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Discounts

This guide provides a comprehensive breakdown of discounts used during registration to reduce course fees. It includes details on applicable discount types, rules for their application, and step-by-step instructions for creating a new discount.

Navigation

Main Menu → Financial → Discounts
Applies To: Enterprise, Plus, Basic

General Discount Guidelines

  • Eligible Financial Methods: Discounts are available only for InvoiceB and InvoiceC financial methods.
  • Course Section Discount Changes: Early Registration and Promo Code discounts are now managed under the Discounts table instead of Course Sections. Discounts created before 1/1/2011 have been migrated and renamed using a unique identifier.
  • Available Discount Types:
    • Corporate1
    • Early Registration
    • Promo Code
    • Quantity
    • Generic

Key Rules for Discounts

  • Discounts appear as a line item on the client’s invoice but are not recorded as payments.
  • Early Registration and Promo Code discounts are available for conferences.
  • Promo Code discounts can be applied to products.
  • Discounts do not apply to textbook purchases.
  • Discounts cannot exceed the purchase amount.
  • Start and expiration dates are enforced precisely from midnight to midnight of the specified date.
  • A discount can be either a set amount or a percentage, not both.
    • Enter whole numbers unless fractions are needed.
    • Example: Enter $10 as 10, $10.50 as 10.5, 15% as 15, and 15.5% as 15.5.
  • Standard rounding applies when calculating discounts with three or more decimal places:
    • 24.495 → 24.50 (rounds up)
    • 24.494 → 24.49 (rounds down)

Multiple Discount Rules

  • Only one discount per registration is automatically applied.
  • When multiple discounts exist for the same course section, they are applied in the following priority order:
    1. Corporate discounts take priority over all others.
    2. If different discount types exist, application order is determined by Branch Profile → Preference → Discount Order.
    3. If multiple discounts of the same type exist, they are applied in descending order based on amount first, then percentage.
    4. If different Quantity discounts apply to different course sections, only one Quantity discount is applied across all eligible sections.

Discount Query Process

  • WebReg Module:

    • The discount table checks for eligible discounts when a client adds items to the cart.
    • A Promo Code must be entered by the client to activate the discount.

  • Admin Module:

    • When using the Multi-Pay grid from the Client Payment screen, the system automatically applies a valid Promo Code discount (if the [Auto Add Admin] setting is enabled).

Corporate1 Discounts

  • The registrant must be a Primary Member of a corporate account.
  • The corporate account must be a registered client.
  • The course section must meet discount criteria.
  • The registration must not be the first for the course section under the corporate account.

Quantity Discounts

  • If a discount exceeds the amount due, the final amount will be zero (no negative balances).
  • WebReg Module:
    • The required number of registrations must be in the Cart at the same time for the discount to apply.
    • Special "RegFee--" and bundled course registrations are excluded.
  • Admin Module:
    • All qualifying registrations must share the same Registration Date and payments must be processed using the Multi-Pay grid on that date.
    • If payments occur after the registration date, the discount must be entered manually.

Generic Discounts

  • Available only for InvoiceB or InvoiceC organizations.
  • Used for tracking in-house discounts such as AARP, Repeat Customer, or Long-Term Customer.
  • Manually entered as an invoice line item (no automatic application).

Promo Code Discounts

  • If no required fee exists, the system attempts to apply the discount to another fee within the same registration.
  • Marketing & Reference:
    • Discount transactions retain their title for future reference.
    • If an applicable Refund/Discount reason exists, it will be recorded in the Refund/Discount reason field.
    • Discount modifications apply only to future transactions unless the existing transaction is manually updated.

Steps to Create a Discount

Step 1: Configure Discount Order Preference

This step is required only once before setting up new discounts.

  1. Go to: Admin/Security → Settings → Branch Profile
  2. Edit the profile and navigate to the Preference tab.
  3. Select the preferred Discount Order.
    • Example: Choosing Option 1 applies discounts in this order:
      • Early Registration → Promo Code → Quantity
    • If selecting Options 7-11, only the listed discount types will be available.
    • Default selection: Option 8 (if not modified).

Step 2: Add a New Discount

  1. Go to: Main Menu → Financial → Discounts
  2. Click the New Discount button.
  3. Select a Discount Type (Early Reg, Promo Code, Quantity).
  4. Enter a Discount Title (must be unique).
    • In WebReg, the system will append "(discount)" automatically.
  5. Enter either a Discount Amount or a Discount Percent (not both).
  6. Add an optional Discount Description (for internal reference only).
  7. Set the Parameters for the discounts (see below)

Set Discount Parameters (parameters may vary based on the discount type)

Early Registration Discounts

  • Enter the number of days before the course start date when the discount expires.
  • Example: If the course starts on April 20 and the discount expires 10 days before, it will be unavailable as of April 10 at midnight.

Promo Code Discounts

  • Enter a Promo Code (up to 12 characters, no spaces, case-insensitive).
  • One-Time Use: Check this option to allow the discount only once across all clients.
  • Enable Show Promo Code in WebReg via Admin Menu → Branch Profile → Web Options.

Quantity Discounts

  • Enter the number of courses required to qualify.
  • The Registration Quantity field helps determine eligibility.

Set Discount Restrictions

  • Early Registration: Optional End Date.
  • Promo Code: Required End Date, optional Start Date.
  • Quantity: Required End Date, optional Start Date.
  • Additional restrictions:
    • Course
    • Course Section
    • Category
    • Program Group
    • Session
    • Fee Group

Step 3: Save the Discount

  • The discount is immediately available for use based on the set parameters and restrictions.

Conclusion

Discounts help reduce registration costs and provide incentives for early registration, bulk enrollment, and corporate clients. Understanding how discounts are applied ensures accurate pricing and proper financial tracking. Proper setup and restrictions ensure that discounts are used efficiently while maintaining system integrity. For further assistance, refer to related articles or contact support.

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