This article explains what the Voucher Receipt Type is in RMS, when to use it, and the full workflow for recording, monitoring, and clearing third-party voucher payments.

Overview

The Voucher Receipt Type is used when a guest presents a voucher from a third-party programme as payment for their stay. Common examples include tourism board vouchers, corporate loyalty programme vouchers, and Head Office or multi-property group vouchers.

Unlike other Receipt Types such as Cash or Credit Card, selecting Voucher does not immediately clear the account balance. It creates a holding receipt that keeps the voucher amount outstanding and visible on the Debtors Ledger until the property receives actual payment from the issuing organisation.

The typical workflow is:

1. Guest presents a third-party voucher at check-in or check-out.
2. Record a Voucher receipt against the account for the voucher amount.
3. Submit the voucher to the issuing organisation and await reimbursement.
4. Monitor the outstanding balance on the Debtors Ledger.
5. When actual payment is received from the organisation, reverse the Voucher receipt and record the real payment.

Enable the Voucher Receipt Type

Before the Voucher Receipt Type can be used, it must be enabled in Accounting Options.

In the side menu of RMS, go to Setup > Accounting > Accounting Options.

1. Navigate to the Receipt Types tab.
2. Select the checkbox for Voucher.
3. Select Save/Exit.
   

Record a Voucher Receipt

When a guest presents a third-party voucher as payment, record it as a Voucher receipt against the reservation account.

1. Open the reservation and navigate to the Account.
2. Select Receipt.
   
    
3. Select Voucher as the Receipt Type.
4. Enter the Amount (the face value of the voucher).
5. Enter a Comment identifying the voucher - include the voucher number, programme name, and any reference required by the issuing organisation (for example, "Tourism Board Voucher #TB2026-001").
6. Select a Print Action.
7. Select Process.
   

Monitor Outstanding Voucher Balances

Because Voucher receipts do not clear the balance, use the Debtors Ledger to track which voucher payments are still awaiting reimbursement from the issuing organisation.

To identify outstanding Voucher receipt balances, run the Debtors Ledger with the following filter settings:

• Credit/Debit (More Options): set to Credit to show only accounts with outstanding balances.
• Account Classification: set to Reservations to limit results to reservation accounts where Voucher receipts are recorded.

There is no Voucher-specific filter on the Debtors Ledger. The outstanding Voucher receipt amounts appear as regular debit balances alongside any other unpaid charges. Use the Comment entered when recording the Voucher receipt (for example, the voucher number or programme name) to identify which balances relate to voucher payments awaiting reimbursement.

Run the Debtors Ledger periodically and follow up on any overdue reimbursements from issuing organisations.

Clear the Balance When Payment is Received

When the property receives actual payment from the issuing organisation (for example, by bank transfer, Direct Credit, or cheque), clear the outstanding Voucher receipt in two steps.

Step 1 - Reverse the Voucher Receipt

Follow the steps in Reverse a Receipt to void the original Voucher receipt on the reservation account.

Step 2 - Record the Actual Payment

1. Open the reservation account.
2. Select Receipt.
3. Select the Receipt Type matching the payment received (for example, Direct Credit, Cheque, or Cash).
4. Enter the Amount.
5. Enter a Comment referencing the original voucher and the payment received (for example, "Payment received from Tourism Board for Voucher #TB2026-001").
6. Select a Print Action.
7. Select Process.

Related Articles

• Accounting Options - Receipt Types Tab
• Receipt Type Labels
• Receipts in RMS
• Reverse a Receipt
• Recording and Redeeming Gift Vouchers (not RMS Gift Cards)