Trial flights (VI)
All screens are in the VI & HelloAsso area.
A voucher's life cycle
Loaded → Scheduled → Completed, with three side exits: Expired, Cancelled, Converted.
The principle
Buying a voucher is not a sale. Until the flight happens, the money received is an advance: the club still owes the service. The sale only becomes final at completion.
1. Import HelloAsso purchases
VI & HelloAsso › HelloAsso: run the import, then review the queue before validating. A CSV export lets you check the list offline.
2. Schedule the flight
Online booking
The buyer can choose their own date in the slots the club opens. See VI booking slots; a type's e-mails and accounts are set with Setting up a VI voucher type.
VI & HelloAsso › Planning VI: place the flight with the beneficiary. The Planche fetches the vouchers every night and on demand; a completed voucher no longer shows there. The Mettre à jour Planche button makes it reload the vouchers at once.
| Card colour | Meaning |
|---|---|
| Sky blue | Loaded: active voucher with no date |
| Amber | Scheduled: the Planche does not hold it yet |
| Dashed pink | Scheduled, but the Planche holds another date: send again |
| Purple | Transferred: the Planche holds the voucher with the same date |
| Green | Completed |
| Red "€?" badge | Voucher flown, with no completion entry |
3. Link the flown flight to the voucher
VI & HelloAsso › Vols d'initiation: find the flight, then Link a trial-flight voucher. Columns sort with a click on their header.
Generic vouchers are not linked flight by flight: that's intended.
Billing an introductory flight requires the voucher to be found and its VI type to have both analytical accounts (cost and reflection). Otherwise the flight is refused (error "initiation_billing_unresolved" at billing): it is never billed to the pilot. Fix the voucher code on the flight, or complete the VI type, then bill again.
4. Generate the completion entry
VI & HelloAsso › Bons VI (Collect, bill, refund a voucher right):
- Find the voucher in the list.
- Click the VI accounting icon (the small book): a panel opens.
- Check the amount incl. VAT and the insurance share (editable when justified).
- Choose the fiscal year, then generate the completion entry.
The completion entry can be cancelled from the same panel. The Vols rattachés, non facturés filter of the voucher list, and the dashboard, point out vouchers flown without an entry.
Classic trap
The voucher status doesn't change by itself: generating the entry doesn't set it to "Completed". Fill in the completion date on the voucher.
Accounting entries of a voucher
All are created as drafts in the VI journal; the treasurer validates them in Finance.
| When | Reference | Entry |
|---|---|---|
| Purchase (payment received) | VI-ENC-{code} |
Dr bank or cash / Cr 419100 advances received (buyer), full amount |
| Completion | VI-REAL-{code} |
Dr 419100 full amount · Cr 7067 amount − insurance · Cr 70692 insurance · Cr 401 insurance owed to the federation · Dr 6169 insurance cost |
| Refund | VI-REMB-{code} |
Dr 419100 / Cr bank (voucher amount or part); the voucher becomes Cancelled |
| Conversion to member | VI-CONV-{code} |
Dr 7067 · Cr 411 member for amount − insurance |
- Purchase: one payment entry per voucher; a HelloAsso purchase creates no entry by itself (attach the line of the HelloAsso payout that carries its number); an offered voucher has none.
- Completion: the insurance is the voucher type's (€15) or the voucher's own (0 if the federation does not insure this flight). The club keeps the 7067 revenue; 70692 and 6169 offset each other; 401 remains owed to the federation.
- Cancellation: without refund, no entry, and the advance stays credited on 419100: clear it according to the club's policy. With refund, a
VI-REMBentry. A draft completion entry is cancelled from the accounting panel; once validated, it is reversed in Finance. - Conversion: the entry hands the flight revenue back to the member and credits their account with amount − insurance; the completion's insurance lines are left untouched. The voucher's flights are billed to them again.
Insurance
A voucher's insurance is always due, once per person: a person's second voucher carries €0 on its record. Any deduction of that price from the annual licence is not automatic: at registration, enter the amount actually requested (with or without the reduction).
Special cases
- Voucher set to "Completed" by mistake: it goes back to "Loaded" or "Scheduled" by clearing its completion date, provided it has no completion entry and no linked flight (cancel those first).
- Cancelled voucher: set the status to "Cancelled"; the voucher can no longer be used. A cancelled voucher with nothing attached (no purchase, completion or conversion entry, no member, no linked flight or flight carrying its code) can be deleted with the trash icon of the list; a linked HelloAsso purchase stays out of the import.
- Refund: a dedicated action exists on the voucher.
- Conversion to member (rare): the beneficiary becomes a member and the flight is billed to them directly. A miscellaneous (OD) entry is generated; only one conversion is possible.
Purchase entry and contact
- A manual voucher's code is assigned automatically (
VI-2026-0007,GRP-2026-0002…). TheHA-prefix is reserved to HelloAsso vouchers. - Depending on the type, creating a voucher requires its payment (bank or cash, fiscal year, amount): voucher and entry are created together. A voucher whose origin is Offered is exempt.
- A No purchase entry badge flags a voucher that should have one. If the payment is already booked, the accounting sheet offers to attach it (entries ranked by likeness) without retyping anything. For a grouped payment (HelloAsso payout, card batch) the sheet lists the lines at the exact amount that no other voucher has taken yet; a line carrying another voucher's HelloAsso number is never offered. Converting to a member is refused while the purchase entry is missing. The list has a Payment year column (sortable, included in the CSV export): a voucher with no year ("—") that was paid in a closed year is fixed by setting that year in its sheet.
- Each voucher carries a contact (name, email, phone); for a group, its lead. It is taken from HelloAsso at import.
E-mails to the voucher contact
Three service e-mails can go to a voucher's contact (name, e-mail, phone; for a group, its lead):
| When it can go | |
|---|---|
| Instructions | When the voucher is created, or when a HelloAsso purchase is turned into a voucher |
| Reminder | When the flight gets a date in the VI planning; a new reminder can go if the date changes |
| Booking reminder | By hand (or in bulk to vouchers already sold) for a voucher with no date yet: repeats the instructions and contains the booking link |
They are set per type, in VI types › E-mails (right Manage VI vouchers and types), each with a mode:
| Mode | Effect |
|---|---|
| No e-mail | Nothing is sent, no button |
| Manual | Sent by hand from the envelope in the voucher list |
| Automatic | The e-mail goes out by itself at the right moment (not available for the booking reminder) |
The preview shows the message with sample values. Variables: [prénom], [type du vol], [code du bon], [validité], [date], [nom du club], [téléphone du club], [lien de réservation]. A PDF can be attached to each e-mail. Replies reach the club's e-mail address.
- The personal data notice is added automatically at the bottom of every e-mail.
- Send or resend: voucher list, E-mails action (envelope), which shows the date of the last send. Sending requires the right to manage or plan VI. At creation, a box lets you skip the instructions for one voucher.
- If an automatic send fails, the voucher is saved anyway and the e-mail can be resent by hand.
- These are service messages: put no commercial offer in them.
When nothing is sent: the voucher has no e-mail address (normal for a voucher sold on site or a group voucher); the type is on No e-mail or its text is empty; a reminder is requested without a flight date; the voucher is generic, completed, cancelled or past its date (no automatic send); the reminder was already sent for that date; the club's mailbox is not configured.
What the ERP does not send: no campaign to buyers (prospecting consent is not collected), no thank-you, expiry, cancellation or refund e-mail, no free text specific to one voucher.
Other e-mails on the journey concern the person once they become a member: registration link (public page or Members › Applications), refused document, registration confirmation, first portal login code, negative balance reminder and recap (member e-mails), sales invoice sent by e-mail. The HelloAsso purchase receipt is sent by HelloAsso, outside the ERP.
At fiscal-year closing
- Vouchers are neither archived nor moved: a voucher keeps its status (completed, converted, cancelled…) and stays in the list. Unflown vouchers (loaded, scheduled) carry on into the next year.
- Entries are what is carried over: closing requires every entry to be validated (draft completion, purchase and conversion entries included), then the ERP generates the carry-forward. The 419100 balance (advances received: vouchers paid and not yet flown) moves to the next year.
- A voucher paid in a closed year keeps its purchase in the carry-forward: set its Payment year (voucher sheet) so it is no longer flagged "No purchase entry" and can still be converted to a member. Imported HelloAsso purchases get their year automatically.
- A completion made in the new year for a voucher paid last year debits the 419100 balance brought forward.
The Year filter of the voucher list defaults to the current year. It only hides finished vouchers of other years (by year of realisation): loaded and scheduled vouchers always stay visible. Nothing is archived; pick a past year or "All years" to find an older voucher.