Protect access to printed and digital airtime vouchers
A voucher PIN can be used by whoever gets hold of it, subject to the supplier's terms. Keep track of who can see, print, pass on or issue PINs. Give finance a count and an issue record so they can reconcile the batch without opening a file of live codes.
Check where copies can turn up. Someone can forward an export with live codes or leave a printout at a counter. Decide how staff should store, transfer and clear working copies for each way the supplier delivers PINs.
Voucher custody controls
| Stage | Control | Evidence |
|---|---|---|
| Receipt | Confirm quantity, value and batch record | Supplier confirmation |
| Storage | Restrict access to authorised holders | Access list or custody log |
| Transfer | Record from whom, to whom and when | Transfer acknowledgement |
| Issue | Link the code to the approved recipient or purpose | Issue record |
| Closeout | Reconcile issued, unused and exception items | Signed report |
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Confirm the provider's rules first
Before you buy, check how long the codes stay valid, which networks accept them and what the supplier can do about a lost, exposed or unused PIN. Save a dated copy of the terms for the batch.
Clarify who owns the codes after delivery and which party is responsible for sending them to recipients. If a third-party campaign partner handles distribution, document the transfer, permitted use, evidence returned and incident contact. A partner's acceptance of a file proves receipt, not that each code reached or was redeemed by its intended recipient.
Worked example: 100 vouchers for an event
An event team receives 100 hypothetical vouchers valued at R25 each, for a planned face value of R2,500. The authorised custodian records the supplier batch, quantity, value and date received. When 72 vouchers are issued, the issue log records the campaign eligibility reference and recipient handover evidence without exposing all codes in a shared report. The remaining 28 are counted and stored under restricted access.
If a screenshot exposes one code, record which one and ask the supplier what action it can take. Keep it under investigation until you know what happened. The final count should still match the delivery: 72 issued, 27 unused and one under investigation out of 100 received. Here 72 + 27 + 1 = 100.
Secure digital and physical handling
For digital codes, avoid copying values into broad-access documents, personal email or messaging groups. Use an approved storage or transfer method with access restrictions and a clear retention owner. Limit exports and remove temporary working copies according to policy after the campaign is reconciled. Keep the batch summary separate from the live codes so finance can review quantities without seeing redeemable values.
For printed stock, store it in a controlled location and document each handover. Keep unused vouchers separate from issued ones and count them when custodians change. Shred or otherwise dispose of spoiled printouts only after confirming the underlying code's status and retaining any evidence required for audit. Do not assume that a visibly damaged print means the PIN cannot be read elsewhere.
Handle exceptions without losing the audit trail
If a recipient says a code is invalid, capture the batch reference, issue record and relevant customer report. Check the provider's support process. Do not replace or reissue value until the original code status is understood and an authorised person approves the next action. Record any confirmed replacement separately and link it to the original case.
At campaign close, reconcile all codes received, issued, unused, disputed and otherwise resolved. Compare quantities and face value, note any adjustments supported by provider evidence, and obtain sign-off from the responsible finance or campaign owner. Preserve the records under the organisation's applicable retention policy, while keeping the live codes inaccessible to people who no longer need them.
Use the same count-and-custody checks at a counter, over email or at an event. For universal vouchers, see AllNetAirtime's business voucher information and confirm the terms for the product you plan to buy.