How to Account for Play On! Vouchers in Xero

Play On! Vouchers

All Play On! Vouchers should be emailed to v ouchers@scoutsqld.com.au to ensure they are redeemed in a timely manner.

What can Play On! Vouchers be used for?

The voucher can only be used for membership, registration or participation fees. It does not cover equipment or uniforms.

Play On! Redemption Process for Groups

Step 1 - Email a copy of the PDF Play On! voucher to v ouchers@scoutsqld.com.au

The voucher is checked against SMS for active membership then a credit note is raised for the $200.00 voucher. If a new member has a ‘Invoice the Individual’ joining membership invoice you will only receive the balance of the Play On! voucher. E.g. Membership Invoice for $55.00 you will receive $145.00.

Step 2 – Receipt the Vouchers

If your Formation has any Play On! Redemptions for the month, you will receive a payment for the net value of the vouchers, and the remittance advice will show each Youth Members name, Play On! voucher number and value of their credit. Receipt this payment to the same account you will be soon applying family credit notes to in the next step. Upload the remittance advice with the details to the receipt in Xero for future reference. Setting up a Voucher Clearing account is suggested.  

The following steps will pass on the credit to the family for membership or term fees/subs

Step 3 – Raise Credit Notes to families for each Voucher

In Xero go to  – Business – Invoices - New Credit Note

Enter the family contact in ‘To’, cut and paste the info from the remittance advice into ‘Reference’ and ‘Description’ then the amount of the voucher credited to your Group, enter the same account you used above. Approve the credit note.

Step 4 – Allocate the Credit Note

If there are invoices outstanding, you can apply the credit note directly to the invoice/s, or a credit will show for the family which can be applied against future charges. 

 

Step 5 – Reconcile the Voucher Clearing account

If you are using a Voucher Clearing account once all the credit notes are raised the account should have a $0 balance. If this is not the case, you can go back to the remittance advice in Step 2 and compare it against a transaction listing for the account to see which voucher you missed.

Please note, where fees are greater than $200, the difference is to be paid by the parent, carer or guardian. Where fees are less than $200 the balance is not redeemable in cash and vouchers are not transferable so can only be used for the fees for the child named on the particular voucher.

Once redeemed a voucher cannot be refunded in full or part to the family and can only be transferred in full to another eligible provider.

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We welcome feedback and suggestions on any matters on this Fact Sheet. Please contact us by emailing finance@scoutsqld.com.au

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