Loyalty points for your Receivable accounts

The system allows customers to earn loyalty points based on a tiered sales target.

Introduction

Receivables Manager Settings

Points Setup for a Receivable Account customer

Create Manual Point transaction

Calculation of points

Manual option to omit points on a Sales order

Monthly Points Statements

Print a One-off Points Statement

Introduction

We have the ability to accrue points for a Receivable account customer based on the value of Sales orders that are invoiced for the customer each month.

The accrual of points is based on a percentage of the customer's spend. You can set the percentage rate for each customer. For example, 2% of every dollar the customer spends will earn points that they can spend as reward points. 

Points are automatically calculated on the sales for the month when you run the Close the Receivable month process. However it should be noted that the rate at which the points accrue is based on YTD sales from April 1st.

When you set up the Points accrual for a customer, you can manually create an entry to include an opening balance.

On an individual Sales Order you can also chose if you want that particular Sale/Invoice to be processed without points being calculated. If you do this, this invoice will be excluded from the points calculation at the end of the month. Refer below to read more about this.

When the customer spends some of their points, your administrator will deduct the cost from their points accrual by manually entering a negative Point transaction.

To maintain or view Points, a User will need the Security Role of Receivable Points Maintenance or Receivable Points View.

Return to Top of Page

Receivables Manager Settings

In the Receivables Manager, you will need to set up the number of months that points remain valid before they will expire, and whether you wish to email Points statements with the Accounts Statements.

• Go to Settings > Receivable Manager and scroll down in the Control Settings section:
• Set the Points Expiry Months. This is the number of months that points will remain valid until they expire, e.g. 12 or 24.
• Tick Send Points statement with account statement if you wish points statements to be emailed out when the Receivable account statements are emailed out. 
• Click Save and close.
   

Return to Top of Page

Points Setup for a Receivable Account customer

To set up or edit points for a Receivable account customer:

• Go to Receivables > Receivable accounts and select the Receivable account you wish to update.
• Go to the Points tab.

In the New account point level section, set up the percentage and range to calculate points for:

• Rate: Enter the percentage rate that this customer will accumulate on sales. 
• YTD lower level: Enter the lower level that the customer must spend before points will be calculated.
• YTD upper level: Enter the upper level that the points will be calculated on.

• Click Save new level details.

The details are now displayed in the Account point levels section.

If you have set up two or more tiers of points, these will show in the Account point levels section after you have clicked Save new level details.

In the Account points setting section, you can set up further details:

• Date terms and conditions signed: Enter the date the agreement was signed.
• Points type: Select either:
  •  
    •  
      • Client Points, which will appear on the client statement, or
      • Promotional, which do not appear on the statement.
• Points accumulation type: Select either:
  •  
    •  
      • Year compounded: Points will be based on the YTD sales. If a customer has tiered rates, for example they get 2% up to $50,000 and 3% above $50,000 then once they cross the $50,000 threshold the points will be calculated at the 3% rate for the entire YTD sales, even if during part of that year they had not yet reached the higher threshold, or,
      • Month sales: Points will be calculated on the sales for the month (using the YTD total to work out what rate they would receive).
        
        Generally, we would recommend using the Month Sales method.
• Points expiry date: Enter the expiry date for points. This would usually be the financial year end date.
• Points balance: The points earned to the end of the previous month will be displayed. (Points are updated during the Close Receivable Month process.)
• Internal notes: Enter any notes if required.

• Points statement email:

  Select the email address where the points statements are to be sent to, from the list of contact people for the Receivable account customer. You can add a new Contact person and email address by clicking the blue Plus icon or edit an existing contact by clicking the Edit icon. These icons are to the top right of the email address field.

• Click Save point settings.

Return to Top of Page

Create Manual Point Transaction

Manual point entries can be entered. These may be positive, e.g. to enter an opening points balance, or negative, e.g. when the customer cashes in points to purchase goods from you.

• Go to Receivables > Receivable account and select the Receivable account you want to update.
• Co to the Points tab > Account point levels section.
• Click Create point transactions on the left hand side
• Enter the date and reference, and enter the points amount as a positive amount for an opening balance, or a negative amount for points used.

• Click Confirm.
• Click Save and close.

The updated points balance will appear on the Points tab for this Receivable Account.

Return to Top of Page

Calculation of points

Return to Top of Page

Manual option to omit points on a Sales order

In an individual Sales order, you have the option to forego the points calculation for this Sales order. You may wish to do this if the margins for this sale are very low, and the customer is already getting a particularly good discount.

To do this:

In the Sales order, you can approve the margin for this Sales Order, and either allow or disallow points for this order.

1. Approve margin and allow points:

• Go to the Margin tab.
• Click Margin approved: to approve the margin: points will be calculated.
• Click Save and close.

Or:

2. Approve margin with No Points for this order:

• Go to the Margin tab.
• Click Margin approved - no points: to approve the margins without points being calculated.
• Click Save and close.

Return to Top of Page

Monthly Points Statements

Points statements are created by going to Receivables and clicking 'Create receivable account point statements'. Running this will trigger a task to create the points statements for your customers.

Return to Top of Page

Print a One-off Points Statement

You can print a Points statement for an individual Receivable account at any time.

• Go to Receivables > Receivable Accounts and select the Receivable Account that you want.
• Go to the Points tab > Account Point levels.
• Optionally, enter the date range for the statement, or leave blank for the current year's values to print.
• Click Print points statement.

Return to Top of Page