8. Voucher

Vouchers can be managed per club. There are currently 4 different types of vouchers:

• Flying Lesson Voucher
• Sightseeing Flight Voucher
• Flying Hour Voucher for Pilots
• Fuel voucher for non-homebase fuel (created automatically from the logbook)

The overview shows a separate tab per voucher type with matching columns - for sightseeing and lesson flights the name printed on the voucher is shown directly in the list. The status is visible at a glance: open (paid and redeemable), unpaid, redeemed or expired. The search field finds a voucher by its number or name.

Voucher number

As soon as the club has entered a prefix in the club settings (section "Vouchers"), e.g. F4F, every voucher automatically receives a unique number following the pattern F4F-RF-0024 (prefix, type code, sequential number per type). Existing vouchers are numbered retroactively. The number is printed on the voucher PDF and never changes - even if the prefix is changed later. Once assigned, numbers are never reused, not even after a voucher has been deleted.

Redeeming via the logbook (sightseeing/lesson flights)

Sightseeing and lesson flight vouchers are redeemed with the actual flight: the pilot enters the flight into the logbook as usual and picks the voucher in the "Redeem voucher" field - the search box in the list finds it by the printed number or by name. Only paid vouchers of the club that are valid on the flight date and not yet redeemed are offered.

When saving, the voucher counts as redeemed; the overview shows the aircraft and date in the "Redeemed with" column. With the next invoice run the voucher amount is automatically credited on the invoice that contains this flight. Any remaining amount is forfeited - a sightseeing voucher is fully redeemed with its flight. If the logbook entry is deleted or the voucher is removed from it (as long as it has not been invoiced yet), the voucher becomes open again. The club owner can additionally still mark a voucher as redeemed manually (e.g. for special cases outside the app).

Manage vouchers

The creation of vouchers can only be performed by club owners. It is important to know that each time the voucher is saved, the PDF is regenerated. In the table, the club owner can adjust the status of the voucher, as well as its total and remaining amount. The status of any invoice created for this purpose can also be recorded. Important: a voucher can only be redeemed or credited when it is marked as paid.

Settings

The settings for the vouchers are made under the club. An IBAN number can be defined (ATTENTION: as long as no IBAN has been defined, you cannot select the "Create invoice" flag). The prefix for the voucher number is also entered here. It is possible to upload a photo for the foreground as well as for the background. It is important to note that the image for the foreground should be created with a little transparency, because the text for the voucher will be printed on this image.

Flight hours voucher for pilots

With this type of voucher, you can directly select the member in the club for which the voucher is intended. Thus, when creating invoices, available vouchers that are marked as paid are automatically credited with the corresponding amount - with sufficient credit also spread over several invoices and aircraft. The individual credits can be inspected via the receipt icon in the "Redeemed with" column of the overview. If an invoice is deleted, the amount is added back to the voucher and taken into account in the next invoice.