Windward Webinar Archives
30 Jun 2023 | Windward Software

Using System Five Promotions

 

This Windward webinar discusses the promotions function in Windward System Five, detailing how to set up and configure basic promotions. It also highlighted the interaction of this module with other parts of the software like the inventory, suppliers, customers, invoice units, and accounts receivable modules

Summary

  • Jennifer, the moderator, started the webinar and introduced Alera, the software specialist from Windward Software.
  • Alera explained the use of promotions in System Five, mentioning that it interacts with the inventory, suppliers, customers, invoice units, and accounts receivable modules.
  • She explained that promotions are used to drive demand, clear out slow-moving or seasonal stock, build customer loyalty, create return customers, influence buying behavior, and generate a referral of new business.
  • Alera demonstrated how to manually set up sales for individual inventory items and how to create a sale for a group of items using the Design Inventory Report.
  • She discussed various types of promotions, including coupons, buy quantity, and customer cards, demonstrating how to set up these promotions and apply them to invoices.
  • Alera mentioned that all promotions should be tested on a training system first before being applied in a live environment.
  • Alera also addressed the new checkbox in the latest version of the software that allows users to remove items from a promotion when the price is manually changed.
  • She also pointed out the resources available on the Windward Software website, including the help center, customer care portal, and Windward Learning Academy.
  • After the presentation, Alera answered several questions from the attendees about setting promotions for specific customers, changing the tax for discounted items, and applying discounts for quantities greater than two.
  • The webinar concluded with a reminder of the next webinar scheduled for July 14th on the topic of size matrix in Windward System Five.

Transcript

  • 0:57
    Hello everybody, good afternoon, welcome to the Windward webinar today.
    1:02
    My name is Jennifer and I'll be your moderator for today's presentation.
    1:06
    At the end of the presentation we will have time for some questions, so if you could please write your question into the question box, make sure it's specific so we know exactly what answer you're looking for.
    1:17
    Anything that we are not able to address during the presentation we can answer offline as or you can email support at windwardsoftware.com.
    1:28
    Today, our speaker is Alera.
    1:30
    She's a software specialist that's been with Windward Software for a couple of years now, so she's got a lot of information for you.
    1:36
    Today, we're discussing the promotions function.
    1:39
    So without further ado, Alera, let's get started.
    1:43
    All right, thank you, Jen.
    1:44
    Once again, good afternoon, everyone.
    1:47
    My name is Alera, and I am your presenter for today's webinar.
    1:51
    Our topic for today is all about using system five promotions.
    1:56
    So this webinar, we will be discussing the basic setup and configure basic promotions in system five.
    2:04
    So this module interacts with the inventory, suppliers, customers, invoice, units, and accounts receivable modules.
    2:13
    So without further ado, let's get started.
    2:19
    So first is what is promotion?
    2:21
    Promotion is an optional module that allows you to handle the more complex method of promoting your business and products.
    2:30
    So all items are grouped into promotions and all items that belong to the same promotion contribute to the reward.
    2:38
    So each type of promotion has an option of a promotion rule and a reward rule.
    2:44
    So as what I mentioned earlier, this module interacts with the inventory, suppliers, customers, invoices, units, and accounts receivable modules.
    2:57
    So what are the reasons we run a promotion?
    3:00
    So we use promotion to utilize these strategies to drive demand.
    3:05
    It is also used to clear out slow moving stock or seasonal stock.
    3:10
    And it's very useful to build loyalty with your customer base.
    3:14
    And it's to create the return customer and influence buying behavior.
    3:19
    And lastly is to generate a referral of a new business.
    3:24
    So before I will proceed on discussing about the promotion, let me discuss briefly on how to manually set your sales.
    3:31
    So you can set your sales for an individual inventory item in the item record.
    3:37
    So you just need to go to the retail tab and set the fix or the discount rule on that.
    3:43
    And you can also set the sale date range on the extra tab.
    3:48
    So let me just go to my demo for the demonstration for that one.
    3:52
    So first, let me go to the edit items.
    3:54
    So it's actually under the inventory and purchases, inventory and edit item.
    4:02
    So just gonna go to one of my item in here.
    4:06
    So let me just open that one.
    4:08
    So to manually set your sale, you can just go it through.
    4:11
    If it's just like for a few items, so just go to the retail and set the sale calculation method.
    4:18
    So you can either set like a fixed price or a discount rule for that.
    4:22
    And then to set the date range, just go to the extra tab.
    4:26
    And this is where you can set the sale start and the end date.
    4:33
    And also we do have way to do a great sale for a group of items.
    4:40
    and that's through using our design inventory report.
    4:44
    So this report, you can sort it by category, SAP category, supplier, brands, or even the lookup rates.
    4:52
    And for this report, we do have reporting options and the filters, example given like a parts not sold.
    4:59
    So it's useful if you want to know which items that you haven't sold for a long time so that you can make like a sale for that.
    5:10
    And once you have the items under report, then you can create dates and the discount rule for that.
    5:20
    So gonna go back to my demo first.
    5:23
    So for the reports, it's you can also go through the inventory and just go to the inventory reports, but it's also will look into the reports, Inventory and Design Inventory Report.
    5:37
    So from here, you can set it by category or a supplier or a brand.
    5:43
    And for the option, we do have this option to list parts not sold.
    5:49
    And from here, just put some columns that you want to show up on this report and even for a lookup rates.
    5:56
    So, once you have all the items on the report, you can go back to this report tab and just check this adjust inventory included in this report.
    6:09
    So, from here, just put the sale calculation method and the discount rule and set the sale start and the end date.
    6:20
    Okay.
    6:21
    So, that's the manual setting up of your sale.
    6:27
    So right now, I'll be discussing about the promotions.
    6:33
    So for the promotions, to turn on that promotion program, so we need to go through the Setup Wizard for that.
    6:40
    So it's actually under Setup Tools, Setup Wizard, Invoice Setup, and Promotion Program.
    6:47
    So I'm just gonna go back to my demo.
    6:50
    It's just gonna exit that.
    6:52
    So it's under Setup Tools and Setup Wizard.
    6:56
    So from here, if you're really not familiar where to go through that particular option, you can use this title search.
    7:05
    So just type in promotion and that will go to the promotion program.
    7:11
    So this use promotion program option should be enabled in order for you to use your promotion.
    7:18
    And later on, I'll be discussing this new checkbox on our latest version, which is to remove items from promotion when price manually change.
    7:28
    Okay, so we have this use promotion program enabled.
    7:32
    So just gonna close that one.
    7:35
    And as you can see here, the promotion list is now showing up on the navigator.
    7:43
    Okay, so before I will proceed with the supported promotion, let me discuss some of the pointers for the promotion.
    7:51
    So it's really important to take note that there are only certain set up that works well with promotion.
    7:59
    So I will summarize them, but we'll only demonstrate a few promotions.
    8:05
    And it's also important to note that all of this promotion should be tested on your training system five first.
    8:14
    This is to make sure that everything works fine before you want to apply that on your live environment.
    8:20
    Okay, so without further ado, let's proceed with the supported promotion.
    8:27
    So the first supported promotion that I'll be discussing with is the coupon.
    8:32
    So if the customer provides a coupon for any item on the invoice that belongs to that promotion, then the customer is eligible for the reward.
    8:42
    So for using a coupon, you will be getting this four reward, which are the percentage discount, set dollar discount, price schedule for one item only, and price on this item.
    8:55
    So for this demonstration, I'll be discussing the percentage discount and the price on this item.
    9:02
    So let me go back to my demo to show how to set up these promotions.
    9:11
    So we go from here on the promotion and promotion list.
    9:15
    So right now, I actually have this promotion set up, so we're just gonna go ahead and edit it.
    9:21
    So the first promotion that I'll be discussing is the percentage discount.
    9:27
    So I do have this coupon of 10% off.
    9:31
    So in here, we do have the promo code.
    9:33
    It is actually 20 characters.
    9:36
    So you can also put a barcode on it and make sure to set the start and the end date and the one would you like to have your promotion.
    9:46
    And then it's really important to make sure to set this option enabled for active, because if we leave this unchecked, then this promotion won't work.
    9:57
    So we have here the promotion.
    9:59
    I've selected the coupon.
    10:01
    And the reward is the percentage discount.
    10:06
    So I have the 10% discount in here.
    10:08
    So for this one, you can also set the max coupon, max item per coupon, and a max discount.
    10:16
    But for zero, that stands for no limit.
    10:19
    So for today, I'm just going to put zero for that.
    10:23
    And here for the other tabs, so I have this inventory item.
    10:29
    So for this promotion, I've used this test item.
    10:33
    So I don't put any suppliers here or brands or for the categories.
    10:37
    and for the option, I don't check this apply promotion to every invoice because that will ignore this items that I just set.
    10:48
    Okay, so once we have this promotion, you can go ahead and create an invoice.
    10:54
    So I'm gonna make a cash sale here.
    11:00
    Okay, and that was the item test.
    11:04
    So just gonna wait until it load up this invoice.
    11:09
    So just gonna add this test and, oh, okay.
    11:16
    All right, so, sorry, I was not able to get it.
    11:18
    So for the coupon, we have the 10% discount and this item actually has that 300 as the list price.
    11:29
    So we have the 10% off.
    11:31
    So that means that this item should be giving us a $270.
    11:37
    So, which we can see here that the list price was $300, but the price was $30 off, so which is like 10% for this item, so it means like the promotion breaks.
    11:56
    Okay, so I'm just going to delete this one, and we'll proceed with the other reward, which the price on this item. So I do make this another promotion which I name as coupon as a special price.
    12:14
    So same thing I put the start date for a month and make sure to set this active promotion it's coupon and the reward is price x.
    12:25
    So it do have a discounted price of 400 and same thing it's still an inventory item and it's set for 450, but we make it like a promotion price for a 400.
    12:42
    So just going to exit that and going to make a cash sale here.
    12:52
    And so that was the test, sorry, so that was the test three, okay, so go here, test three, Okay, so as you can see here, it went down to $400 instead of $450.
    13:13
    Okay, so that's one of the supported promotion, which is the coupon.
    13:18
    So the next supported promotion that I'll be discussing with is the buy quantity.
    13:27
    So if the customer purchase a given number of items that all belong to the same promotion on a single invoice, then the customer is eligible for a reward.
    13:38
    So in here, if the customer buy a quantity, then they will be given a set dollar discount or a price on this item.
    13:47
    So for today, I'll be discussing the set dollar discount option.
    13:51
    So just going to go back to my demo.
    13:55
    So which is this buy to get $35 off.
    14:00
    So I still have this promo code, the date range set as this as an active promotion is by quantity so we do have the number of items so if the customer bought two quantity for that item then they will be given a $35 off so for the inventory item I've used a test to so just gonna yep so I'm just gonna go ahead and create a sale in here so that was a test to item, and that's by to get $35 off promotion.
    14:40
    So I'm just going to go with test to.
    14:44
    And as you can see here, once I put 1, it's still calculating the regular price, which is the 150.
    14:51
    But by the time that I'll put quantity of 2 here, give us $35 off.
    15:02
    All right, so I'm just going to exit this one.
    15:07
    Alright, so the next supported promotion that I'll be discussing with is the customer card.
    15:16
    So for here, if you want to gather your customer information so you can start building customer lists and in return, you can offer them discount on products on certain promotion.
    15:28
    So for a customer card, you can give them a reward of a percentage discount, price schedule for one item only and price on this item.
    15:39
    So for this one, I'll be discussing the price on this item.
    15:44
    So I'm just going to go to my demo.
    15:48
    I actually name it as a loyalty card discount.
    15:52
    So same thing, I put the promo code, the start date, and the end date.
    15:58
    Make sure it's active.
    16:00
    And the promotion rule, it's customer card.
    16:03
    and the reward is a price X.
    16:06
    So this would be a discounted price of $800.
    16:10
    And the item that I've used, it's the test four.
    16:14
    And currently it's a $900 item.
    16:19
    Okay, so just gonna go to an invoice here.
    16:27
    So that was the test four.
    16:36
    Okay, so it went down to 800.
    16:39
    So it means that the customer card promotion works fine.
    16:45
    Okay.
    16:46
    So those are the supported promotions that I'll be discussing.
    16:51
    And the last thing that I'll be discussing is this new track box and promotion in our latest version.
    16:58
    So this is a new right-click option on the invoice to override a promotion.
    17:03
    So this effectively removes invoice line from being included in promotion.
    17:09
    And invoice line won't accumulate points or get quantity discount, so the price will turn blue to indicate that the promotion has been overwrite.
    17:19
    So the overwrite promotion option won't be visible unless there are an actual promotion available for that invoice.
    17:28
    So we also have this new option which is to remove item from promotion when price manually change on our setup wizard.
    17:36
    So you can check that on the same part on the promotion program.
    17:45
    So I'm just going to go to my demo.
    17:48
    I'm just going to go from here, option, Setup Wizard.
    17:59
    All right.
    17:59
    So here, instead of going to the title search, just go to the invoice setup and scroll down a bit and go to the promotion program.
    18:08
    So here, once this was enabled, then you can automatically set the price manually.
    18:18
    I'm just going to close that, and I create a new promotion for that option.
    18:25
    So I name it here as a discount price.
    18:29
    So I'm using the buy quantity promotion rule, and the reward is the price X.
    18:36
    So if the customer buy five quantity for that item, then they will be given a 280 discount.
    18:45
    So here I'm using the test three and currently it's a $300 item.
    18:50
    So I'm just gonna go ahead and create a sale here.
    18:54
    So for this one though, currently we notice that there's an issue for this that we cannot set set if we have a customer account on it.
    19:06
    But this was already reported to our development team.
    19:10
    So right now it only works for a cash sale.
    19:13
    So I'm just gonna click OK.
    19:21
    So just gonna go with test five.
    19:26
    So it's still 300.
    19:27
    So by the time I put five on that, it went down to 280.
    19:32
    So let's say I still wanna give a customer a discount, lower than 280.
    19:36
    So we can just manually overwrite the promotion.
    19:40
    So just put 270, let's say.
    19:43
    And that will, so the blue indicates that we overwrite the promotion.
    19:50
    So when you highlight that, this overwrite promotion is now checked as well on the invoice.
    20:00
    OK, so I think that ends my presentation about using a promotion system five.
    20:13
    Okay, great.
    20:14
    We have a couple of questions already coming in.
    20:17
    So if you have any more, please enter them into the question box.
    20:20
    While we're waiting, I'll just let you guys know about our next webinar on July 14th.
    20:25
    We'll be discussing size matrix in Windward system five.
    20:30
    So basic use, setup and configuration.
    20:35
    Yeah, so while waiting for questions, So you can check our resources available.
    20:40
    You can go to our help center.
    20:42
    So for any available resources are listed here.
    20:45
    So just go to winwaredsoftware.com slash help.
    20:49
    And you can also go to our customer care portal where you can search for knowledge-based articles and you can also submit and track support tickets.
    20:58
    So just go to support that winwaredsoftware.com.
    21:03
    And for our When We're Learning Academy, If you want to spin up a new employees or to get a lesson based topic, just go to academy.winwardoncloud.com.
    21:14
    And we do have an emergency support.
    21:17
    So the following situations qualify for emergency support.
    21:21
    So if you have like entire system down and able to take payment, cannot log in into system five and recovering from a power outage, just go to winwordsoftware.com slash emergency.
    21:35
    And for a WinWord archive, so just go to winwordsoftware.com slash webinars if you want to sign up for our future webinars or to view our previous recorded events.
    21:54
    Okay, questions? All right, excellent.
    21:57
    So our first question, is there any way of showing the promotion on the customer invoice?
    22:02
    For example, we have promotions from the appliance suppliers where a customer will get a certain price discount for a specific model.
    22:10
    We want the customer to see that it says Bosch instant rebate minus one hundred dollars on their invoice.
    22:21
    OK, so for that one, let's see.
    22:28
    So you can have the promotion and instead of an item, you can set a supplier for that.
    22:35
    So once you have that, it's actually a points as well, like you can, once that particular promotion already exceed the points that you have, then that's where you can redeem the promotion.
    22:54
    It's like more details for that one, so if you could leave your contact details, then we'll just get back to you after this webinar.
    23:05
    Okay, perfect. No problem. I can pass that on to you, Allara.
    23:10
    The next question is, when placing an entire category on 10% sale promo, does System 5 know not to apply the promotion to an existing customer who's set up to receive a 15% off every item on every invoice?
    23:27
    Okay, that was also depends on the reward that you said, because we do have the here like from the list because you can set the discount.
    23:40
    So it will only look for those items that are using the list price, because probably they were on a different price level or on the calculation method.
    23:59
    Okay. Raider, if that answers your question, please let me know if there's still more questions after that we can get in touch with you after as well.
    24:09
    Okay. The next question, can you set a promotion for a specific customer only?
    24:20
    Oh, because for our promotion here, it's only have the option for the brand suppliers and inventory items.
    24:36
    So we don't have that option to select a certain customer based on the option that we have in here.
    24:53
    Okay, next question. How can you change the tax in regards to retail to be taxed and not the discounted amount?
    25:11
    Okay, so it's on the tax side.
    25:22
    That will also let's say here on the priority of your tax.
    25:30
    So it's the customer tax area.
    25:38
    Say, yeah, I'm just going to go to the item, or you want to have the text based on the retail, not on the sale, right?
    26:02
    Correct.
    26:17
    If you could leave your contact details for that, I'll further check that one for you after this.
    26:25
    Okay, excellent.
    26:27
    Next question. When you have a discount for quantity two, does it apply to greater than two quantity?
    26:37
    Yeah. Yeah. So let's say here we do have by two. So let's say I'm going to make test two.
    26:51
    So let's, so that's 138, we set this as two.
    27:13
    Oh, my bad.
    27:20
    It's a 150, and then if we had it more than two, should have 450, but now it's 41499, okay.
    27:50
    Yeah, it's still go with that 35, but there's just a penny rounding from here.
    27:57
    And yeah, so that will still give you a $35 off if they paid or they bought more than two quantities.
    28:09
    Okay, excellent. So we've got a couple questions that we'll follow up with offline.
    28:15
    Thank you guys for joining us today for our webinar.
    28:18
    Thank you, Allara, for giving us the presentation today.
    28:21
    And we will see you on July 14th, 1 p.m. Pacific time for our next webinar.
    28:26
    Thank you guys. Have a great long weekend.
    28:28
    Bye, everyone.
     

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