Manage Discounts
The Manage Discounts screen allows users to create a Discount Code with a specific percentage, description, start date, and end date to determine when the coupon can be applied at check out using Purchase & Pay, Student Billing > Sales, and ERP > Accounts Receivable > Point of Sale. The Manage Discounts screen also allows users to create Automated discounts based on customizable trigger conditions, such as the automatic sibling discount.
The Manage Discounts screen is enabled when the setting Enable Discounts in Purchase & Pay is enabled via Setup > System Preferences > School Preferences/Default School Preferences > Billing tab.
Your ability to view and create/edit discounts on the Manage Discounts screen is determined by your Manage Discounts permissions set via Users > Profiles > Billing tab. If you have View only permission, you can view created discounts but cannot edit information.
The Cart Coupons tab allows users to create a Discount Code with a specific percentage, flat rate, description, start date, and end date to determine when the coupon can be applied at check out using Purchase & Pay, Billing > Student Billing > Sales, and ERP > Accounts Receivable > Point of Sale.
1. In the Billing menu, click Manage Discounts.
The screen defaults to the Cart Coupons tab.
2. To create a new discount, use the top blank row, and start by entering the discount Description in the provided text box. This is an internal description that will not be seen anywhere else in the system.
3. Enter the discount Code in the provided text box. The Code created here is what customers will enter in the Apply Coupon text box in Purchase & Pay upon check out.
4. Select te Tax Free check box to ensure any taxes set up by the district aren't applied to the discount.
Taxes are set up via ERP > Setup > Settings > Accounts Receivable.
5. Enter the percentage the discount is worth in the Percent text box; i.e. the percentage that will be taken off of the total amount when the discount is applied.
When applied, cart coupons apply to an entire cart purchase. The customer may select one coupon by entering the discount code during checkout.
Percent is recommended and applies to all allocations. Flat amount discounts apply to allocations until the discount amount is exhausted. If both are used, the flat amount will be applied first.
Flat amounts do not count towards convenience fees charged at checkout.
6. Enter the Flat Amount of the discount in the provided text box. Flat amount discounts apply to allocations until the discount amount is exhausted.
7. Select the Facilities from the pull-down for which the discount can be used/applied.
8. Select the Cost Tiers to which the discount can be applied from the pull-down. When the Cost Tiers field is left empty, any student can use the discount. When one or more cost tiers are selected, the student needs to be in a tier in order to use the discount.
Cost Tiers are set up via Billing > Cost Tier Setup.
9. Enter the Start Date and End Date in the provided text boxes to determine when the discount is active and can be applied. Once the End Date has passed, the discount becomes inactive and no longer displays here unless you click Toggle Inactive.
All fields are required except the End Date to save the discount. The Percent field is optional as long as a Flat Amount is provided, and vice versa.
10. Press the Enter key to save the discount.
1. In the Billing menu, click Manage Discounts.
The screen defaults to the Cart Coupons tab.
2. Click Show Inactive.
All discounts that contain a passed End Date display as inactive coupons, along with all currently active coupons.
3. Click Hide Inactive to hide the inactive discounts again.
1. In the Billing menu, click Manage Discounts.
The screen defaults to the Cart Coupons tab.
2. Edit the necessary fields by clicking the field and making changes.
Changes save automatically.
The option to delete discounts is available if the current date is prior to the start date. Once the date has passed, the code could have been used and will not be able to be deleted to ensure a record is retained.
1. In the Billing menu, click Manage Discounts.
The screen defaults to the Cart Coupons tab.
All active discounts display unless you elect to Show Inactive coupons.
3. Click the delete button (red minus sign) to delete the discount.
4. Click OK in the confirmation pop-up window to delete the discount.
1. Share the discount Code with the applicable customers. For example, 1st time customers get a 10% discount: Discount10.
2. In Purchase & Pay, the customer enters the discount code in the Apply Coupon text box at check out.
The discount is applied as long as the following criteria is met:
- The student is actively enrolled in one of the schools selected from the Facilities pull-down on the Manage Discounts screen.
- The student purchases a class for a school that has a discount but they are not currently enrolled at (Focus creates an enrollment for them during this process).
- The current date is between the Start Date and End Date of the discount.
- The student must enter the code exactly as written, case sensitive.
If the coupon is unable to be applied, an error message displays "That coupon is not valid."
3. Once the coupon is applied, the Discount total displays as well as the new Total to be collected.
4. If the Discount Does Not Apply check box is selected on the following screens, the applicable fee will not be included in the discounted items upon checkout:
SIS > Billing > Manage Fee Templates
SIS > Billing > Manage District Fee Templates
SIS > Billing > Manage Individual Fees
SIS > Billing > Manage Limited Fees
SIS > Billing > Product List
ERP > Accounts Receivable > Product List
ERP > Accounts Receivable > Internal Account Product List
The Automated tab allows users to create Automated discounts based on customizable trigger conditions based on queries, such as the automatic sibling discount. Automated discounts apply to cart items or unpaid invoices when the trigger condition is met via Purchase & Pay, Student Billing > Sales, and ERP > Accounts Receivable > Point of Sale. A single cart purchase can contain a variety of different discounted items.
1. In the Billing menu, click Manage Discounts.
2. Click the Automated tab.
3. To create a new automatic discount, start by entering the Description in the provided text box.
4. Enter the percentage the discount is worth in the Percent text box; i.e. the percentage that will be taken off of the total amount when the discount is applied.
Percent is recommended and applies to all allocations. Flat amount discounts apply to allocations until the discount amount is exhausted. If both are used, the flat amount will be applied first. Flat amounts do not count towards convenience fees charged at checkout.
5. Enter the Flat Amount of the discount in the provided text box. Flat amount discounts apply to allocations until the discount amount is exhausted.
6. Select the Facilities from the pull-down for which the discount can be used/automated.
7. Select the Cost Tiers to which the discount can be applied from the pull-down. When the Cost Tiers field is left empty, any student can use the discount. When one or more cost tiers are selected, the student needs to be in a tier for the discount to automatically apply.
Cost Tiers are set up via Billing > Cost Tier Setup.
8. Enter the Start Date and End Date in the provided text boxes to determine when the discount is active and can be applied. Once the End Date has passed, the discount becomes inactive and no longer displays here unless you click Show Inactive.
All fields are required except the End Date to save the discount. The Percent field is optional as long as a Flat Amount is provided, and vice versa.
9. Press the Enter key to save the discount.
The Edit button does not become active until the line is created.
10. Click Edit to add triggers and/or queries that apply the discount in Purchase & Pay and Point of Sale.
A query must first be added in order to add a trigger. The Triggers options are based on the queries created on the Queries tab.
11. Click the Queries tab to add a SQL query that applies the discount.
a. Enter the Title of the query in the provided text box, such as Sibling Purchased Previously.
b. Enter the Query in the provided text box.
Hover over the informational question mark (?) with the computer mouse for additional information and suggestions.
c. Press the Enter key while on the Title text box to save the query.
d. Click the X to close the pop-up window.
The Student/Product Value pull-down is populated based on the result of a query from the Queries tab. If there are no queries, there will not be any options, and no triggers can be created until at least one query is added. All the queries are shared as available to potentially use in any automated discount trigger.
12. Click the Triggers tab to add criteria that will activate the discount when a Student or User record is updated or modified to meet the defined criteria.
a. Select the Student/Product Value from the pull-down, such as Sibling Purchased Previously.
b. Select how the student/product value compares to the required value from the Comparison to pull-down.
c. Enter the Required Value in the provided text box.
d. Press Enter to save the trigger.
e. Click the X to close the pop-up window.
1. In the Billing menu, click Manage Discounts.
2. Click the Automated tab.
3. Click Show Inactive.
All discounts that contain a passed End Date display as inactive coupons, along with all currently active coupons.
4. Click Hide Inactive to hide the inactive discounts again.
1. In the Billing menu, click Manage Discounts.
2. Click the Automated tab.
3. Click the applicable field and make the necessary changes.
Changes save automatically.
4. Click Edit to edit the Triggers and/or Queries.
5. Click the Triggers tab or the Queries tab to make changes.
6. Click the applicale field and make changes as needed. Changes save automatically.
See Creating Automated Discounts for details on Triggers and Queries.
The option to delete discounts is available if the current date is prior to the start date. Once the date has passed, the code could have been used and will not be able to be deleted to ensure a record is retained.
1. In the Billing menu, click Manage Discounts.
2. Click the Automated tab.
3. Click the delete button (red minus sign) next to the discounts that needs to be deleted.
4. In the confirmation pop-up window, click OK.
