in promotion: true: discount gross price, discount false net price (promotion price). See also below the control constant from the configuration editor (Shop settings - Shop configuration - Configuration - “View and edit control constants of this shop” - Configuration editor): BEST_PRICE_FINDUNG1.
GUTSCHEIN_ARTIKEL_NR_BINDUNG_GILT_AUCH_FUER_SUB_ARTIKEL (default = true):
Should an item number binding also apply to all sub-items of a parent item bound to a voucher?
GUTSCHEINE_KATEGORIE_NR_BINDUNG_AUF_BETROFFENE_ARTIKEL_APPLIZIEREN (default = false):
If a fixed-price voucher can only be redeemed if the customer buys at least one item from the category with the specified category number, the voucher should only be used for items from this category and should not be issued as an order voucher. ATTENTION: NO MORE BEST_PRICE_FINDUNG FOR THE AFFECTED ITEMS1
GUTSCHEINE_ARTIKEL_SPEZIALFELD_BINDUNG_AUF_BETROFFENE_ARTIKEL_APPLIZIEREN (default = false):
If a fixed price voucher can only be redeemed if the customer buys at least one item with field X = value Y, the voucher should only be used for these items and not as an order voucher. ATTENTION: NO MORE BEST_PRICE_FINDUNG FOR THE AFFECTED ITEMS1
GUTSCHEINE_VERTEILE_AN_ARTIKEL_GEBUNDEN_FIXBETRAEGE_AUF_ALLE_ARTIKEL (default = true):
Please note that in the case of fixed price specifications, no values greater than the item unit price may be specified in the most favorable configuration! Vouchers bound to items are granted per item. So when I buy 5 items, I get the voucher credited five times on it. This behavior can be adjusted with this constant by setting it to true.
GUTSCHEINE_ARTIKELTOTAL_AUS_BESTELLUNG_BERECHNEN (default = false):
problem: Vouchers, which are assigned with a lower value on an item total, must decide whether the voucher may be applied. The item total stored in the item_order is used for comparison purposes - the voucher is then granted (if applicable) and the item total is reduced accordingly. At the next run the same will be calculated again (but now with the item total reduced by the voucher value). Depending on the constellation, it may be that the total number of items is now too small and the voucher is no longer granted. The total amount of the article is saved again (now without voucher deduction). The voucher is granted again during the next invoice run (flip-flop). To prevent this, you can set GUTSCHEINE_ARTIKELTOTAL_AUS_BESTELLUNG_BERECHNEN = true. However, this is a temp. solution, as it does not harmonize with other discounts. The total article calculated here does not take into account (other) article discounts and also no total article discount from rabatt_func.php. Thus the comparison value is not correct in every case!

Now follows the description of the control constants in the configuration editor (Shop settings - Shop configuration - Configuration - “View and edit control constants of this shop” - Configuration editor):

GUTSCHEINE_BEST_PRICE_FINDUNG (default = false):
If activated, voucher discounts are distributed proportionally to the items in the shopping basket. Items being promoted are discounted starting from the gross price. complex logic! See for details also explanation in the file {shop_directory}/shop/gutscheine.php is mainly used in combination with the control constant GUTSCHEIN_ANTEIL_AUF_BRUTTOPREIS_ANWENDEN.

Online Help

In the vouchers main menu, you can access the online help texts for the voucher module (HTML help, PDF module instructions, voucher items help texts) by clicking on the help button.


  1. Best price determination is a module that allows pricing linked to action chains. The control constants GUTSCHEINE_BEST_PRICE_FINDUNG and GUTSCHEIN_ANTEIL_AUF_BRUTTOPREIS_ANWENDEN can also be used without this module. ↩︎

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