Ramsys Voucher Types and Settings

Ramsys supports three main voucher types. Understanding the distinctions is essential for accurate reporting, correct expiry management, and compliance with New Zealand legislation. 



Expiry dates may be set individually in the Admin/System Options screen.

Days can be set to any value form 0 - 99999 days



1. Gift Vouchers (Customer Purchased)

Description:
Gift vouchers are sold by staff directly to customers through the POS. These are prepaid vouchers that the customer can redeem for goods or services in-store or online.

Typical Use:

  • Gift cards
  • Prepaid store vouchers

Recommended Settings in Ramsys:

  • Minimum Expiry: 3 years from the date of sale (mandatory for NZ compliance from 16 March 2026).
  • Display Expiry Date: Clearly print the expiry date on the voucher.
  • POS Configuration: Ensure vouchers are issued through the Gift Voucher function, not System or CRM vouchers.

Legislation Note (NZ):
Under the updated Fair Trading Act 1986, all customer-purchased gift vouchers sold on or after 16 March 2026 must be valid for at least three years. Expiry dates shorter than three years are considered invalid. Clearly displaying the expiry date ensures compliance and avoids penalties.

2. System Reward Vouchers

Description:
System Reward Vouchers are automatically generated by Ramsys for transactional purposes or promotions. They are not sold to customers but issued as part of store operations.

Typical Use:

  • Change credit issued at POS
  • Promotional or marketing rewards
  • Spend-and-save incentives

Recommended Settings in Ramsys:

  • Expiry Management: Expiry dates can be system-controlled and do not fall under the 3-year gift voucher requirement.
  • Voucher Source: Ensure the voucher is created through the System Voucher function to differentiate from purchased vouchers.
  • Accounting & Reporting: Track separately to maintain clear reporting and reconcile against promotional campaigns.

3. CRM Anniversary Vouchers

Description:
CRM Reward Vouchers are issued automatically by Ramsys in conjunction with customer relationship management activities. These vouchers reward and engage customers based on defined triggers.

Typical Use:

  • Welcome vouchers for new customers
  • Birthday vouchers
  • Anniversary or loyalty recognition rewards

Recommended Settings in Ramsys:

  • Expiry Management: Configurable per campaign; not legally constrained like customer-purchased gift vouchers.
  • Automated Issuance: Set rules in the CRM module to generate vouchers at predefined events (e.g., customer anniversary).
  • Tracking: Report on CRM voucher usage separately to monitor marketing ROI.

Key Compliance and Operational Tips

  1. Always issue customer-purchased gift vouchers using the Gift Voucher function to ensure proper expiry handling.
  2. Clearly display expiry dates on vouchers to comply with NZ law.
  3. Use separate voucher types for System and CRM vouchers to prevent accidental application of gift voucher rules.
  4. Regularly audit voucher reports to ensure correct classification, expiry management, and usage tracking.

By correctly using these three voucher types, Ramsys users can maintain compliance, streamline reporting, and provide a smooth customer experience.