Invoices

Reward Points

Reward Points are calculated per Invoice and not per individual line item. All items contribute to the Reward Points.

See also:

Invoice Options - Rewards Tab

Contacts - Invoices/Rewards Tab

Overview of Tracking Reward Points

• FrameReady logs all points earned, redeemed, or modified (the data can be found in the Invoice/Rewards tab in the Contact file). Each time an Invoice is created or accessed, the Rewards Points are entered or removed.

• Reward Points are calculated per Invoice and not per individual line item. All items contribute to the Reward Points.

• The ratio of dollars to points may be changed for an individual customer on their record in the Contact file (doing so over-rides the default values set up in the Main Menu).

• Log entries can be found in the Notes column:

• • Data Entry - the Invoice was accessed

  • Exit Data Entry - the Invoice was closed

  • Redeemed - Reward Points were added as line items

  • Deleted Line - Reward Points were removed as line items

• The Points column shows the number of points given or removed on each Invoice.

• Reward Points are added when you exit the Invoice (Line Item Entry) screen and removed if you access the Invoice (Line Item Entry) screen. This prevents points generated on the current sale from being applied to the current invoice.

• The Reward Points for the current Invoice will not be calculated until you leave the Invoice (Line Item Entry) screen.

• Reward Points may be manually entered on the customer’s record in the Contact file. Open the Invoice/Rewards tab, scroll down to the last available field. Enter the number of Reward Points to be add. Enter the reason why the points were given into the Note field.

How to Set up a Reward Points Program

Main Menu > Invoice Options tab > More Options... > Rewards tab

• When setting up your Reward Points system, consideration should be given to:

• • the points percentage which customers will receive

  • to the amount of money they spend before a single point is earned

• The higher the monetary value in the Points Ratio, the more the customer must spend to earn the points.

• Conversely, the lower the number, the more points they will earn.

In the example above, customers receive 10% off their purchases and only need to spend $10 to earn $1 off their next purchase.

• The two examples (shown below) both earn 1% off purchases. But, in Example A, a $90 purchase earns no points while, in example B, it earns 9 points. The customer in Example A will not earn a $1 discount until they have an invoice with a subtotal greater than $100. While the customer in Example B, will collect points for all purchases greater than $10 and only needs to spend another $10 to earn $1 in reward points.

• Example A - $100 = 1 point  and  1 point = $1.00

• Example - $10 = 1 point  and  10 points = $1.00

Reward Points Ratio Field

• Determines the number of points given to the customer.

• Enter the monetary / dollar value which must be spent in order for the customer to earn one point (calculated on the sales total before taxes).

• FrameReady automatically defaults down, e.g. if the subtotal is $19, the customer receives one point. If it is $22, the customer receives 2 points.

Reward Points Redemption Field

• Determines how many points the customer must earn before receiving one Dollar (or Euro, or Pound).

• Set how many points = Dollars (or Euros, or Pounds) for when customers redeem their points.

Reward Points may be used to pay sales tax Check box

• Leave empty if customers must pay the tax(es) on sales to which Reward Points are applied.

• In some states, a monetary value earned through a point system cannot be used to pay sales tax. Check with your accountant before checking this box.

How to Track Reward Points

FrameReady keeps a log of all points earned, redeemed, or modified in the Invoice/Rewards tab in the Contacts file. Each time an Invoice is created or accessed, the Rewards Points are entered or removed.

• Reward Points are calculated per Invoice and not per individual line item. All items contribute to the Reward Points.

• The ratio of dollars to points can be changed for an individual customer within their record in the Contacts file. Changes over-ride the default set up in the Main Menu.

• The following entries can be found in the Notes column:

• • Data Entry – the Invoice was accessed.

  • Exit Data Entry – the Invoice was closed.

  • Redeemed – Reward Points were added as line items.

  • Deleted Line – Reward Points were removed as line items.

• The Points column shows the number of reward points given or removed on each Invoice. Points are added when you exit the Invoice (Line Item Entry) screen and removed if you access the Invoice (Line Item Entry) screen. This prevents points generated on the current sale from being applied to the current invoice. The points for the current invoice will not be calculated until you leave the Invoice (Line Item Entry) screen.

• Points can be manually entered on the customer’s record in the Contacts file under the Invoice/Rewards tab; scroll down to the last available field and type in the number of points to be added. The reason why the points were given should be typed into the Note field.

How to Redeem Reward Points on an Invoice

There are two different ways to redeem reward points: as a coupon or as a tender.

How to Redeem Reward Points as a Coupon

• If entered as a coupon, the Reward Points appear in the Line Item portion of the Invoice.

• If the Reward Points are greater than the amount in the Subtotal field, then the Reward Points zero out the Invoice; resulting in no tax(es) being applied. It also reduces the Subtotal (and the amount of Reward Points) the customer receives on this sale.

1. Create an Invoice and assign it to a Contact.
   
   The number of Reward Points earned by the customer appears to the right of the Apply Reward Points button.
   
   If the button is hidden, then no reward points are available.
   

2. Click the Apply Reward Points button
   
   The redemption amount appears as a line item entry, with a negative amount, on the Invoice. The amount also appears on the printed Invoice. The number of points are redeemed for the dollar value identified in either the Rewards Tab on the Main Menu, or on the Customer’s record in the Contacts file.
   
   Click the line item's Description field to see expanded details, if applicable.

3. If a balance remains, continue by taking a payment.

How to Redeem Reward Points as a Tender

• If you cannot (or do not want to) use Reward Points to pay for taxes, then the Reward Points should be redeemed as a tender. In this method, the Reward Points appear in the payment section of the Invoice.

• The customer receives points for the amount in the subtotal field. If the checkbox is set to not use points to pay for taxes, then the customer needs to pay for the tax by other means, e.g. cash, etc.

1. Click the Enter a Payment button.

2. Select  Reward Points  from the Tender drop down list.

3. Click one of the Done buttons.
   
   A Reward Points dialog box appears to identify the monetary value available for use on this Invoice (and the number of points to be redeemed). If there is a balance, it must be tendered by other means, e.g. cash, etc.

4. Click OK to use the points or Cancel.

Important Notes on Redeeming Reward Points

• When redeemed, Reward Points are automatically added as a Line Item below the last purchase, and as a negative amount (Qty field).

• When redeemed, the total number of Reward Points are reduced for the assigned Contact.

• The number of points are redeemed for the dollar value identified in either the Rewards tab on the Main Menu > Invoices section > Options tab > More Options button, or on the Customer’s record in the Contact file (the Contact over-rides the default set from the Main Menu)

Caution: Once redeemed, the operation cannot be undone. However, points can be manually entered on the customer’s record in the Contacts file under the Invoice/Rewards tab.