Activity Voucher reconciliation

Activity Vouchers let customers buy an entitlement now and choose an eligible booking later. Their purchase money is recorded separately from booking payments. The reporting views keep those records separate so the same money is counted once.

Opening the report

Go to Reports > Financials > Activity Vouchers. You need Reports read access. Choose dates, promotion and currency, then select Apply filters. The report keeps showing your applied filters until you apply any edits.

Use Report view to switch between the summary, purchase collections and refunds, purchases, outstanding vouchers, all inventory, redemption history and linked booking payments. Expand Purchased coverage & promotion capacity in the summary to review original terms and current sales capacity.

Purchase references open the original purchase under its promotion. Booking references open booking details. These links appear when you also have permission to view the corresponding resource or booking.

Period collections and current balances

Choose a promotion, currency and date range. Purchase collections use the first successful payment verification date; completed refunds use their recorded completion date. Dates follow your location's time zone. These are not bank payout dates.

Current purchase totals and outstanding entitlements cover all purchase dates, regardless of the period selected. An outstanding amount is the voucher's original unrefunded allocation, including the original fees and taxes. It is not the current retail price, a bank balance or a revenue-recognition calculation.

Each currency is shown separately. Campaign capacity includes pending purchases and sales from all published revisions and currencies.

Inventory and redemption

• Available means unused funding. Purchased date restrictions, eligible products and availability are still checked when the customer books.
• Reserved means a checkout holds the voucher. A checkout timeout does not automatically release its funding.
• Redeemed and Forfeited mean the voucher currently settles a booking.
• Refund pending, Restricted and Not yet redeemable can still carry outstanding prepaid allocations, but cannot be treated as freely usable codes.
• Expired, Voided and Refunded are separated from outstanding inventory.

Restoration history overlaps these states. A restored voucher used again is one issued voucher, not another sale. Covered equipment quantities are equipment units, not guest counts.

Redemption rows follow the booking's current experience date. They show original coverage and allocation, the current redemption status and the linked booking. Restored or released rows have zero current booking settlement. The view is not a historical record of every date to which a booking was rescheduled.

The booking view has one row per booking, even when several vouchers were used. It shows the whole booking's current total, prepaid settlement, balance and additional payments. Additional payments include tips and subtract refunds and chargebacks; authorizations and incident charges are excluded. These are lifetime booking payment totals, not payments collected during the selected experience dates. Filtering one promotion does not divide a booking's additional cash between its promotions.

For example, a $127 booking funded by $47 of vouchers and $80 paid at checkout has $127 of collections across its purchase and booking payment records. Adding the $47 purchase to the $127 booking total would count the prepaid money twice.

Refund differences

A refund issued directly through Stripe may appear in current purchase totals before Resytech has a completed local refund record with a date. The report shows the difference between current provider refunds and dated completed local refunds. It does not assign an estimated date or include that difference in period refund rows. Open disputes and chargebacks are also shown as current values.

Review any nonzero difference with the original purchase and provider records. An unallocated refund can leave outstanding allocations larger than the remaining cash until that refund is reconciled. Restricted funding remains visible. Processor fees and bank payout reconciliation are outside these gross collections.

Exporting and using the Accounting Summary

Select Export CSV in a detail view to choose columns. Exports include all rows matching the applied filters. Search this page only narrows the visible page and does not change the export. Apply edited filters before exporting. More than 10,000 matching rows requires narrower filters; no partial file is returned. Inventory exports cover current inventory across all purchase dates. Keep the currency column when exporting amounts.

Voucher codes are masked. Purchase and booking references identify the corresponding records without exporting redeemable codes.

The Accounting Summary includes voucher-funded booking line items under its existing booking-created basis. It does not include voucher purchase cash or original-order refunds in its cash lines, and its receivable/deposit balancing line does not separately identify voucher settlement. Use these exports to reconcile those amounts.

This report is a supporting ledger, not an additional revenue journal to import on top of the Accounting Summary. It does not set tax or revenue recognition timing.