Post on 04-Mar-2021
transcript
Back Office Software
Training Manual: The Promotion Wizard
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Document
Version
Author Reviewer Release
Date
Reason for
Version Change
Version 1.0 AA BD 02/12/16 New manual.
Version 1.1 BD 22/11/19 New branding update
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Contents Introduction ...................................................................................................................................... 3
Promotion Types .............................................................................................................................. 4
Discount Promotion ...................................................................................................................... 5
Multi Buy Promotion ..................................................................................................................... 6
Basket Promotion ......................................................................................................................... 7
Promotion Description .................................................................................................................. 8
Promotion Description Fields ....................................................................................................... 9
Promotion Eligibility .................................................................................................................... 10
Promotion Group ........................................................................................................................ 12
Promotion Details ....................................................................................................................... 13
Discount Percentage .................................................................................................................. 14
Reduce By .................................................................................................................................. 15
Promotion Price .......................................................................................................................... 16
Promotion Conditions ................................................................................................................. 17
Promotion Dates/Times .............................................................................................................. 18
Valid To/From Dates .................................................................................................................. 19
Using a Calendar ........................................................................................................................ 20
Days and Time Settings ............................................................................................................. 21
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Introduction A promotion is essentially a set of parameters that describe how, when, and how
much an item (PLU); or set of items (PLU’s) will be discounted.
The ‘Promotion Wizard’ is designed to be a user-friendly method for setting up
promotions. This manual aims to provide a step-by-step guide on how to create your
promotions using the promotion wizard.
To begin using the ‘Promotion Wizard’ we must first locate it within the MStore back
office software. Please refer to Figure 1 (below) for a quick guide to finding the
‘Promotion Wizard’.
To open the ‘Promotion Wizard’ click on:
(1) ‘Setup’, then............
(2) ‘Pricing’ then...........
(3) ‘Promotion Wizard’.
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Promotion Types This section will explain each of the promotion types that can be set up using the ‘Promotion
Wizard’, before moving onto the next phase of entering the promotion details. There are three
types of promotions that can be created using the ‘Promotion Wizard’, these are:
‘Discount’ Promotions.
‘Multi-Buy’ Promotions.
‘Basket’ Promotions.
The ‘Type’ screen (Figure 2) displays each of the three types of promotions along with a brief
description of how each promotion type works.
The above promotion types are explained in the following pages.
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Discount Promotion
A Discount type promotion can be used to apply the following types of discounts to specified
PLU’s:
Price reduction by a specified percentage on a PLU(s).
Price reduction by a specified amount on a PLU(s).
Specific price on a PLU(s).
A Discount type promotion can be triggered during a transaction and can fire in the following
ways:
Everyone/Members/Staff/Managers/Account/Selected
The above ways of triggering the promotion are referred to as the ‘Promotion Eligibility’ and this
is covered in more detail in Section 3.2 of this manual (page 9).
* N.B. for ‘Selected’ promotions you can specify ‘Promotion Conditions’ which must be met in
order for the promotion to fire. These conditions specify the quantity of other PLU’s that must be
sold before the promotion fires, e.g. you must by two ‘Adult Admission’ PLU’s before you can get
100% discount off a ‘Child Admission’ PLU. Setting up ‘Promotion Conditions’ are covered in
Section 5 (page 18).
To select this promotion type, click in the circle to the left of the ‘Discount’ text.
Once you have selected the promotion type, click on the ‘Next’ button.
Now go to Section 3 of this manual (page 9) to see the next step.
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Multi Buy Promotion
Multi-Buy promotions are designed to discount a single item when one or more of that same item
has been scanned or entered into the till basket.
For example, imagine a café has excess stock of Mars bars and they want to setup a “buy two
get one free” promotion on Mars bars.
In this example the till software will automatically apply the discount but only if there are three
Mars bars in the till basket. This is because the promotion conditions are not met until all three
Mars bars have been entered or scanned into the till basket.
To select this promotion type, simply click in the circle to the left of the ‘Multi-Buy’ text.
Once you have selected the promotion type, click on the ‘Next’ button.
Now go to Section 3 of this manual (page 9) to see the next step.
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Basket Promotion
Basket promotions are designed to discount a single item only after another item (or a group of
items) have been scanned or entered into the till.
For example, a café wants to setup a promotion that discounts a cup of tea by 100% for any
customer that orders a breakfast with that cup of tea. In this example the till software will
automatically apply the discount but only if both the breakfast and tea are in the till’s basket. This
is because the promotion conditions are not met until both the breakfast and tea are in the till’s
basket.
To select this promotion type, simply click in the circle to the left of the ‘Basket’ text.
Once you have selected the promotion type, click on the ‘Next’ button.
Now go to Section 3 of this manual (page 9) to see the next step.
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Promotion Description
Now that we have covered the three types of promotions available, we can move
onto the next step in creating our promotion.
The ‘Description’ screen of the promotion wizard has the following sections
Promotion Description Fields.
Promotion Group.
Promotion Eligibility.
Each of the above sections of this screen are explained in the following pages,
however the location of each of these sections is shown in Figure 3 below.
Key:
(1) Promotion Description fields.
(2) ‘Promotion Eligibility’ options.
(3) ‘Promotion Group’ selection (drop-down).
(4) ‘Promotion Group’ “Lookup” Icon.
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Promotion Description Fields
Once we’ve chosen a promotion type, we will need to provide a detailed ‘Description’ as well as a
‘Short Description’ for the promotion being set up. It is important to use descriptions that are easy
to understand because they will be used in various places throughout the Merac MStore back
office software and when using the till software
The ‘Description Field’ will show in the relevant reports in MStore back office software.
The ‘Short Description’ field is the description printed on receipts and on the till’s rear display
(if present).
Type in the required text in the ‘Description’ box.
Type in the required text ‘Short Description’ box.
Click on the ‘Next’ button once finished to proceed to the next step.
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Promotion Eligibility
Promotion eligibility is crucial in determining how our promotion will work and unsurprisingly
who will be eligible for our promotion. By default, every promotion is set with an eligibility of
‘Everyone’, this means all items associated with this promotion will be automatically
discounted when it is scanned into the till basket.
The major difference between the ‘Everyone’ promotion eligibility type and all the others is
that all other eligibility types require the promotion to be activated by a till operator. Meaning
the till operator is required to do something that activates the promotion they wish to use (i.e.
either press a button on the till or scan a coupon).
Please note that if you are setting up a ‘Multi-buy; or ‘Basket’ type promotion, then the
promotion eligibility will default to ‘Everyone’ and cannot be changed. For a ‘Discount’ type
promotion you must click in the circle to the left of the required option to select it.
Each of these promotion eligibility options are explained on the following page.
Once you the required ‘Promotion Eligibility’ is selected, click the ‘Next’ button to proceed.
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Promotion Eligibility Continued
Everyone:
This discount will be activated automatically when an item meeting the promotion
requirements has been entered into the basket.
Members:
This promotion eligibility can automatically apply a discount when a member card is
swiped or scanned at the till. Please note that this membership promotion will not
function unless it has been assigned to the specific membership type(s) that this
discount will apply to.
Staff:
This type of promotion is fired by pressing a specific button on the till. Please note
that setting up till buttons is not covered in this manual but for your information the
button that fires this promotion must be set up as a ‘Command’ button action, then
select the ‘Staff Sale’ option from the drop-down list.
Please note that only one staff discount scheme can be in operation on your tills at
any time (on some versions). The specific staff discount scheme must be defined in
the MStore back office software in the ‘System Options’ screen. This is found in
Setup > System > System Options - under the ‘Accounting’ tab
Managers:
This type of promotion is fired by pressing a specific button on the till. Please note
that setting up till buttons is not covered in this manual but for your information the
button that fires this promotion must be set up as a ‘Command’ button action, then
select the ‘Manager Sale’ option from the drop-down list.
Please note that only one manager’s discount scheme can be in operation on your
tills at any time (on some versions). this must be defined in the MStore back office
software in the ‘System Options’ screen. This is found in Setup > System > System
Options - under the ‘Accounting’ tab
Selected:
This type of promotion must be fired by pressing a specific button on the till (or by
scanning a coupon that has a barcode on it that will trigger the promotion).
Please note that setting up till buttons is not covered in this manual but for your
information the button that fires this promotion must be set up as a ‘Promotion’
button action, then select the required ‘Promotion Scheme’ and ‘Promotion Coupon’
from the relevant drop-down lists.
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Promotion Group
Each promotion you create must be assigned to a Promotion Group. If a promotion group is not
assigned to a promotion, then the discounted items will not be shown in the relevant reports.
To set a promotion group we can choose from one of the default groups listed within the drop-
down menu, or we can create a unique promotion group by selecting the “Lookup” icon.
Key:
(1) ‘Promotion Group’ selection (drop-down).
(2) ‘Promotion Group’ “Lookup” Icon.
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Promotion Details
The Promotion Details screen is where we will configure the discount details for all items we wish
to include in this promotion.
You may notice the ‘Product Groups’ have the same code and description as our ‘Analysis
Codes’. This is because they are indeed the same, i.e. ‘Product Groups’ = ‘Analysis Codes’.
Key:
(1) Analysis Codes.
(2) ‘Discount Type’ selection.
(3) Discount percentage / amount entry field.
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Discount Percentage
This discount type reduces an item or group of items by a percentage. Click on a
product group in the left side of the screen to select that product group. The right
side of the screen will now populate with all items within the selected product group.
If we want to apply unique discount values to every item, we must select each item
individually, then enter an amount in the discount value field and click the ‘Apply’
button. Repeat as required until all items have the correct discount percentage
assigned to them.
Alternatively, we can click in the ‘Apply to all items in this view’ box so that this is
ticked, then click on the ‘Apply’ button. This will apply the discount value to all items
within the selected ‘Product Group’. Repeat as required until all the product groups
have the correct discount percentage assigned to them.
Once all the promotion discounts have been assigned to the item(s) as required, click the
‘Next’ button.
Key:
(1) Admissions product group.
(2) Item showing a discount (15% discount).
(3) ‘Discount Percentage’ type selected.
(4) ‘Percentage’ discount amount entry field.
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Reduce By
A ‘Reduce By’ type promotion will reduce an item by a set value (e.g. £1.00).
The same instructions apply as in section 4.1 (page 15) for applying the discount to
an item(s) within a product group or applying the discount to an entire product group.
Once all the promotion discounts have been assigned to the item(s) as required, click the ‘Next’
button.
Key:
(1) Admissions product group.
(2) Item showing a discount (‘Reduce By’ £4).
(3) ‘Reduce By’ type selected.
(4) ‘Reduce By’ amount entry field.
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Promotion Price
The Promotion Price discount type is used to set the promotional price of an item.
The same instructions apply as in Section 4.1 (page 15) for applying the discount to
an item(s) within a product group or applying the discount to an entire product group.
Once all the promotion discounts have been assigned to the item(s) as required, click the ‘Next’
button.
Key:
(1) Selected product group.
(2) Item showing a discount (‘Special Price’ £12.50).
(3) ‘Promotion Price’ type selected.
(4) ‘Promotion Price’ entry field.
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Promotion Conditions
The Promotion Conditions page allows us to specify the number of items that must
be purchased in order to enable our promotion. By default, only one item must be
purchased to trigger any promotion.
Amend the ‘Qualifying Quantity’ as required for the promotion you are setting up.
Now click on the ‘Next’ button to proceed.
Key:
(1) ‘Qualifying Quantity’ number selection.
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Promotion Dates/Times
This is where we will set the date and time parameters for our new promotion. The
first step for setting these parameters is to select a date range. Selecting a date
range can be done two different ways:
Selecting ‘Valid From’ / ‘Valid To’ Dates.
Selecting a Calendar.
Once the dates have been specified you can then also specify on which day(s) of the
week and at which times of the day the promotion will work using the ‘Day and
Times’ settings.
Key:
(1) ‘Valid From’ / ‘Valid To’ date selectors.
(2) ‘Use a Calendar’ tick box.
(3) ‘Days and Times’ settings.
Important: It is important to remember that both the ‘Valid From’ / ‘Valid To’ dates and the ‘Days
and Times’ settings must be configured appropriately. By default, the ‘Promotion Wizard’ will
have all days and times of the week selected. If the promotion must only work on certain days
this must be specified in the ‘Days and Times’ settings.
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Valid To/From Dates
Using the ‘Valid From’ and ‘Valid To’ drop-down menus is the easiest way to select
the required start and end date for the promotion. Clicking the drop-down menu
icons will pop-up a small calendar window that allows the user to select the date(s)
rather than manually typing them.
Select the ‘Valid From’ and ‘Valid To’ dates as required, then click the ‘Next’ button.
Important: Remember that this date range determines when this promotion will be
start and end, so be sure to select the correct dates!
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Using a Calendar
Using a calendar is very helpful if we already have a calendar period setup in within the back
office software. If a calendar has already been set up then we can simply select the ‘Use a
Calendar?’ check box and then select the appropriate calendar period from the drop-down
menu.
However, if we don’t have a calendar period setup already then we can create our own by
using the ‘Lookup’ icon next to the calendar drop-down menu.
Select the required calendar then click the ‘Next’ button.
Key:
(1) ‘Use a Calendar’ check-box.
(2) Calendar selection (drop-down) and “Lookup” icon.
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Days and Time Settings
This section of the ‘Dates/Times’ screen of the wizard is used to apply our discount to specific
days of the week and times of the day. By default every day of the week is selected, so you will
notice you the tick box to the left of each day is ticked. You can deselect a day of the week by
clicking in the box to the left of that required day, so that it becomes un-ticked. This will mean the
promotion will not be active on that day of the week.
By default you will also notice that for any day where the promotion is active the promotion ‘Start
Time’ and ‘End Time’ cannot be changed. If you want change the start and end times for a
promotion then you first need to click in the ‘All Day’ box next to the required day of the week so
that it becomes un-ticked. You can now change the start and end time of the promotion to be as
required by either typing in the required times (use the 24 hour clock format), or using the up and
down arrows to increase or decrease the hours or minutes as required.
Key:
(1) Day and Times Settings.