Discounts

Master list of Discounts used during registration to reduce the amount due for a course section.

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Release 3:     Main Menu »» Financial »»  Discounts

Release 2:     Main Menu »» Selects A-D »» Discounts

Applies To:    Enterprise    Plus    Basic

• Discounts are enabled for InvoiceB and InvoiceC financial methods only.
• With the implementation of the Discount table, the Early Registration and Promo Code discounts that existed in the Course Sections are no longer accessible through Course Sections.  Discounts that existed prior to 1/1/2011 have been moved to the new Discounts table.  They have been given a name starting with "Early Reg" or "Promo Code" along with a random number to create a unique discount title.  The existing discount criteria have been preserved in the new Discount record.
• Types of discounts that can be created: Corporate1, Early Registration, Promo Code, Quantity or Generic.
• Discounts record on the client’s invoice as a line item.  Discounts do not record as payments.
  
• Only Early Registration and Promo Code discounts are enabled for conferences.
• Only Promo Code discounts are enabled for products.
• Discounts will not apply to purchases of textbooks.
• If the discount is greater than the amount of the purchase, the discount is reduced to equal the purchase amount.
• If a start or expiration dates are used, a start date would begin just after midnight of the start date and end just before midnight of the expiration date.
• Numerous criteria can be set that expands the possible course sections the discount can be applied to.
• The discount can either be a set amount or a percentage, but not both. In both cases, enter the values as whole numbers.  Add decimals only if a fraction is desired.
  
  • Amount: Enter a $10 discount as 10 and a $10.50 as 10.5.
  • Percent: Enter a 15% discount as 15 and a 15.5% discount as 15.5
• When a discount is applied and the calculation results in a number with three or more decimal places, the discount amount is rounded using the standard rounding rule as follows:
  • A number such as 24.495 would round up to 24.50
  • A number such as 24.494 would round down to 24.49
• Multiple discount creation is supported.  However, only one discount will ever be automatically applied per registration.  The following rules are in effect if multiple discounts exist for the same course section:
  • When a Client using the WebReg module adds items to the cart, the discount table is queried to see if any eligible discounts exist and if so, applies one.  In the WebReg module, the Promo Code must be entered by the client to enable the discount.
  • The same process can occur when a user in the Admin module uses the Multi-Pay grid from the Client Payment screen.  Note that if a course section has a valid Promo Code discount, the discount will automatically be incldued in the Multi-Pay process without having to enter the Promo Code. The Discount must have the [Auto Add Admin] setting enabled for this to occur.
    
  • If the multiple discounts vary per discount type, the order in which they are queried and applied is based on the Branch Profile >> Preference >> Discount Order.  However, Corporate discounts always take priority over all other discounts.
  • If the multiple discounts are for the same discount type, they are queried in descending order first by the discount amount and then second by the discount percentage.
  • If the order contains different Quantity discounts for different course sections, only one Quantity discount will apply, and it will apply to all course sections that are eligible for any quantity discount.
  • During the discount query process, the first eligible discount that is reached is the discount that is applied.  The discount query process for the specific course section stops at that point and continues for the next course section.
  • This query method increases the probability the client will receive the highest discount available but does not assure that the highest resulting discount is always selected in every situation.
• The Corporate1 discounts only apply as follows:
  • The registrant must be a member of a Primary Member account.
  • The Primary Member account must be a corporate client.
  • The course section must be included in the discount criteria in some manner.
  • The registration is not the first registration for the course section and for the Primary Member account.  This discount only is in effect for registration two and above for the same primary member account.
• The Quantity discounts only apply as follows:
  • If a discount is greater than the amount due, the resulting amount will be zero.  A discount will never result in a negative amount due.
  • WebReg Module:  When the registrations that qualify for the Quantity discount are all in the Cart for the same purchase at the same time.  Special "RegFee--" and bundled course registrations are excluded.
    
  • Admin Module:  When the registrations that qualify for the Quantity discount all contain the same Registration Date and the Registration date is the same date the Multi-Pay grid is being used to make the payments.  If using the Multi-Pay grid to make payments after the Registration Date, the Quantity discount evaluation will not include those registrations.  If the Quantity discount is still valid, the discount transaction must be entered manually.  For best results in activating a Quantity discount from the Admin module, always use the Multi-Assignment option to add Assignments.
• Generic Discounts:
  • Are only available for organizations set as InvoiceB or InvoiceC payment methods.
  • Are used to track in-house style discounts.  Examples could be AARP, Repeat Customer, Long Term Customer.
  • Are manually entered into the invoice line items.  There is no automatic component of Generic discounts.
  • When creating a Generic discount, there are no restrictions or settings except the title and amount/percentage.  The amount or percentage must be entered but is for reference only.  The amount of the discount does not automatically record in the invoice line item.
• When a Promo Code discount is entered into the cart of the WebReg module and the required fee is zero, the calculation process will attempt to apply the discount another fee for the same registration.  If there are multiple variable fees, the process will apply the discount to the first one entered.  With no required fee, there is no guarantee the discount will apply to the desired fee.
• When the discount transaction is recorded, the Discount title is saved with the transaction for future reference and marketing analysis.
• When the discount transaction is recorded, the Discount reason is saved in the Refund/Discount reason field if an existing record exists in the Refund Reasons table spelled exactly as follows.  Refund/Discount Reasons can be added at Main Menu >> Selects >> Refund Reasons.If any value of a Discount is modified after the Discount has been used, any existing transactions that used the Discount are not modified unless the transaction itself is modified.  Only future or modified existing transactions existing are affected by the modification.
  • Corporate1 discount
  • Early Registration discount
  • Promo Code discount
  • Quantity discount

Steps to Creating a Discount 

• Step 1: Set the Branch Profile preference for handling discounts when multiple discounts may be in effect
  • This step only needs to be performed once but should be set prior to implementing new discounts.
  • Go to Admin Menu >> Settings >> Branch Profile and edit.  Go to the Preference tab and select the Discount Order field.
  • Select the preferred order discounts are queried.  This will be the priority order discounts will be applied if more than one discount is eligible.
  • For example, if option 1. is selected, discounts will first query Early Reg, then Promo Code, and lastly Quantity discounts.
  • If options 7, 8, 9, 10, or 11 are selected, discounts not listed in the list are not available as a discount option.  For example, if only Promo Code discounts will be utilized, selecting option 10 is the appropriate selection.
  • Option 8 is the default selection if not modified.
• Step 2:  Add a New Discount
  • Go to Main Menu >> Selects >> Discounts.
  • Click the New button in the toolbar.
  • Select the Discount Type from the list of three options:  Early Reg, Promo Code, Quantity.  This is not a user-defined list and is a Required field.  It is highly suggested that once a discount is created the Discount Type is not modified.
  • Create a Discount Title.  This is the name of the discount that will appear for the Admin module user or WebReg client will see when a discount is applied.  In the WebReg module, the discount title will be followed with the '(discount)', so the word 'discount' does not need to be added to the title.  Discount Title must be unique and is a Required field.
  • Add either a Discount Amount or a Discount Percent.  Only one value can be greater than zero and neither field can be left blank.
  • Add a Discount Description if desired.  This is an Optional field for reference purposes only and does not display anywhere a client would be able to view the field's content.
  • Purpose:  This field will always = Discount and cannot change the value.  The field exists to account for the use of the table for other, but related purposes.
  • Click on the Settings tab.  The fields on the Settings tab will vary based on the Discount Type selected.
• Step 3:  Setting the Parameters for the Discount.
  • Early Reg
    • Enter a positive number for the number of days before the course start date when the Early Bird discount expires.  A value of zero will allow for the discount to be applied up to the start of the course section.  The Course Section must have a Start Date for the Early Reg discount to calculate correctly.
    • Example: Course starts on April 20.  Discount is set to expire 10 days before, so Early Reg discount will expire at midnight at the start of the day on April 10.  As soon as April 10 starts, the discount has expired.
  • Promo Code
    • Enter the Promo Code the client will enter to trigger the discount.  Promo Codes are not case sensitive.  Use single words and refrain from using spaces.  Up to 12 characters can be entered.  The client will see a Promo Code entry field on the Cart page of the WebReg module if a promo code discount is available.  In the Admin module when using the Multi=Pay grid, if a promo code discount is in effect, it will display automatically without entering the promo code.
    • If this Promo Code should only be used one time, check the box for One Time Use.  If checked, when the discount query process occurs, the existing discount transactions are searched.  If the discount has been used, the discount is ignored and not applied.  This is a One Time Use across all clients, not per client. If the One Time Use contains a quantity more than one, the discount will be calculated for the entire quantity.
      
    • There is an additional setting at Admin Menu >> Branch Profile >> Web Options called [Show Promo Code]. Check this setting to enable the promo code entry box in the cart to display in the WebReg module.
  • Quantity
    • Enter a positive number for the number of courses required to obtain the discount.  The value must be one or greater for the discount to apply. Note that the Quantity field of a Registration is used as part of the discount eligibility process.  For example, if a Registration Quantity of 3 would qualify for a Quantity Discount of 3.
• Step 3:  Setting the Restrictions for the Discount.
  • Early Reg
    • Select an End Date for the discount to end.  The discount will expire on the date listed.  Optional.
  • Promo Code
    • Select a Start Date for the discount to start.  The discount will start on the date listed.  Optional.
    • Select an End Date for the discount to end.  The discount will expire on the date listed.  Required.
  • Quantity
    • Select a Start Date for the discount to start.  The discount will start on the date listed.  Optional.
    • Select an End Date for the discount to end.  The discount will expire on the date listed.  Required.
    • If registrations for Account members of the client can be used towards qualifying for a Quantity discount, check the box for Include Members.  Otherwise, Members' registrations are ignored.
  • All Discounts
    • Only set enough restrictions that meet the need.  It is not necessary to complete every restriction field.  If more than one restriction field is used, they must ALL be true for the discount to be active.
    • The following additional restrictions are available for all Discount Types.  One or more of these restrictions can be used together to target a discount.  Note that if too many restrictions are set, the possible result could be that no course section meets the qualification eligibility.
      • Course:  Select a Course if ALL sections of the course qualify for the discount.
      • Section:  Select a Section if the ONE course section qualifies for the discount.
      • Category:  Select a Category if ALL sections for courses with this Category qualify for the discount.
      • Program Group:  Select a Program Group if ALL sections or courses with this Program Group qualify for the discount.
      • Session:  Select a Session if ALL sections of this Session qualify for the discount.
      • Fee Group:  Select a Fee Group if the discount only is valid for clients with the specified Fee Group.
    • Examples:
      • Course and Session are selected:  All sections for the specified Course will qualify but only for the specified Session.
      • Category and Session are selected:  All sections with Courses that are in the specified Category will qualify but only for the specified Session.
      • Section is selected:  Only this one Course Section will qualify.
      • Fee Group and Session are selected:  All clients with the specified Fee Group will qualify but only for the specified Session.
• Step 4:  Save the Discount
  • The discount is immediately available for use based on the parameters and restrictions set.

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