Key Steps
1. Access the Central Checkout 0:41
From the main AesthetiDocs account, open the Central Checkout using the small credit card/tick icon in the top-right corner.
This icon is available from most pages, including the calendar.
Use this area to register a voucher sale without needing to create an appointment.
2. Enter Walk-In Customer Details 0:47
The checkout defaults to a walk-in customer.
Use this option when someone comes into clinic to buy a voucher for another person.
Enter the required customer details:
First name
Last name
Email address
The email address is required because the receipt will be sent there.
3. Select Gift Voucher Type and Amount 1:25
In the product selection area, choose Gift Voucher.
Select the correct voucher type based on how your account is configured:
Custom gift voucher: enter a monetary amount manually.
Pre-configured voucher: choose from the voucher names already set up in the account.
Confirm the voucher amount or voucher option before adding it to the checkout.
4. Add the Voucher to Checkout and Complete Payment 2:08
Click Add Voucher(s) to place the voucher into the checkout basket.
Select the customer’s payment method.
Complete the sale using the appropriate card/payment process.
Once completed, AesthetiDocs will:
Generate the voucher
Send the receipt to the purchaser’s email address
5. Review Sold and Unredeemed Vouchers in Stock 2:24
Go to Stock and open the Gift Voucher section.
Use this list to view all sold and unredeemed vouchers.
Review key details such as:
Buyer name
Buyer email address
Voucher code
Issue date
Expiry date
Status
Use the available filters to sort by:
Expiry date
Amount
Voucher status
Buyer name
6. Use Filters to Monitor Voucher Status 3:06
Use the top filters to quickly identify voucher groups such as:
Sold but not redeemed
Expired vouchers
Redeemed vouchers
Check these filters regularly to keep voucher records accurate and easy to manage.
If a patient cannot find their voucher email, retrieve the voucher code from this section.
7. Retrieve a Voucher Code if Needed 3:22
If the patient forgets or loses the voucher email, look up the voucher code in the Gift Voucher section.
Confirm the code before using it at checkout.
Keep the code ready for redemption when the patient attends clinic.
8. Apply the Voucher During Patient Checkout 4:21
Open the patient’s appointment from the calendar.
Go to the Payment section in the appointment tab.
Enter the voucher code and apply it using the voucher discount option.
The voucher should be applied as a discount, not as a second sale, to avoid duplicate accounting entries.
9. Complete the Redemption and Confirm Status 4:45
After the voucher discount is applied, confirm the remaining balance due.
Select the patient’s payment method for any outstanding amount.
Complete the sale.
Return to the Gift Voucher section to confirm the voucher status has changed to redeemed.
Cautionary Notes
Do not skip customer details when selling a gift voucher; the receipt must be sent to a valid email address.
Do not process the voucher twice. A gift voucher sale must be recorded once at purchase and then applied later as a discount during redemption.
Verify the voucher amount and type before completing the sale, especially if using custom or pre-configured vouchers.
Check expiry dates before redeeming a voucher to ensure it is still valid.
If the voucher code cannot be found, confirm the buyer’s details in the Gift Voucher list before proceeding.
Tips for Efficiency
Use the Central Checkout for quick voucher sales without creating an appointment.
Keep the Gift Voucher stock page open when managing multiple vouchers so you can quickly verify status and codes.
Use the built-in filters to find unredeemed or expired vouchers faster.
If a patient presents a voucher in clinic, redeem it directly from the appointment payment screen to keep the workflow simple.
Save time by using the patient’s existing appointment record rather than creating a separate transaction path.