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Item Price

The article below provides an introduction to Item Price in iVendNext.

Overview

Item Price is the record in which you can log the selling and buying rate of an item.

1. Steps to create Item Price 

The steps to create an Item Price are summarized below:

Go to: Selling/Buying/Stock > Items and Pricing > Item Price > New.

Select the Item. The name, UoM and description will be fetched.

Select the Price List whether Selling/Buying price or any other price list you may have created.

Enter the actual rate in the Rate field.

Save the changes.

1.1 Selecting the Price List 

You can create multiple Price Lists for one Item in iVendNext to track Selling and Buying Price of an Item separately. Also if the Item's selling prices change based on Territory or due to other criteria, you can create multiple Selling Price Lists for it.

On selection of Price List, its currency and applicability whether for selling/buying or both will be fetched as well. 

The screenshot below depicts the Selling Price List for Item FP-1001 at the Brooklyn Store.

The screenshot below depicts the Buying Price List for Item FP-1001 at the Brooklyn Store.

To have Item Price fetching in the sales or purchase transaction, you should have 'Price List' selected in the transaction under Currency and Price List.

To check all Item Prices together, go to: Stock > Stock Reports > Item Price Stock

Visit the Price Lists page to know more.

2. Features

2.1 Unit of Measurement (UOM) 

Users can add UOM specific item prices if one item is sold in different UOMs. For Eg: Lets say an item Rice is sold in 1 KG and 500 grams packet then users can mention the UOM in the item prices and based on the UOM selected in the transaction Item Price will be applied.

2.2 Packing Unit 

This is the quantity that must be bought or sold per unit of measure. For example, if Packing Unit is two, and UOM is one, two items in quantity will be transacted. The default is 0, you can use non-integer UoM like 1.5Kg Oats for 1 Packing Unit. If you leave it as 0, it'll not affect any transaction.

2.3 Minimum quantity 

This is the minimum quantity of items to be transacted for this price to be applicable and updated in the Item Price list.

2.4 Applying Price List to a specific Customer/Supplier 

If you select a Selling Price list, a customer field will appear where you can assign this Item Price to a specific customer. Likewise, if you select a Buying Price List, a Supplier field will appear where you can select a specific Supplier

2.5 Applying Price List to a specific Batch 

You can also link a specific batch to an Item Price and on the selection of that batch in the transaction, the item price for that specific batch will be applied.

2.6 Validity 

There are two fields here—'Valid From' and 'Valid Upto'. Valid From is set to the date you created the Item Price, you can also set the Valid Up to date on which the Item Price will expire.

2.7 Lead Time in days 

The approximate number of days it takes the product to reach the warehouse. You can set different Item Prices based on how much time the same product will reach you from different vendors.

2.8 Note 

You can add any note about the Item Price in this field.

Additional Learning Resources

For deeper insights and ongoing support, participants are encouraged to explore the following:

• 📘 iVendNext Wiki Documentation: Access the official user manual for detailed guidance on system features and workflows.
  Visit the Wiki Docs

• 🛠️ iVendNext Help Portal: Browse categorized knowledge articles covering Accounting, Buying, Selling, Stock, and more.
  Explore the Help Portal

These resources complement your training journey and serve as valuable references throughout the certification process.

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Once you've completed the article, continue to the next topic in the training module to build on your understanding.

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Price List

The article below provides an introduction to Price List in iVendNext.

Overview

A Price List is a collection of Item Prices either Selling, Buying, or both.

Defining a Price List is useful in scenarios where you choose to have different prices for the same item based on customer,  zone, or currency which can then be stored as different rate plans.

A Price List functions like a container for Item Prices, which define the specific selling or buying rate for an item. iVendNext treats all the Item Prices differently.  What this means is that the Buying Price for an item is different from Selling Price and thus they're stored separately.

A Price List is used when you create an Item Price in iVendNext. This is done to track the selling or buying price of an item. You can create multiple Price Lists for an Item in iVendNext to track Selling and Buying Price of an Item separately.

Multiple ways to access Price Lists 

There are multiple ways you can access a Price List in iVendNext.

Via Buying Menu

Navigate to: Home > Buying. Under the Items and Pricing section click on the Price List shortcut. This should take you to the Price List View screen.

Via Selling Menu

Navigate to: Home > Selling. Under the Items and Pricing section click on the Price List shortcut. This should take you to the Price List View screen.

Via Retail Menu

Navigate to: Home > Retail. Under the Items and Pricing section click on the Price List shortcut. This should take you to the Price List View screen.

Creating a Price List

The steps to create a Price List in iVendNext are summarized below:

1. Navigate to the Retail Module: 

Go to: Home > Retail > Price List.

2. Create a New Price List: 

Click on the `Add Price List` button to  open the New Price List screen.

3. Define the Price List Name: 

Enter a name for the Price List, such as "Buying Price List for Brooklyn Customers" or “Selling Price List for Brooklyn Customers”.

4. Select Currency: 

Choose the currency for the Price List, e.g., INR, USD.

5. Specify the Price List Type

Define the Price List Type - Selling or Buying 

6. Specify Applicable Countries: 

Define the countries where this Price List will be applied.

7. Enable/Disable: 

Toggle the checkbox to enable or disable the Price List.

Linking Item Price to a Price List

Now that you have defined the Price List let us link it to an Item Price.

Linking an Item Price to a Price List is a crucial step in managing your pricing strategy. When you link an Item Price to a Price List, you are associating a specific price for an item with a particular pricing strategy defined by the Price List. This connection ensures that the item is priced according to the rules and conditions set in the Price List.

1. Create Item Prices: 

Go to `Stock > Items and Pricing > Item Price > New`.

2. Select the Item: 

Choose the item you want to add to the Price List.

3. Define Unit of Measure (UOM): 

Specify the UOM for the item, such as boxes or kilos.

4. Set the Rate: 

Enter the rate for the item.

5. Link to Price List: 

Assign the defined Item Price to the Price List you created earlier.

6. Set Validity Dates: 

Define the validity period for the item price.

7. Save: 

Save the changes to ensure that the Item Price is now part of the Price List. This linked price will be used in transactions where the Price List is applied.

Example Scenario 

Imagine you have an item (WB-1001)  that you sell in your New York Store and Houston Store. Since these are 2 different regions you have created two Price Lists: 

New York Price List

For the New York Price List, you set the price of "WB-1001" at $225.

Houston  Price List

For the Houston Price List, you set the price of "WB-1001" at $180.

By linking these prices to their respective Price Lists, you ensure that when a sale is made at the New York Store, the price applied is $225, and for Houston Store sales, the price is $180.

Attaching a Price List to a Customer

If you have multiple Price Lists, you can select a Price List and tag it to a Customer (so that it is auto-selected). Your Item Prices will automatically be updated from the Price List.

Important Points

Please consider the following points when creating a Price List in iVendNext

The default Price List for buying an item is typically set to "Standard Buying". This can be configured in the Buying Settings under the "Default Buying Price List" option

The default Price List for selling an Item is typically set to "Standard Selling". This can be configured in the Selling Settings under the "Default Selling Price List" option

The standard selling rate is the fixed price at which a product is offered to customers. It is often set as a benchmark or default price for sales transactions.

The standard buying rate is the typical or agreed-upon price at which a product is purchased from suppliers. It is often used as a benchmark for procurement.

You can apply a Price List to a specific Customer or Supplier.  When you select a Selling Price list, a customer field will appear where you can assign this Item Price to a specific customer. Likewise, when you select a Buying Price List, a Supplier field will appear where you can select a specific Supplier

iVendNext lets you maintain multiple Selling and Buying Item Prices using Price Lists.

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Additional Learning Resources

For deeper insights and ongoing support, participants are encouraged to explore the following:

• 📘 iVendNext Wiki Documentation: Access the official user manual for detailed guidance on system features and workflows.
  Visit the Wiki Docs

• 🛠️ iVendNext Help Portal: Browse categorized knowledge articles covering Accounting, Buying, Selling, Stock, and more.
  Explore the Help Portal

These resources complement your training journey and serve as valuable references throughout the certification process.

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Once you've completed the article, continue to the next topic in the training module to build on your understanding.

Promotion Setup

The article below provides an introduction to Promotion Setup in iVendNext.

Overview

Promotion includes all those methods that a retailer uses to boost sales by encouraging customers to buy more items. Some good examples of promotions are:

• Buy Shirts | Get T Shirts @ 20% off

• Buy any Women’s Bags for $199

• Spend $1000 | Save 10% on bill total 

Promotions are set up within the application to automatically apply when certain specific conditions are met.

Access Promotions

To access the Promotions, navigate to: Home > Retail. Under the Items and Pricing section click on the Bonus Buys shortcut. 

Alternatively you can navigate to Home. Click on the Awesome Bar and then type the keyword -  “Promotions List View Screen”. The application will perform a global search and will show results from several different record types related to the keyword. Click on the Promotions List View Screen search result to launch the Promotions List View Screen.

Prerequisites

Before creating a promotion in iVendNext, ensure you have the following set up:

• Item

• Item Group

• Customer Group

Steps to create a Promotion

The steps to create a promotion in iVendNext are summarized below:

1. Log in to iVendNext:  

Start by logging into your iVendNext account. 

2. Navigate to Promotion List View Screen: 

Go to: Home > Retail > Items and Pricing > Promotions.

3. Access the Promotion Creation Screen: 

Click on the "Add Promotions" button to launch the new Promotion Creation screen.

4. Enter Promotion Details: 

Enter a name for the Promotion and its description. This facilitates identifying the promotion at a glance.

5. Select the Promotion Type

Select whether you are creating a Bonus Buy Promotion or a Fixed Promotion.

6. Mark the Promotion as Active

Don’t forget to mark the Promotion as Active. Promotions not marked as active, will not be applied on the POS terminal.

7. Configure the Buy Side

This side defines the conditions that must be met to qualify for the promotion. It could include purchasing specific items, reaching a certain purchase amount, or buying a certain quantity of items.

8. Configure the Get Side

This side outlines the rewards that the buyer gets when they meet the conditions specified in the Buy Side. It could include discounts, or free items.

9. Set Applicability

This section allows you to specify the store(s) to which the promotion applies. Setting a store ensures that the promotion is applied only to that particular store and not to any other store.

10. Set Duration (Optional)

This section allows you to set a time period duration during which a promotion will be active and applicable. You can set the day along with the start time and the end time for the promotion.

11. Set Customer Special Days (Optional)

This section allows you to specify special customer days, such as birthdays and anniversaries. Promotions are configured to be applicable only on these specified days.

12. Define the Exclusion List (Optional)

This section allows you to specify the Item(s), the Item Group(s), and the Customer Group(s) for which the promotion will be excluded.

13. Save the Promotion

Click the Save button to save the settings.

Promotion Creation Screen

The Promotion Creation Screen is divided into sections, each containing information specific to its corresponding segment. 

• General

• Bonus Buy Setup

• Applicability

• Exclusion List

General Section

The various field settings under the General Section are explained below:

Name

Specify a name for the Promotion. This is a unique identifier that is used to distinguish one promotion from another.

Description

Specify a description for the Promotion. tIt is the descriptive title that clearly conveys the purpose of the promotion.

Has Effective Date

The "Has Effective Date" field refers to the date from which the promotion becomes active and applicable. Put a tick in the check box if you want the promotion to apply for a limited time period. This unlocks the Start Date and the End Date fields.

Start Date 

The field is enabled only if the Has Effective Date option is selected. Pick a date from the calendar control field to mark the promotion start date.

End Date

The field is enabled only if the Has Effective Date option is selected. Pick a date from the calendar control field to mark the promotion end date.

Has Effective Time

The "Has Effective Time" field refers to the exact time of the day when the promotion becomes active and applicable. Put a tick in the check box if you want the promotion to apply for a limited time period. This unlocks the Start Time and the End Time fields. It works in conjunction with the "Has Effective Date" to provide a precise starting point for the promotion

Start Time

The field is enabled only if the Has Effective Time option is selected. Enter the time from which the promotion starts.

End Time

The field is enabled only if the Has Effective Time option is selected. Enter the time from which the promotion ends.

Minimum Bill Amount

This setting specifies the minimum amount that the customer needs to spend in a single transaction to qualify for the promotion.

Minimum Quantity

This setting specifies the minimum number of units of a particular item or item group  that a customer must purchase in a single transaction to qualify for the promotion

Discount Type

This setting determines the method of applying the discount, which can be either a percentage off or a fixed amount off the original price.

Discount Value

This setting specifies the amount or percentage of the discount that will be applied to eligible items or transactions.

Maximum Redemption Count Per Store

This setting specifies the maximum number of times a promotion can be redeemed at a single store location.

Promotion Applicability Count

This setting refers to the number of times a promotion can be applied to a specific item or customer. This setting ensures that a promotion is not overused. For example, if a promotion is meant to be a one-time offer, the applicability count would be set to 1

Promotion Type

This setting determines the method of applying the promotion, which can be either a Bonus Buy or a Fixed Price promotion. 

Active

Put a tick in the checkbox if you want to enable the promotion. If the promotion is not active, it will not be applied during transactions.

Lowest Value

Put a tick in the checkbox if you want the promotion to apply on the lowest-priced item among the eligible items in a transaction. This setting ensures that the promotion is applied to the lowest-priced item among the eligible multiple items in a transaction.

Can Repeat In Transaction

Put a tick in the checkbox if you want the promotion to apply multiple times within a single transaction. This setting ensures that the promotion can be applied multiple times within a single transaction.

Exclude Discounted Items

Put a tick in the check box if you want to exclude the discounted items from the promotion. This setting ensures that the promotion does not apply to items already on a sale discount.

Apply On Item Scan

Put a tick in the check box if you want the promotion to apply when the item is scanned. This setting ensures that the promotion is automatically applied to an item when it's scanned at checkout.

Apply Once Per Customer

Put a tick in the check box if you want the promotion to apply once per customer. The setting ensures that a specific promotion can only be used once by each customer. 

Bonus Buy Setup Section

The various field settings under the Bonus Buy Setup Section are explained below:

Buy Optional Count

The "Buy Optional Count" setting in the context of promotions typically refers to the number of optional items a customer can purchase to qualify for a promotion.

Get Optional Count

The "Get Optional Count" setting in the context of promotions typically refers to the number of optional items a customer can receive as part of a promotional offer.

Applicability Section

The various field settings under the Bonus Buy Setup Section are explained below:

Applicable Source

This section allows you to specify the store(s) for which the promotion is applicable. Setting a store would ensure that the promotion is applied only to that particular store and not to any other store.

Applicability - Duration

This section allows you to set a time period duration during which a promotion will be active. You can set the day along with the start time and the end time for the promotion.  Promotions not marked as active, will not be applied on the POS terminal.

Customer Special Days

This section allows you to specify special customer days, such as birthdays and anniversaries. If these dates are defined, the promotion will only be applicable when the customer's birthday or anniversary falls within the specified dates.

Customer Special Days - Duration

The "Duration" setting in the context of "Customer Special Days" in promotions refers to the length of time that a promotion is valid for a customer on their special day. Some valid options are:

Day:  

This option allows you to set the promotion to be valid for a single day, typically the special day itself. For example, a promotion (birthday discount) could be valid only on the customer's birthday or customer’s anniversary.

Week:  

This option allows you to set the promotion to be valid for a week. You can specify whether the promotion is valid for the week leading up to the special day, the week following it, or both. For example, a promotion (anniversary discount) could be valid from 7 days before the customer's anniversary to 7 days after.

Month:  

This option allows the promotion to be valid for an entire month. For example, a special discount could be available for the entire month of the customer's birthday or customer’s anniversary..

Days Backward Forward: 

This option provides flexibility in defining the exact number of days before and after the special day that the promotion is valid. For example, you could set the promotion to be valid for 3 days before and 3 days after the customer's special day, giving them a 7-day window to use the offer.

Exclusion List Section

A screenshot of the Exclusion Section is pasted below:

Promotion Exclusion List

This section allows you to specify the Item(s), the Item Group(s), and the Customer Group(s) for which the promotion will be excluded. You can exempt Specific Item(s), Item Group(s), Customer Group(s) from the promotion by listing the promotion in the Promotion Exclusion List.

Additional Learning Resources

For deeper insights and ongoing support, participants are encouraged to explore the following:

• 📘 iVendNext Wiki Documentation: Access the official user manual for detailed guidance on system features and workflows.
  Visit the Wiki Docs

• 🛠️ iVendNext Help Portal: Browse categorized knowledge articles covering Accounting, Buying, Selling, Stock, and more.
  Explore the Help Portal

These resources complement your training journey and serve as valuable references throughout the certification process.

Once you've completed the article, continue to the next topic in the training module to build on your understanding.

Buy X and Get Y Promotion

The article below provides an introduction to Buy X and Get Y Promotion in iVendNext.

Overview

Promotion includes all those methods that a retailer uses to boost sales by encouraging customers to buy more items. Some good examples of promotions are:

• Buy Shirts | Get T Shirts @ 20% off

• Buy any Women’s Bags for $199

• Spend over $1000 | Save 30% on bill total 

Promotions are set up within the application to automatically apply when certain specific conditions are met.

Types of Promotions

The following types of promotions are available in iVendNext:

Buy X | Get Y

Offering a free or discounted item when buying another item.

Buy X | For a fixed price

Offering an item at a fixed price irrespective of the actual item price. 

Spend X | Save an amount

Offering a discount on the total bill value.

For the purpose of this article we will focus on: Buy X | Get Y Promotion and would use the below data set for illustration:

Promotion Name - Buy X | Get Y Promotion 

Promotion Description - Buy 1 bag and get another at 70% discount

Item Name - Women Bag (WB-1001)

Item Description - Brook Large Zip Hobo

Item Name - Women Bag (WB-1002)

Item Description - Blue Lola Tote

Prerequisites

Before creating a promotion in iVendNext, ensure you have the following set up:

• Item

• Item Group

• Customer Group

Steps to create a Buy X | Get Y Promotion

The steps to create a Buy X | Get Y Promotion in iVendNext are summarized below:

1. Log in to iVendNext:  

Start by logging into your iVendNext account. 

2. Navigate to Promotion List View Screen: 

Go to: Home > Retail > Items and Pricing > Promotions.

3. Access the Promotion Creation Screen: 

Click on the "Add Promotions" button to launch the new Promotion Creation screen.

4. Enter Promotion Details: 

Enter a name for the Promotion and its description. This facilitates identifying the promotion at a glance. For Example, we have entered the Promotion Name as Buy X | Get Y Promotion and the Description as Buy 1 bag and get another at 70% discount

5. Select the Promotion Type

Select the Promotion Type as: Bonus Buy Promotion.

6. Mark the Promotion as Active

Put a tick in the Active checkbox to mark the Promotion as Active. Inactive Promotions are not applied on the POS terminal.

7. Configure the Buy Side

This side defines the conditions that must be met to qualify for the promotion. Specify the Type, Value, Description, and Quantity in the Buy Item Table. See: Promotion Setup for field description

8. Configure the Get Side

This side outlines the rewards that the buyer gets when they meet the conditions specified in the Buy Side. Specify the Type, Value, Description, UOM, Quantity, Discount Type and Discount Value in the Buy Item Table. See: Promotion Setup for field description.

9. Set Store Applicability

This section allows you to specify the store(s) to which the promotion applies. Setting a store ensures that the promotion is applied only to that particular store and not to any other store.

10. Set Duration (Optional)

This section enables you to specify the duration for which a promotion will remain active.  You can set the day along with the start time and the end time for the promotion. For Example, you can set the Buy 1 bag and get another at 70% discount to run on Wednesdays between 10:00AM - 10:00 PM.

11. Set Customer Special Days (Optional)

This section allows you to specify special customer days, such as birthdays and anniversaries. You can set the Buy 1 bag and get another at 70% discount Promotion to run only on these specified days.

12. Define the Exclusion List (Optional)

This section allows you to specify the Item(s), the Item Group(s), and the Customer Group(s) for which the promotion will be excluded. For example, we have excluded the Non Profit Customers Group from the Buy 1 bag and get another at 70% discount Promotion.

13. Save the Promotion

Click the Save button to save the settings.

POS Implementation 

A customer decides to buy a Woman Bag (WB-1001) for USD 300. While checking out, she adds a second Woman Bag (WB-1002) also priced at USD 300. 

The store was running a "Buy any bag and get another at 70% discount" promotion. As a result she gets the second bag at 70% discount.

POS Invoice displays promotional discount

The discount offered via the promotion can be seen on the POS Invoice.

1. Launch the POS Transaction Screen

2. Add WB-1001 and WB-1002

3. Add Customer

4. Make payment

5. Access the POS Invoice List View Screen

6. Select the POS Invoice

7. Expand the Items section.

8. The "Discount Amount" column reflects the Discount offered via promotion.

Additional Learning Resources

For deeper insights and ongoing support, participants are encouraged to explore the following:

• 📘 iVendNext Wiki Documentation: Access the official user manual for detailed guidance on system features and workflows.
  Visit the Wiki Docs

• 🛠️ iVendNext Help Portal: Browse categorized knowledge articles covering Accounting, Buying, Selling, Stock, and more.
  Explore the Help Portal

These resources complement your training journey and serve as valuable references throughout the certification process.

Once you've completed the article, continue to the next topic in the training module to build on your understanding.

Buy X | For a Fixed Price Promotion

The article below provides an introduction to Buy X | For a Fixed Price Promotion in iVendNext.

Overview

Promotion includes all those methods that a retailer uses to boost sales by encouraging customers to buy more items. Some good examples of promotions are:

• Buy Shirts | Get T Shirts @ 20% off

• Buy any Women’s Bags for $199

• Spend $1000 | Save 10% on bill total 

Promotions are set up within the application to automatically apply when certain specific conditions are met.

Types of Promotions

The following types of promotions are available in iVendNext:

Buy X | Get Y

Offering a free or discounted item when buying another item.

Buy X | For a fixed price

Offering an item at a fixed price irrespective of the actual item price. 

Spend X | Save an amount

Offering a discount on the total bill value.

For the purpose of this article we will focus on: Buy X | For a Fixed Price Promotion and would use the below data set for illustration:

Promotion Name - Buy X | For a Fixed Price Promotion

Promotion Description - Buy any women's coat for USD 50

Item Name - Women Coat (WC-1001)

Item Description - Double Brest Trench Coat

Prerequisites

Before creating a promotion in iVendNext, ensure you have the following set up:

• Item

• Item Group

• Customer Group

Steps to create a Buy X | For a Fixed Price Promotion

The steps to create a Buy X | For a Fixed Price Promotion in iVendNext are summarized below:

1. Log in to iVendNext:  

Start by logging into your iVendNext account. 

2. Navigate to Promotion List View Screen: 

Go to: Home > Retail > Items and Pricing > Promotions.

3. Access the Promotion Creation Screen: 

Click on the "Add Promotions" button to launch the new Promotion Creation screen.

4. Enter Promotion Details: 

Enter a name for the Promotion and its description. This facilitates identifying the promotion at a glance. For Example, we have entered the Promotion Name as Buy X | For a Fixed Price Promotion and the Description as Buy any women's coat for USD 50

5. Select the Promotion Type

Select the Promotion Type as: Fixed Price Promotion.

6. Mark the Promotion as Active

Put a tick in the Active checkbox to mark the Promotion as Active. Inactive Promotions are not applied on the POS terminal.

7. Configure the Buy Side

This side defines the conditions that must be met to qualify for the promotion. In case of the Buy X | for a Fixed Price Promotion, leave the Buy Side blank. See: Promotion Setup for field description

8. Specify the Fixed Price

Specify the fixed price for the Women’s Coat Item that customers will receive as part of the promotion. For example, we want to offer women's coat items for a fixed price of $50 as part of a promotion, so we would enter "$50" in this field.

9. Configure the Get Side

This side outlines the rewards that the buyer gets when they meet the conditions specified in the Buy Side. Specify the Type, Value, Description, UOM, Quantity, Discount Type and Discount Value in the Buy Item Table. See: Promotion Setup for field description

10. Set Store Applicability

This section allows you to specify the store(s) to which the promotion applies. Setting a store ensures that the promotion is applied only to that particular store and not to any other store.

11. Set Duration (Optional)

This section enables you to specify the duration for which a promotion will remain active.  You can set the day along with the start time and the end time for the promotion. For Example, you can set the Buy any women's coat for USD 50 to run on Wednesdays between 10:00AM - 10:00 PM.

12. Set Customer Special Days (Optional)

This section allows you to specify special customer days, such as birthdays and anniversaries. You can set the Buy any women's coat for USD 50 Promotion run only on these specified days.

13. Define the Exclusion List (Optional)

This section allows you to specify the Item(s), the Item Group(s), and the Customer Group(s) for which the promotion will be excluded. For example, we have excluded the Non Profit Customers Group from the Buy any women's coat for USD 50 Promotion.

14. Save the Promotion

Click the Save button to save the settings.

POS Implementation 

A customer decides to buy a Woman Coat (WC-1001) priced for USD 180. 

The store was running a "Buy any women's coat for a fixed price of $50" promotion. As a result she got the women's coat at a flat rate of $50.

POS Invoice displays promotional discount

The discount offered via the promotion can be seen on the POS Invoice.

1. Launch the POS Transaction Screen

2. Add WC-1001

3. Add Customer

4. Make payment

5. Access the POS Invoice List View Screen

6. Select the POS Invoice

7. Expand the Items section.

8. The "Discount Amount" column reflects the Discount offered via promotion.

Additional Learning Resources

For deeper insights and ongoing support, participants are encouraged to explore the following:

• 📘 iVendNext Wiki Documentation: Access the official user manual for detailed guidance on system features and workflows.
  Visit the Wiki Docs

• 🛠️ iVendNext Help Portal: Browse categorized knowledge articles covering Accounting, Buying, Selling, Stock, and more.
  Explore the Help Portal

These resources complement your training journey and serve as valuable references throughout the certification process.

Once you've completed the article, continue to the next topic in the training module to build on your understanding.

Spend X Save an amount Promotion

The article below provides an introduction to Spend X Save an amount Promotion in iVendNext.

Overview

Promotion includes all those methods that a retailer uses to boost sales by encouraging customers to buy more items. Some good examples of promotions are:

• Buy Shirts | Get T Shirts @ 20% off

• Buy any Women’s Bags for $199

• Spend over $1000 | Save 30% on bill total 

Promotions are set up within the application to automatically apply when certain specific conditions are met.

Types of Promotions

The following types of promotions are available in iVendNext:

Buy X | Get Y

Offering a free or discounted item when buying another item.

Buy X | For a fixed price

Offering an item at a fixed price irrespective of the actual item price. 

Spend X | Save an amount

Offering a discount on the total bill value.

For the purpose of this article we will focus on: Spend X | Save An Amount Promotion and would use the below data set for illustration:

Promotion Type - Spend X | Save an Amount

Promotion Name - Spend over $1000 | Save 30% on bill total

Item Name - Mens Leo Briefcase (GD-1001)

Item Name - Fit and Flare Midi Dress (WD-1001)

Item Name - Brook Large Zip Hobo (WB-1001)

Prerequisites

Before creating a promotion in iVendNext, ensure you have the following set up:

• Item

• Item Group

• Customer Group

Steps to create a Spend X | Save an Amount Promotion

The steps to create a Spend X | Save and Amount Promotion in iVendNext are summarized below:

1. Log in to iVendNext:  

Start by logging into your iVendNext account. 

2. Navigate to Promotion List View Screen: 

Go to: Home > Retail > Items and Pricing > Promotions.

3. Access the Promotion Creation Screen: 

Click on the "Add Promotions" button to launch the new Promotion Creation screen.

4. Enter Promotion Details: 

Enter a name for the Promotion and its description. This facilitates identifying the promotion at a glance. For Example, we have entered the Promotion Name as Spend X | Save an amount Promotion and the Description as Spend over $1000 | Save 30% on bill total

5. Select the Promotion Type

Select the Promotion Type as: Bonus Buys Promotion.

6. Mark the Promotion as Active

Put a tick in the Active checkbox to mark the Promotion as Active. Inactive Promotions are not applied on the POS terminal.

7. Configure the Buy Side (Not Required)

This side defines the conditions that must be met to qualify for the promotion. In case of the Spend X | Save an Amount Promotion, leave the Buy Side blank. See: Promotion Setup for field description

8. Configure the Get Side (Not Required)

This side outlines the rewards that the buyer gets when they meet the conditions specified in the Buy Side. In case of the Spend X | Save an Amount Promotion, leave the Get Side blank. See: Promotion Setup for field description

9. Set Store Applicability

This section allows you to specify the store(s) to which the promotion applies. Setting a store ensures that the promotion is applied only to that particular store and not to any other store.

10. Set Duration (Optional)

This section enables you to specify the duration for which a promotion will remain active.  You can set the day along with the start time and the end time for the promotion. For Example, you can set the Spend over $1000 | Save 30% on bill total Promotion to run on Wednesdays between 10:00AM - 10:00 PM.

11. Set Customer Special Days (Optional)

This section allows you to specify special customer days, such as birthdays and anniversaries. You can set the Buy any women's coat for USD 50 Promotion run only on these specified days.

12. Define the Exclusion List (Optional)

This section allows you to specify the Item(s), the Item Group(s), and the Customer Group(s) for which the promotion will be excluded. For example, we have excluded the Non Profit Customers Group from the Spend over $1000 | Save 30% on bill total Promotion.

13. Save the Promotion

Click the Save button to save the settings.

POS Implementation 

A customer buys some items and proceeds to checkout. The bill total becomes USD 1097. 

The store was running a  "Spend over $1000 and save 30% on bill total" promotion. As a result of the promotion, she pays only USD 767.91

The discount offered via the promotion can be seen on the POS Invoice.

1. Launch the POS Transaction Screen

2. Add Items GD-1001, WD-1001, and WB-1001

3. Add Customer

4. Make payment

5. Access the POS Invoice List View Screen

6. Select the POS Invoice

7. Scroll to the “Additional Discount” section.

8. The "Additional Discount Amount" column reflects the Discount offered via promotion.

Additional Learning Resources

For deeper insights and ongoing support, participants are encouraged to explore the following:

• 📘 iVendNext Wiki Documentation: Access the official user manual for detailed guidance on system features and workflows.
  Visit the Wiki Docs

• 🛠️ iVendNext Help Portal: Browse categorized knowledge articles covering Accounting, Buying, Selling, Stock, and more.
  Explore the Help Portal

These resources complement your training journey and serve as valuable references throughout the certification process.

Once you've completed the article, continue to the next topic in the training module to build on your understanding.

Loyalty Setup

The article below provides an introduction to Loyalty Setup in iVendNext.

Overview

iVendNext Loyalty is a comprehensive points and rewards application designed to enhance customer acquisition, engagement, and retention. It is part of the iVendNext Retail suite and offers a flexible system for managing loyalty points, which can be accrued through purchases, visits, or other activities. These points can be redeemed for various rewards, such as discounts or gift items, across different channels.  

Loyalty Plans in iVendNext can be created from the Retail Section.

Features 

iVendNext Loyalty allows retailers to reward customers for their shopping behavior across all channels, enhancing customer retention and satisfaction. Here are some of the key features of iVendNext Loyalty:

Customer Shopping Histories: 

iVendNext Loyalty provides visibility into customers' shopping patterns and preferences, allowing retailers to tailor their offerings.

Mobile Notifications: 

Retailers can engage customers through personalized mobile notifications, keeping them informed about promotions, events, and special offers.

Digital Coupons: 

Customers receive digital coupons that can be redeemed in-store or online, encouraging repeat visits and purchases.

Reward Points: 

iVendNext Loyalty enables retailers to structure loyalty programs that reward customers based on their spending behavior across all channels.

Integration: 

It can be used as a stand-alone product or integrated seamlessly with other retail applications, including the iVendNext Retail suite.

Steps to setup Loyalty

A Loyalty Program in retail is a strategy designed to award points to loyalty customers. This is done to encourage customers to continue shopping at or using the services of the retail business associated with the plan. The steps to create a Loyalty Plan in iVendNext are explained below:

Navigate to: Home > Loyalty. Then under the Loyalty Program section click on the Loyalty Setup shortcut.

This should take you to the Loyalty Setup List View screen. 

Click on the Add Loyalty Setup button. This will take you to the New Loyalty Plan screen.

Fill in the required information including the mandatory fields on the New Loyalty Plan screen. All the mandatory fields are marked with red asterisks.

Specify a code and description for the Loyalty Setup. 

Select a value from the drop down list for the following (mandatory) fields:

• Refund Method

• Point Allocation Mechanism

• Redemption Method

• Conflict Resolution Method

• Award Points On

• Special Days

• Point Expiry Method

• Expense Account

• Cost Center 

Once you have filled in the required information including the mandatory fields on the New Loyalty Setup screen click the Save button, to save the data and exit the screen. 

This will create a New Loyalty Setup and will start to appear on the Loyalty Setup List View screen. 

New Loyalty Setup Screen

The New Loyalty Setup screen is split into the following sections. 

• General

• Award Settings 

• Points Expiry Override 

• Customer Special Days 

• Email/SMS Notification Settings 

• Point Expiry Setup 

• Referral Setup 

• Accounting Dimensions

General Section 

The various fields in this section are explained below:

Code

Specify a code for the loyalty program. This code is unique and can comprise of 20 alphanumeric characters or less.

Description

Specify a description for the loyalty program. This description can comprise of 50 alphanumeric characters or less.

Conflict Resolution Method

Conflict Resolution Method is used to calculate the loyalty points/currency, if multiple Loyalty plans are active and/or multiple rows exist within an active loyalty plan. Select a value from the drop down list:

Minimum: 

Minimum points/currency will be awarded to customers from multiple eligible plans.

Maximum: 

Maximum points/currency will be awarded to customers from multiple eligible plans.

Sum Total:

Total points/currency will be awarded to customers for all the eligible plans.

Average: 

Average points/currency will be awarded to customers for all the eligible plans.

Is Default

Check this box if you want to make this Loyalty Program as the default program.

Refund Method

Refund Method is used to set up a mechanism that the Loyalty system will use to roll back the points/currency, when a refund is done at POS. Select a value from the drop down list:

All Rewards: 

Select this option to roll back all points/currency awarded to the customer even if there is a partial refund happening. For example, if the customer had purchased 3 items and was awarded 30 points then all 30 points shall be rolled back even if the customer wishes to refund just one item.

On Pro-rate Basis: 

Select this option to roll back points/currency awarded to the customer on a pro-rate basis. For example, if the customer had purchased 3 items and was awarded 30 points and is now claiming a refund on one item, then the system will roll back just 10 points instead of all 30 points.

Do Not Refund Rewards: 

Select this option for not to roll back any points/currency awarded to the customer on refund transaction.

Points Allocation Mechanism

This is used to determine the rounding method used for the allocation of points. Select a value from the drop down list:

Floor: 

is the minimum points  that can be awarded to the customer. If the criteria for allocation is set as “1 Loyalty Point is allotted for/on purchase of items worth $100,  then on purchase of items worth $120” 1 point will be awarded to the customer.

Ceiling: 

is the maximum points that can be awarded to the customer. If the criteria for allocation is set as “1 Loyalty Point is allotted for/on purchase of items worth $100,  then on purchase of items worth $120” 2 points will be awarded to the customer.

Redemption Method

This is used to determine the criteria using which the redemption of points will be calculated. Select a value from the drop down list:

Current Level: 

When calculating the currency available for redemption, consider the Points-to-Currency conversion ratio and redemption percentage defined for the customers current level only.

FallBack: 

When calculating the currency available for redemption consider the Point-to-Currency conversion ratio and redemption percentage defined for customers loyalty level as per sliding level concept.

Award Settings Section 

The various fields in this section are explained below:

Award Bonus Points on Registration

Specify the bonus points, you wish to award to the referrer on registration of the referee.

Referrer: a person who makes a referral/refers to another (their friends, family and acquaintances). Referee: a person who is invited to a referral/ referred by another.

Include Tax In Award Points

Check this box if you want to award points based on the tax inclusive price. For example, if an item is priced at $90 and a tax of $10 is imposed on it, then if the setting is ON then the points will be awarded on $100 whereas if the setting is turned OFF then the points will be awarded on $90 only. 

Award Points on On Account Tender

Check this box if you want to award loyalty points to a customer if he makes a payment using the On Account tender type at the point of sale. 

Do Not Award Points with Redemption

Check this box if you do not want to award loyalty points to a customer on a transaction in which he has redeemed the loyalty points. Note: If "Do Not Award Points with Redemption" is checked then it will not award points on the transaction where the loyalty points are consumed even though "Award Points on Loyalty Tender" is checked.

Point Expiry Override 

The various fields in this section are explained below:

Points Expiry Override Allowed

Check this box if you want to allow the manager to be able to override the expired points/currency of a loyalty customer within the leased time frame.

Override Points Expiry Date Within (Days)

Specify the number of days ….30

Grace Period (Days) Allowed For Points Expiry Date Override

Specify the number of days …30

Customer Special Days 

The various fields in this section are explained below:

Special Days

Pick a value from the drop down list. You can either select Day OR Week OR Month OR Days Backward Forward.

Email/SMS Notification Settings 

The various fields in this section are explained below:

Email Notification

Check this box to subscribe to the customer for email/SMS notification on the registered email address or mobile number for loyalty events.

SMS Notification

Check this box to send SMS notification to loyalty customers

Email SMS Service Interval In Minutes

Specify the email sms service interval in minutes. This is used to define the number of minutes as interval for sending email and sms notification for loyalty customers. This field becomes mandatory if you tick the email notification field or sms notification field.

Point Expiry Setup 

The various fields in this section are explained below:

Expiry Method

If the user has selected Sliding as Points Expiry Method, then he/she will be required to enter a number (days) in this field. This means points/currency expiry date will be calculated by adding the number of days entered in this field to the transaction date for which customer was awarded points/currency. If the user has selected Fixed as Points Expiry Method, then he/she will be required to enter a date in this field. This means the date entered here will be considered as points/currency expiry date.

Referral Setup 

The various fields in this section are explained below:

Award Bonus Points on Registration

Enter the number of loyalty points to award as welcome points when a customer registers for the loyalty program.

Award Bonus Currency on Registration

Enter the number of currency units to award as welcome currency when a customer registers for the loyalty program.

Award Bonus Points on First Transaction

Enter the number of loyalty points to award when the loyalty customer performs the first transaction

Award Bonus Currency on First Transaction

Enter the number of currency units to award when the loyalty customer performs the first transaction. You will have to click on the Add Row button displayed below the Referral Setup Template to add a new blank row. Click on the Pencil symbol under the Gear icon to open the Editing Row screen. On the Editing Row screen you can specify the required information.

Threshold Points

Enter the threshold point that the referee earns for making the referrer get his award. 

Referrer: a person who makes a referral/refers to another (their friends, family, and acquaintances). Referee: a person invited to a referral/referred by another.

Threshold Currency

Enter the threshold currency that the referee earns for making the referrer get his award. Referrer: a person who makes a referral/refers to another (their friends, family, and acquaintances). Referee: a person invited to a referral/referred by another.

Award Bonus Points

Enter the award points given to the referrer when the referee reaches the threshold points.

Award Bonus Currency

Enter the currency units given to the referrer when the referee reaches the threshold points.

Accounting Dimensions 

The various fields in this section are explained below:

Expense Account

Select an Expense Account from the drop down list. In case you don’t see your preferred Expense Account in the list you can choose to create one by clicking on the Create a New Account option. An Expense Account in an ERP (Enterprise Resource Planning) system is used to track and manage the costs incurred by a business.

Cost Center 

Select a Cost Center from the drop down list. In case you don’t see your preferred Cost Center in the list you can choose to create one by clicking on the Create a New Cost Center option. Cost Centers are crucial for budgeting and financial management as they represent distinct areas or departments within a company where costs are incurred and tracked. Accounting Dimensions help to tag each transaction with different Dimensions without the need for creating new Cost Centers. Dimensional accounting means tagging each transaction with appropriate dimensions like Branch, Business Unit, etc. This allows you to maintain each segment separately, thereby limiting the overall maintenance on GL accounts and your Chart of Accounts remains pure. 

Loyalty Levels 

Many loyalty programs utilize tiered levels to incentivize and reward customers based on their engagement and spending. These tiers are designed to encourage customers to increase their interactions with the brand in order to unlock more valuable rewards. Here's a breakdown of how these levels typically function:

Entry-Level Tier:

This is the starting point for all customers. They can earn basic rewards such as small discounts or points for each purchase.

Middle Tier:

Customers who spend more or engage frequently can progress to this level. They are entitled to better rewards, such as larger discounts, exclusive offers, or early access to sales.

Top Tier:

This tier is reserved for the most loyal and high-spending customers, providing them with the best perks, including significant discounts, free products, or VIP experiences.

Steps to create a Loyalty Level in iVendNext 

Loyalty tiers are designed to encourage customers to increase their interactions with the brand in order to unlock more valuable rewards. In iVendNext we call them Loyalty Levels. The steps to create a Loyalty Levels in iVendNext are explained below:

Navigate to: Home > Loyalty. Then under the Loyalty Program section click on the Loyalty Level shortcut.

This should take you to the Loyalty Level List View screen. 

Click on the Add Loyalty Level button. This will take you to the New Loyalty Level screen.

Fill in the required information including the mandatory fields on the New Loyalty Level screen. All the mandatory fields are marked with red asterisks.

Specify a code and description for the Loyalty Level. 

Map the Loyalty Level to a Loyalty Plan. Select the value from the drop down list. In case you don’t see your preferred Loyalty Plan in the list you can choose to create a new one by clicking on the option - Create a New Loyalty Setup

Specify the minimum value to attain this Loyalty Level. 

Once you have filled in the required information including the mandatory fields on the New Loyalty Level screen click the Save button, to save the data and exit the screen. 

This will create a New Loyalty Level and will start to appear on the Loyalty Level List View screen. 

New Loyalty Levels Screen

The various fields on the New Loyalty Levels screen are explained below:

Code

Specify the code for the loyalty level. A unique code of maximum 20 alphanumeric characters can be entered.

Description

Specify the description for the loyalty level. A description of maximum 100 alphanumeric characters can be entered.

Loyalty Program

Select a Loyalty Program. This field is mandatory.

Points Conversion Factor

Enter the points conversion factor i.e. the rate at which loyalty points can be converted into rewards, such as discounts, free products, or services. This is used to calculate the currency available for redemption.

The Point Conversion Ratio in a loyalty program refers to the rate at which points can be converted into rewards. This ratio determines how much value you get from your accumulated points. The conversion ratio is typically expressed as the number of points required to obtain a certain amount of reward value. For example, a 100:1 ratio means you need 100 points to get $1 worth of rewards. The formula for calculating the points is: Points = Dollars X Conversion Rate

Minimum Value to Attain this level

Enter the minimum points/currency required for attaining/retaining the loyalty level.

Redemption In Multiples Of

This enables the system to redeem points in Multiple of X only where X = Provided Value.

Maximum Redemption Percent Allowed Per Transaction

Specify the redemption percent, which is used to calculate the number of points a loyalty customer can redeem as per defined level. 

Points To Local Currency

Enter the points to local currency. This is used to calculate the currency available for redemption along with Points Conversion Factor.

Loyalty Plan Types 

A loyalty program is a marketing strategy used by retailers to encourage customers to continue purchasing their products or services. These programs offer rewards, discounts, and other special incentives to attract new customers and retain existing customers. Please take note of the following Loyalty Plan types:

Points-Based: 

Customers earn points for purchases and can redeem them for rewards.

Tiered: 

Different levels of rewards are based on customer spending.

Paid Membership: 

Customers pay a fee to join and receive exclusive benefits.

Value-Based: 

Rewards are aligned with the company's values, such as charitable donations.

iVendNext allows you to create the following types of Loyalty Plan:

• Points-Based

• Tiered

Steps to create a Loyalty Plan in iVendNext 

A loyalty program is a marketing strategy used by retailers to encourage customers to continue purchasing their products and services. This is done to attract new customers and retain existing customers. The steps to create a Loyalty Plan in iVendNext are explained below:

Navigate to: Home > Loyalty. Then under the Loyalty Program section click on the Loyalty Plan shortcut. 

This will open the Loyalty Plan List View screen. 

Click on the Add Loyalty Plan button. This will take you to the New Loyalty Plan screen. Fill in the required information including the mandatory fields on the New Loyalty Plan screen. All the mandatory fields are marked with red asterisks.

Specify a name and code for the Loyalty Plan, select the Plan Type and then pick a Start Date. 

Once you have filled in the required information including the mandatory fields on the New Loyalty Plan screen click the Save button, to save the data and exit the screen. 

This will create a New Loyalty Plan and will start to appear on the Loyalty Plan List View screen. 

New Loyalty Plan Screen

The New Loyalty Plan screen is split into the following sections. 

• General

• Plan Details

• Applicable Stores

• Loyalty Exception Rule

General 

The various fields in this section are explained below:

Code

Specify a code for the loyalty plan. This code is unique and can comprise of 20 alphanumeric characters or less.

Description

Specify a description for the loyalty plan. This description can comprise of 50 alphanumeric characters or less.

Start Date

Pick a start date from the calendar pop up. The date is displayed in the MM/DD/YYYY format. The Loyalty Plan is set to begin from this date.

End Date

Pick an end date from the calendar pop up. The date is displayed in the MM/DD/YYYY format. The Loyalty Plan is set to end on this date.

Active

Check this box to mark the loyalty plan as active. Only active plans would be able to awards points at POS to loyalty customer

Loyalty Program

Select a Loyalty Program from the drop down list. In case you don’t see your preferred Loyalty Program in the list displayed, you can choose to create a new Loyalty Program by clicking on the option - Create a New Loyalty Setup.

Plan Type

Select a plan type from the drop-down list. Depending on the selected plan type, some existing fields may be removed, and new fields may appear. Valid values are:

Normal Plans: 

These plans are regular plans that are executed whenever a loyalty transaction occurs at the POS. There can be more than one normal plan active in the system.

Special Days Plans: 

These plans are those which get executed on special days defined in the system. There can be more than one special day plan active in the system. When this Plan Type is selected, an additional section for Special Days starts to appear on the New Loyalty Plan screen.

Special Days for Customers Plans: 

These plans are those which get executed on days which are special for the customer. For example, Customer’s birthdays or Customer’s anniversary etc. There can be more than one Special Days for Customer Plan active in the system. When this Plan Type is selected, additional fields to input Birth Date and Anniversary start to appear under the General section. 

Start Time

Enter the time from which the plan is applicable. By default midnight time is pre-populated.

End Time

Enter the time until which the plan will be active. 

Birth Date

Pick a Birth Date from the calendar pop up. The date is displayed in the MM/DD/YYYY format. This field is visible only when the Plan Type selected is Special Days For Customers.

Anniversary Date

Pick an Anniversary date from the calendar pop up. The date is displayed in the MM/DD/YYYY format. This field is visible only when the Plan Type selected is Special Days For Customers.

Plan Details 

This section of the New Loyalty Plan screen allows you to manage and control the settings around the Loyalty Plan. You will have to click on the Add Row button displayed below the Plan Details Template to add a new blank row. Then click on the Pencil symbol under the Gear icon to open the Editing Row screen. On the Editing Row screen you can specify the below information. 

Applicable

Select the option from the drop down list whether to include or exclude the Loyalty Plan.

Customer Type

When selecting the Customer Type for the loyalty plan, you can choose from the following options:

All:

Selecting "All" will execute the loyalty plan for all the loyalty customers as defined in this row.

Customer Code:

Choosing "Customer Code" will open the customer search screen when you click on the next field, "Customer Value." From there, you can select a specific customer for whom you wish to define this rule.

Customer Group:

Opting for "Customer Group" will open the customer group search screen when you click on the next field, "Customer Value." You can then select a customer group for whom you wish to define this rule.

Level

Select the Loyalty Level from the drop down list. In case you don't see your preferred Loyalty Level in the list displayed, you can choose to create one by clicking on the option - Create a New Loyalty Level

Criteria Group

The Criteria Group is used to define a plan for a selected group of customers based on different values. The valid values are:

All: 

Selecting "All" will apply the loyalty plan to all the criteria groups. This is the default value.

Item: 

Selecting Items will apply the loyalty plan to the item selected in the Criteria Value field.

Item Group: 

Selecting an Item Group will apply the loyalty plan to the Item Group selected in the Criteria Value field.

Promotion: 

Selecting Promotion will apply the loyalty plan to the promotion selected in the Criteria Value field.

Layaway: 

Selecting Layaway will apply the loyalty plan to the Layaway items selected in the Criteria Value field.

Bill Value: 

Selecting Bill Value will apply the loyalty plan to transactions with a bill value greater than or equal to the value specified in the Criteria Value field.

Bill Quantity: 

Selecting Bill Value will apply the loyalty plan to transactions with a quantity greater than or equal to the value specified in the Criteria Value field.

Criteria Value

This field is dynamically populated based on the selection made in the previous Criteria Group field.

Tender

Specify the payment type to be associated with this loyalty program. You can choose a tender type, such as Credit Card, Debit Card, or Cash if you wish to allocate points only when that particular payment method is used for a loyalty transaction.

Calculation Basis

This field allows the user to specify the basis on which the points are calculated and awarded. The valid values are:

Amount: 

If Amount is selected the system calculates the points based on the bill amount value specified in the Calculation Value column. The Amount option is not available when Bill Quantity is selected in the Criteria Group column.

Quantity: 

If Quantity selected then the system calculates the points based on the quantity value specified in the Calculation Value column. The Quantity option is not available when Bill Value is selected in the Criteria Group column.

Calculation On

This field allows the user to specify the calculation criteria. The valid values are:

Every:

When the "Every" option is chosen, points are given for each instance of the specified value in the Criteria Value column. For example, if the Calculation Basis is "Amount," the Calculated On is "Every," and the value in the Calculation Value column is 100, then for every 100 currency units spent by the customer, the system will award points or currency as specified in the Award Value column.

Greater or Equal:

If the "Greater or Equal" option is selected, points are awarded when the transaction value is greater than or equal to the value specified in the Calculation Value column.

Calculation Value

This field is used to specify a numeric value based on which the points would be calculated and awarded based on the value selected in the Calculation Basis field. 

Award

This field allows the user to select the Reward Type from a drop-down list. The valid values are: 

Point: 

When "Point" is selected, the customer will always be awarded loyalty points. 

Currency: 

When "Currency" is selected, the customer will always be awarded currency units. 

Award Value

Specify the number of points or currency units that the customer should be awarded when they qualify for rewards.

Applicable Stores 

This section of the New Loyalty Plan screen allows you to select a Store(s). You will have to click on the Add Row button displayed below the Applicable Stores Template to add a new blank row. Then click on the Pencil symbol under the Gear icon to open the Editing Row screen. On the Editing Row screen you can specify the below information. 

Store

Select the Store from the drop down list. In case you don't see your preferred Store in the list displayed, you can choose to create one by clicking on the option - Create a New Warehouse. A Warehouse is known as a Store in iVendNext.

Loyalty Exception Rule 

Predefined exception rules are provided on this screen that will exclude all items configured in the loyalty plan if they fall under the exception rule. The exception rules are:

Exclude all items on promotion: 

All items marked as promotional in the retail database shall not be considered for points/currency award even if they appear in the loyalty scheme.

Exclude all items with discount override: 

All items that are allowed for a discount override in the retail database shall not be considered for points/currency award even if they appear in the loyalty scheme.

Exclude all items with discount greater than X percent: 

All items that have already been given a discount (greater than X percent) in the retail database shall not be considered for points/currency award even if they appear in the loyalty scheme. However, when a discount percentage is specified in the exclusion list, items having a lesser discount shall be considered during award of rewards. For example, consider an item ITM001 which has a discount of 10% and ITM002 that has a discount of 5%. If a value of 6% is specified in the exclusion list then ITM002 shall be considered during points/currency award while ITM001 shall be ignored as the discount percentage is greater than 6%.

Exclude all items with price override: 

All items that are allowed for a price override at the point of sale (POS) shall not be considered for points/currency award even if they appear in the loyalty scheme.

Exclude all items with price override greater than X amount: 

All items that are allowed for a price override greater than X amount, at the point of sale (POS) shall not be considered for points/currency award even if they appear in the loyalty scheme. However, when a price amount is specified in the exclusion list, items having a lesser price shall be considered during award of rewards. For example consider an item ITM003 which has a price USD 200, override price USD 250 and ITM004 that has a price USD 400, override price USD 420. If a value of USD 40 is specified in the exclusion list then ITM004 shall be considered during points/currency award while ITM003 shall be ignored as the override price difference (USD 250- USD 200 = USD 50) is greater than value set as USD 40.

Enroll a Customer in a Loyalty Program 

The steps to enroll a Customer in a Loyalty Program are as follows:

Navigate to: Home > Selling. Then under the Selling section click on the Customer shortcut. This will open the Customer List View screen. 

Search your Customer you want to enroll for a Loyalty Program.

Under the Details Tab, check the following boxes:

• Loyalty Member

• Loyalty Notification

Then select a Loyalty Program from the drop down list.

Click the Save button to save the changes and exit the screen.

On the Loyalty Info Screen you will be able to see the Loyalty - Current Level and Loyalty - Available Points.

Steps to setup Loyalty Special Days

The steps to setup Loyalty Special Days in iVendNext are explained below:

Navigate to: Home > Loyalty. Then under the Loyalty Program section click on the Loyalty Special Days shortcut. 

This will open the Loyalty Special Days List View screen. 

Click on the Add Loyalty Special Days button. This will take you to the New Loyalty Special Days Setup screen. Fill in the required information including the mandatory fields on the New Loyalty Notification Setup screen. All the mandatory fields are marked with red asterisks.

Specify a code and description for the Loyalty Special Days.

Select a value from the drop down list for the following (mandatory) fields:

• Loyalty Program

Pick a date from the Calendar pop up screen. This will be the Special Date.  

Once you have filled in the required information including the mandatory fields on the New Loyalty Special Days Setup screen click the Save button, to save the data and exit the screen. 

This will create a New Loyalty Special Days Setup and will start to appear on the Loyalty Special Days List View screen. 

New Loyalty Special Days Screen

The various fields on the New Loyalty Special Days screen are explained below:

Code

Specify a code for the loyalty notification. A unique code of a maximum 20 alphanumeric characters can be entered.

Description

Specify a description for the loyalty notification. A maximum of 50 alphanumeric characters can be entered.

Loyalty Program

Select a Loyalty Program from the list displayed. In case you don’t see your preferred Loyalty Program in the list displayed, you can choose to create one by clicking on the option - Create a New Loyalty Setup.

Special Date

Select a date from the calendar pop up. The date is displayed in the MM/DD/YYYY format. 

Active

Check this box to mark the Loyalty Special Days active.

Steps to create Loyalty Notification

The steps to setup Loyalty Notification in iVendNext are explained below:

Navigate to: Home > Loyalty. Then under the Loyalty Program section click on the Loyalty Notification Setup shortcut. 

This will open the Loyalty Notification Setup List View screen. 

Click on the Add Loyalty Notification Setup button. This will take you to the New Loyalty Notification Setup screen. 

Fill in the required information including the mandatory fields on the New Loyalty Notification Setup screen. All the mandatory fields are marked with red asterisks.

Specify a code and description for the Loyalty Notification Setup.

Select a value from the drop down list for the following (mandatory) fields:

• Loyalty Program

• Type

Specify the Email From Address and Email Display Name.

Once you have filled in the required information including the mandatory fields on the New Loyalty Notification Setup screen click the Save button, to save the data and exit the screen. 

This will create a New Loyalty Notification Setup and will start to appear on the Loyalty Setup List View screen.

New Loyalty Notification Setup Screen

The various fields on the New Loyalty Notification Setup screen are explained below:

Code

Specify a code for the loyalty notification. A unique code of a maximum 20 alphanumeric characters can be entered.

Description

Specify a description for the loyalty notification. A maximum of 50 alphanumeric characters can be entered.

Email From Address

Enter the email from which the user wants to send notification.

Email Display Name

Enter the display name in sending emails

Loyalty Program

Select a Loyalty Program from the list displayed. In case you don’t see your preferred Loyalty Program in the list displayed, you can choose to create one by clicking on the option - Create a New Loyalty Setup.

Type

Select a value from the drop down list:

User Creation: 

Select this to notify customers when they enroll in the loyalty program.

N Points Away From Next Level: 

Select this to inform customers about the points needed to reach the next loyalty level.

User Crosses Into Next Level: 

Select this to notify customers when they advance to the next loyalty level.

Loyalty Points Statement: 

Select this to send periodic statements of loyalty points to customers.

User Award Redeem Points: 

Select this to notify customers when they earn or redeem points at the point of sale.

Points Are About To Expire: 

Select this to alert customers when their loyalty points are nearing expiration.

Loyalty points redemption in POS

In the iVendNext POS module, the invoices are auto generated. You can set your complete POS system right with the following configuration steps:

Create a Loyalty program in the doctype: You can set a Single Tier or a Multiple Tier Program based on the slabs existing in the amount of Purchase that is done in iVendNext.

Once the loyalty program is set, you can create a Customer and link the Loyalty program to it.

Once this Customer is linked to the Loyalty program, you can now setup your POS profile if it is not set yet:

Now, you can go to POS transaction:

• Select Loyalty Customer

• Add items

• Pay using Loyalty Points

Loyalty Journal Entry Overview 

Here’s a general overview of how it works:

Earning Points 

When a customer makes a purchase, they earn loyalty points based on the amount spent. A journal entry is created to record the earned points, typically debiting a loyalty points expense account and crediting a loyalty points liability account.

Example Journal Entries

• Earning Points:

• Debit: Loyalty Points Expense Account

• Credit: Loyalty Points Liability Account

Redeeming Points 

When a customer redeems their loyalty points, another journal entry is made. This entry usually debits the loyalty points liability account and credits the revenue account, reflecting the reduction in liability and the recognition of revenue.

Example Journal Entries

• Redeeming Points:

• Debit: Loyalty Points Liability Account

• Credit: Revenue Account

Deferred Revenue: 

Loyalty points can also be treated as deferred revenue until they are redeemed. This means that the revenue is recognized only when the points are used by the customer. These entries help in tracking the financial impact of loyalty programs and ensure accurate accounting records.

Understanding Loyalty Journals

The Loyalty Journal entry is created automatically whenever a transaction involving loyalty is performed. You can view this by navigating to: Home > Retail. Then under the Loyalty Program section click on the Loyalty Journal shortcut. This will open the Loyalty Journal List View screen. 

Click on the Customer ID displayed in the Customer column to open the Loyalty Journal Entry details for that customer

Loyalty Journal Entry Details Screen

Click on the Customer ID displayed in the Customer column. This will take you to the Loyalty Journal Entry details screen. The various fields on the Loyalty Journal Entry Details screen are explained below:

Loyalty Program

Displays the name of the Loyalty Program the customer is enrolled in.

Customer

Displays the Customer ID. 

Transaction Type

Displays the type of transaction invoice generated at the Point of Sale. This will tell you whether it was a POS Invoice or a Sales Invoice. 

Transaction ID

Displays the Transaction ID.

Loyalty Points

Displays the Loyalty Points earned or redeemed. 

Expiry Date

Displays the Loyalty Plan Expiry date. 

Posting Date

Displays the date when the Loyalty Transaction Journal Entry was posted.

Company

Displays the name of the Company.

Additional Learning Resources

For deeper insights and ongoing support, participants are encouraged to explore the following:

• 📘 iVendNext Wiki Documentation: Access the official user manual for detailed guidance on system features and workflows.
  Visit the Wiki Docs

• 🛠️ iVendNext Help Portal: Browse categorized knowledge articles covering Accounting, Buying, Selling, Stock, and more.
  Explore the Help Portal

These resources complement your training journey and serve as valuable references throughout the certification process.

Once you've completed the article, continue to the next topic in the training module to build on your understanding.

Surcharges

The article below provides an introduction to Surcharges in iVendNext.

Overview 

Surcharge is the extra fee that the customer pays when purchasing an item. It is an additional charge that can either be added in a sales transaction or in a purchase transaction. Packing charges, Alteration or fitting charges, service charge for repairs, etc. are some examples of surcharges that can be applied on the sales transactions. Similarly, freight charges, handling charges, etc. could be applied on the Purchase transactions.

The Retail Price displayed on the POS screen generally includes the cost of the item and the profit margin but will not include the surcharge unless and until applied manually at the POS Terminal. In iVendNext you can levy a surcharge either at the Line Level or at the Transaction Level. 

1. Prerequisites 

Before creating and using Surcharges, it is advisable to create the following first:

• Item 

• Item Group

• Unit of Measure

2. Steps to create a New Surcharge 

The steps to create a New Surcharge are explained below:

3. New Surcharge Screen

The various fields of the New Surcharge screen are explained below:

Code

Specify the Surcharge Code. This is a text field and is mandatory. Basically Code is nothing but a description of the surcharge attached. For example Freight, Handling Charge, Gift Wrap, etc

Amount Type

This field allows you to specify the Surcharge Type. You can specify how the Surcharge is applied. Your options are - Flat Amount or Percentage. This is a drop down field. 

Amount

Specify the Surcharge Amount. This is a text field and relies upon the value set in the Amount Type field above.

Percentage

Specify the Surcharge Percentage. This is a text field and relies upon the value set in the Amount Type field above.

Discountable

Check this box if you want the discount offered to hold good on the Surcharge applied. 

Refundable

Check this box if you want to allow the Surcharge to be refunded.

Taxable

Check this box if you want to allow the Surcharge to be taxable.

Load on Item Cost

Check this box if you want the Surcharge to be added to the Item Cost. Doing so will increase the Item Cost by this surcharge amount. This will affect the COGS value of the item. 

Description

Specify the Surcharge description.

Surcharge Account Detail

This section of the New Surcharge Accordion allows you to manage your Surcharge Account. For example you can specify the Revenue and Expense accounts that you want to utilize with this Surcharge Account. 

Click on the Add Row button displayed below the Surcharge Accounts section to add a new blank row. Click on the Pencil symbol under the Gear icon to open the Editing Row screen. 

On the Editing Row screen you need to specify the following:

Company

Specify the Company name. This field will auto populate with the company name. However, you do have the option to select a different company.

Revenue Account

Specify the Revenue Account you want to map with the Surcharge Account. You can either click on the Revenue Account field to select a Revenue Account from the drop down list or choose to create a new Revenue Account by clicking on the option Create a New (Revenue) Account.  For example, if a customer opts to pay using a credit card, the retailer can add a surcharge to cover the processing fees levied by the Credit Card companies.

Expense Account

Specify the Expense Account you want to map with the Surcharge Account. You can either click on the Expense Account field to select an Expense Account from the drop down list or choose to create a new Expense Account by clicking on the option Create a New (Expense) Account. 

Sales Tax Code

Specify the Sales Tax Code. You can either click on the Sales Tax Code field to select a Sales Tax Code from the drop down list or choose to create a new Sales Tax Code by clicking on the option Create a new Item Tax Template. 

Purchase Tax Code

Specify the Purchase Tax Code. You can either click on the Purchase Tax Code field to select a Purchase Tax Code from the drop down list or choose to create a new Purchase Tax Code by clicking on the option Create a new Item Tax Template. 

4. Adding Surcharge 

In iVendNext you can levy a surcharge either at the Line Level or at the Transaction Level. In this section we will give you an overview of how a surcharge is applied to a transaction. 

Navigate to: Home > Retail. Click on the iVendNext POS shortcut. This will open the iVendNext POS screen. 

Perform an item search to add a few items on the transaction screen. 

Add a Customer to record the sale you've made against a customer's name.

Now that you have selected the items and added the customer, let us levy a Surcharge.

The application allows you to levy a Surcharge at both the Line Level and the Transaction Level. Click the Add Item Surcharge button to levy a Surcharge at the Line Level. Click the Add Sales Surcharge button to levy a Surcharge at the Transaction Level.

You can specify the Surcharge details on the Enter Surcharge Details screen. This screen pops up when you click the Add Item Surcharge button OR the Add Item Surcharge button

The Item Code and Item Description is prefetched based on the selection made on the POS Transaction screen.

Surcharge (Line Level)

On the Transaction Screen select the Discount & Refunds option. Then click on the Add Item Surcharge tile. Clicking on the Add Item Surcharge tile takes you to the Enter Surcharge Details screen. 

Specify the Surcharge Details and click on the Update Surcharge button.

Clicking on the Update Surcharge button will take you back to the POS Transaction Screen where you can see the surcharge applied in the Surcharge column.

Similarly a Surcharge can be levied on the entire transaction.

Surcharge (Transaction Level)

On the Transaction Screen select the Miscellaneous option. Then click on the Add Total Surcharge tile. Clicking on the Add Total Surcharge tile takes you to the Enter Surcharge Details screen. 

Clicking on the Update Surcharge button will take you back to the POS Transaction Screen where you can see the surcharge applied in the Surcharge column.

Click the green arrow to proceed to the payment screen, where you can choose your preferred payment method.

In this section we have briefly covered how a surcharge is applied to a transaction both at the Line Level and at the Transaction Level. For a detailed explanation, you can refer to the Knowledge Article on Surcharges.

Additional Learning Resources

For deeper insights and ongoing support, participants are encouraged to explore the following:

• 📘 iVendNext Wiki Documentation: Access the official user manual for detailed guidance on system features and workflows.
  Visit the Wiki Docs

• 🛠️ iVendNext Help Portal: Browse categorized knowledge articles covering Accounting, Buying, Selling, Stock, and more.
  Explore the Help Portal

These resources complement your training journey and serve as valuable references throughout the certification process.

Once you've completed the article, continue to the next topic in the training module to build on your understanding.

Tax Template

The article below provides an introduction to Tax Templates in iVendNext.

Overview

Item Tax Template is useful for item wise taxation.

If some of your Items have tax rates different from the standard tax rate assigned in the Taxes and Charges table, then you can create an Item Tax Template and assign it to an Item or Item Group. The rate assigned in the Item Tax Template will get preference over the standard tax rate assigned in the Taxes and Charges table.

For example, if tax GST 18% is added in the Taxes and Charges table in Sales Order, then it will be applied on all the items in that Sales Order. However, if you need to have different tax rate applied on some of the items, the steps are given below

To access the Item Tax Template list, go to > Home > Accounting > Taxes > Item Tax Template

Let's assume that we are creating a Sales Order. We have the Sales Taxes and Charges Template master for GST 9%. Out of all the Sales Items, on one Item, only 5% GST will be applied, while another item is exempted from tax (non taxable). You need to select the Account Head of the tax and set its overriding rate.

1. Prerequisites 

Before creating and using an Item Tax Template, it is advised to create the following first:

1. Item

2. Enable 'Automatically add Taxes and Charges from Item Tax Template' in Account Settings.

2. How to create an Item Tax Template 

1. Go to the Item Tax Template list and click on New.

2. Enter a title for the Item Tax Template.

3. Select an account and set the overriding rate. Add more rows if required.

4. Save.

Now the Item Tax Template is ready to be assigned to an Item.

Note: It is advised to not use the Sales/Purchase Template selected here in Tax Rule, it may cause interference. If you want to use the same tax rates for Tax Rule and Item Tax Template, use a different name for the Sales/Purchase Tax Templates.

2.1 Mention Tax Applicable in the Item master 

Tax templates are preset with values. For items which have a different tax rate than the others, you need to change it in the Item master. Go to the tax table in the Item, add a row, select the tax type and change the rate. Now, this new rate will override the template when creating an order/invoice. For example, in the below screenshot you can see that the tax rate is set as 5 and that's the rate which will be applied in transactions.

For the Item which is exempted from tax entirely, mention 0% as tax rate in the Item master.

Note: For Item Tax Template to work, you need to ensure that the tax types (accounts) set in Item Tax Template (with changed tax rates) are present in the Sales Taxes and Charges Template.

If you want to include multiple items with different tax rates, you need to have them recorded under different tax heads. For example, VAT 14%, VAT 5% etc.

2.2 Tax Calculation in transaction 

In sales transactions like Quotation, Sales Order, and Sales Invoice the taxes on items are calculated as per the Sales Taxes and Charges Template selected. However, if some items have an Item Tax Template linked, then the taxes are calculated on those items as per the rates mentioned in the Item Tax Template instead of the rates mentioned in the Sales Taxes and Charges Template.

For example, in the following screenshot, you can see that taxes are calculated at 3% even though the rate as per Sales Taxes and Charges Template is 6.25%.

2.3 Item Tax Template for each Items 

You can also manually select a different Item Tax Template for each Item in a transaction

2.4 Item wise tax on an Item Group 

You can assign the Item Tax Template to an Item Group by modifying the Item Tax table in the Item Tax section within the Item Group document.

Item Tax Template applied on an Item Group will apply to all Items in that group unless an individual Item in the Item Group has its own Item Tax Template assigned to it.

2.5 Validity of Item Taxes 

You can also assign validity to tax templates as shown in the image above.

• Based on the posting date of the transaction, a valid tax template will be automatically fetched.

• If there are more than one valid tax templates then the first valid tax template from Item Tax table will be fetched.

• In case when there are no valid tax templates then the first tax template with no 'Valid From' date in the Item Tax table will be fetched.

Note: While adding items in Purchase Invoice first preference will be given to 'Supplier Invoice Date' instead of 'Posting Date' for fetching valid Item Tax Template.

2.6 Some points to note 

• If you set the Tax Category as empty, the default Item Tax Template will be applied to Items in transactions.

• You can apply different Item Tax Templates for different Tax Categories.

• For an Item Tax Template to override taxes, there must be a row in the Taxes and Charges table with the same tax Account Head with a standard tax rate.

• If you wish to apply taxes only on the Items with an Item Tax Template then you can set the standard tax rate as 0.

Additional Learning Resources

For deeper insights and ongoing support, participants are encouraged to explore the following:

• 📘 iVendNext Wiki Documentation: Access the official user manual for detailed guidance on system features and workflows.
  Visit the Wiki Docs

• 🛠️ iVendNext Help Portal: Browse categorized knowledge articles covering Accounting, Buying, Selling, Stock, and more.
  Explore the Help Portal

These resources complement your training journey and serve as valuable references throughout the certification process.

Once you've completed the article, continue to the next topic in the training module to build on your understanding.