Value Card for Organization

Configuration

1. Open or Create a Value Card Product

   • Go to Products > Products and either open an existing clip card product or create a new one.

2. Enable “Invoice usage”

   • On the “Value Card” tab, check “Invoice usage” next to the “Number of Units” heading.

3. Verify the Linked Entry Product

   • Ensure the Entry Product used by this value card is correct.

   • Confirm the price for that entry product is set correctly, as this price is invoiced per entry later on.

Selling the Value Cards

1. The value cards are created by selling them in Point of Sale at 0 SEK.

2. Set the number of units to 0 (zero).

3. Then, open the value card and check the box to make it “valid for everyone in the organization”.

Tracking Usage & Create Invoice

1. When an employee passes through the entrance, one entry is deducted from the value card, and a debt is accrued.

   • In BRP Back Office → Finance → Value Cards, you can see how many entries have been used and the total debt on the value card.

2. Invoicing entries

   • By changing the date under “Per day” (e.g., December 31), you can view all entries used up to that day.

   • When you click “Invoice Usage” the system suggests this date, but you can change it if needed. The chosen date determines which entries are included on the invoice. Any entries used after this date remain as a debt on the value card.

   • Complete the invoicing process and an invoice is created for each selected value card.

3. Invoice Details

   • On the invoice, there will be one line per employee, summarizing the total entries for each person.

   • The invoice also shows the start/end dates of the first and last entries used.

Report Template Constants for Invoices

1. To make this type of invoice look good, you should use the following report constants on the invoice template:

   • onlyDates=true

   • showDescription=true

   • These report constants are configured under Configuration → Settings → Report Templates.

   • If you do not want these settings on your standard invoice template, create a copy of it and add these constants to the new version, named, for example, “Invoice Organization value cards.” This makes it easy to select the correct template when printing such invoices.