Coupons

Coupons are treated as credits. Coupons may be set up for use with a particular product type, in which case, the coupon will display only for its associated product type in Centralized Order Entry (COE). When the automatically apply check box is selected, the coupon will be applied automatically when its associated product type is selected in COE. However, unlike a credit, a coupon is non-refundable.

Generating a Coupon

To add or generate coupons in NetForum:

1. Go to the Accounting module and expand the Coupons group item.

2. From the displayed list, click the Generate Coupons. This will display the Add – Coupon form.

   

   Enter the Coupon details as per below steps:

3. On the Add – Coupon form, enter a customer (or search using the Look Up Button).

4. Select a batch (required).

   When you select a batch, the Coupon date field will default to the date of the batch.

   If you want to put the coupon in a new batch, click the Add Record button to add a new batch.

   Important! The page will create multiple coupon records as specified by Number of Coupons field for the Amount Per Coupon specified for the customer (department) chosen in the lookup.

5. Enter the Coupon amount in the Amount Per Coupon field and update the Number of Coupon field as required.

6. Edit the Coupon date if necessary.

7. Select a Liability/Expense account. When the coupon is used, it will debit and credit the selected account.

8. Enter the description explaining the coupon in the Coupon Description field, as necessary.

9. Enter the credit reason in the Credit Reason field (optional field).

10. Select a product type usage in the Suggested usage Product Type field (optional field).

11. Select the Required Usage Flag check box, as necessary (optional field).

12. Select an Active From and Active Through dates. If you select dates, the credit will only be available for use during that time frame.

    • If Active From field is empty, the value will take from the current system date.

    • If Active Through is empty, the value will take from the system option GiftCardTermInitialUse.

      GiftCardTermInitialUse: This will set the Active Through date when the Gift Certificate/Coupon is created (number of months). The default is 12 months which means the gift must be used within 1 year.

      The Active From and Active Through fields control how long the coupon is valid.

13. Select a reason code from the Reason Code field (optional field). For more details on adding reason code, refer Credit Reasons Setup topic.

14. Enter a credit reason in the Credit Reason field (optional field).

15. Select a source code, media code from their respective fields (optional field). Refer Source code and Media codes topic for details.

16. Once you enter necessary details in the fields, click Save. This will save the Coupon and directs you to the Coupon profile.

    

You can also add or generate coupons form Accounting module > Credits group item. You can also add a coupon from the CRM module, by navigating to the Other actg tab and then click the Add button on the Credits child form.

Follow the steps described below for adding a coupon from the Credit group item.

To Add a Coupon:

1. Go to the Accounting module and expand the Credit group item.
2. Click the Add Credit group item link. This will display the Add Credit form.



3. On the Add - Credit form, enter a customer (or search using the Look Up Button).

4. Select a batch (required).

   1. When you select a batch, the credit date field will default to the date of the batch.

   2. If you want to put the credit in a new batch, click the Add Record button to add a new batch.

5. Enter the credit amount.

6. Edit the credit date if necessary.

7. Select the coupon check box.

8. Select a credit reason. If the reason is not available in the drop-down list, click the Add Record button to add a new credit reason.

9. Select a liability/expense account. When the coupon is used, it will debit and credit the selected account.

10. Select a product type usage.

    1. If you select a product type usage AND select the required check box, that coupon will ONLY be available for usage with that product type.

    2. If you select just a product type usage, it is suggested that the coupon be used with that product type but not required.

    3. To automatically apply the coupon to the associated product type when the product is added in the COE form, select the Auto Apply? check box.

11. Select use from and use through dates. If you select dates, the credit will only be available for use during that time frame.

12. Select a source code and a media code from their respective fields.

13. Enter a note explaining the credit, if applicable.

14. Click Save. The information will display in the Credit Profile.

    Note: Coupons may not be refunded. When cancelling a line item that used a coupon, the system will re-create the coupon and will carry over the previous G/L accounts, not the liability of the cancelled product.

    You can also verify coupon details on the Customer profile.

To verify the coupon details on the customer profile:

1. On the profile, click the Other actg tab (if not visible on profile tab, click more tab and from the displayed list click the Other actg tab).

2. Expand the Credits child form to see the coupon line items.

   

   Note: The COUPON? column in the Credits child form differentiate between coupons and credits. For coupons, this column displays “Y”.

3. Click the Go To icon to view or update the coupon details.

Using a Coupon

To use a coupon:

1. Open the customer profile for whom you want to apply coupon.

2. On the profile, click the Add menu to expand and then click the Invoice drop-down option, this will display the Centralized Order Entry form.

You will observe the credit available field displays the credit amount which also includes the coupon amount.

3. Click the Add Product button or search using the Quick add field. Add a product to the line item field.

   

4. On the line item, click the Apply Credit link.

   

5. In the amount to apply field, enter the credit amount that you want to use for making payment. Here you can apply one or more coupons by entering the amount in the amount to apply field against the coupon.

   

6. Once the coupon is applied, complete the transaction by entering other payment details.

   Note: If the applied credit is less than the invoice amount you must complete transaction using other payment method available.

   After completing the transaction, you can verify credit and other details from the invoice.

To verify invoice details:

1. Click the Invoices tab and expand the Invoices (open batch) child form.

2. Click the Go To icon on the invoice line item to open invoice profile.

3. On the Invoice profile, click the Payments tab and expand the Payments child form to check credit used details.

   

Important! Coupons cannot be refunded/Written-off once used.

Below image displays an example of a coupon profile with no refund/writeoff credit option available.

Below image displays an example of a credit profile with refund/writeoff credit option available.