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Clearing Expired Value Cards

Clearing Expired Value Cards

Owned by Emilia Stern
Mar 18, 2025
2 min read

When the validity period of a value card has expired, you can clear the liability by recognizing it as revenue. A register report is created for each clearing.

  1. Select Value Cards

    1. Go to BRP Back Office → Finance → Value Cards

    2. Find the value cards you want to clear. For example, select an account and check "Show Expired", then click "Search".

    3. Click on the "Valid Until" column header to sort the results by date, making it easier to find expired cards.

    4. Select the cards you wish to clear, typically those that expired in the previous month.

  2. Clear Value Cards

    1. Once you have selected the value cards, click on the "Empty Cards" button.

    2. If any selected value cards do not have a linked revenue account, you will now be prompted to choose a revenue account.

    3. The system primarily applies VAT based on the VAT group of the selected revenue account.

    4. If no VAT group is set, the system applies the VAT group from the value card product (typically the same).

    5. Choose the accounting date when you want the revenue to be recognized.

    6. This allows clearing after the month-end while still recording it in the previous month.

    7. Check the “Approve emptying” and click "OK".

    8. There is no undo option, so only proceed when certain.

Post-Clearing Information

  • After clearing, you will receive a notification indicating how many cards were cleared and the total amount, including VAT.

  • You will also receive the register report number generated for the clearing.

  • The register report can be found and printed among the other register reports.

    • Note: Reports are filtered by accounting date, so adjust the date filter if necessary.

  • The generated register report will automatically be marked as confirmed if confirmation is required in your setup.

Clearing Gift Cards

For clearing gift cards, use a revenue account with zero (0) VAT.

  • Unredeemed gift cards may be considered VAT-exempt since no goods or services were delivered.

  • Recommendation: Consult your accountant if your company follows a different practice.

For VAT-liable value cards, such as clip cards, the VAT rate of the original product should be used.

Revenue Account for Value Card Clearing

The revenue account where an expired value card is recognized as revenue is set in the "Value Card" tab of the value card's product settings.

Automation

It is possible to automate this process on a monthly basis using a scheduled task.

  • Contact BRP support to enable this feature.

  • Note: Only value cards with a designated clearing revenue account will be processed automatically.

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