Create a purchase confirmation for an older gift voucher
Vouchers sold before purchase confirmations existed, vouchers created by staff with Cash or Card, and imported vouchers have no purchase confirmation. When a buyer asks for one — often a company that needs it for its accounts — you can create it from the voucher.
Where to find it
Backoffice › Gift Vouchers › View transaction history on the voucher › Documents › Create purchase confirmation.
The button appears when the voucher has no purchase confirmation yet and is not cancelled. The Documents section then reads: "No purchase confirmation yet. This voucher was sold before they existed, or created here. If the buyer asks for one, create it with the button above."
What it does
It issues a Voucher Purchase Confirmation for the voucher's original value. It gets the next document number in your series and today's date; the original payment date is printed on it. Like every purchase confirmation it shows no VAT.
The Create purchase confirmation window asks:
- Bought as — Private person or Company.
- For a company: Company name (legal), Street and number, Postal code, City, Country and Billing email (all required), plus VAT number, Registration no. and Purchase order / reference (optional).
- Email it now — sends it straight away. It goes to the buyer's email on the voucher (or the company billing email); you can type another address. If the voucher has no buyer email you see "This voucher has no buyer email. Enter an address to send it to."
How to create it
- Find the voucher and open View transaction history.
- In Documents, click Create purchase confirmation.
- Choose Private person or Company and fill in the company details if needed.
- Leave Email it now ticked to send it, and check the address.
- Click Create and email (or Create if you untick sending).
- You see Purchase confirmation created and emailed. It now appears in Documents, where you can Download or Resend it.
Good to know
- One purchase confirmation per voucher: once created, the button disappears.
- Company details entered here are also saved on the voucher.
- Creating a confirmation does not change the voucher's balance or status.
- Your legal details must be complete in Business & billing details, because they are printed as the seller.
Troubleshooting
"This voucher already has a purchase confirmation." Use Download or Resend on the existing one.
"This voucher was cancelled." Cancelled vouchers can't get a purchase confirmation.
"Check the company details." / fields marked "Required" Fill in all required company fields. A VAT number in the wrong format shows "This VAT number doesn't look valid".
"Enter a valid email address" The send-to address isn't valid.
"Could not create the purchase confirmation." A temporary problem. Reload the voucher and check Documents before trying again, so you don't create it twice.