Awarding loyalty points

To reward customers for repeat shopping, Manager can award points, based on a percentage of the selling price, which a customer can redeem against future purchases. Points can be earned on purchases or club sales made through Manager, Active POS, or the online shopping cart. The accumulated points are stored in entries in the Loyalty & Gift Card list; each entry includes a card number, which you can print out as a barcode and affix to a plastic card or other sort of object you want to serve as a loyalty card. Cards can be anonymous, for handing out at the point of sale, or associated with one or more customers by name and mailed to them. Points are redeemed at checkout, either through Active POS or when creating a retail sale in Manager.

Enabling loyalty points

To enable the use of loyalty points, youʼll need to change a number of settings in Active Manager.

In the Merchant list:

  1. Enabling gift cardsIn Manager, open the Merchant list.

  2. Open the record for your company in the Merchant – Data Entry dialog.

  3. On the Infrastructure tab, set Enable Loyalty Cards to 'Yes.'

In the Inventory list:

  1. Selecting the inventory TypeIn the Inventory list, open the record with the name “Loyalty Points” and open it in the Inventory Data Entry dialog.

  2. On the General tab, change the itemʼs Type to 'Non-Inventory.'

In the Rule list:

  1. Loyalty points ruleIn the Rule list, use the Quick Search “Loyalty Points Rules” to locate the rules “DollarToPoints” and “PointsToDollar.”

  2. Open each of these rules in the Rule – Data Entry dialog and set the corresponding Points to/from $1.00 conversion rate.

  3. Points are calculated from the Selling Price of each order, exclusive of tax and shipping.

In POS Configuration:

  1. In Manager, open the POS Configuration list (from the Network : Setup menu).

  2. For each location where you want to enable gift cards, open its record in the POS Configuration Data Entry dialog.

  3. On the General tab, set Use Loyalty Cards to 'Yes.'

When loyalty card support is not enabled, the button Redeem Points does not appear on the POS Check Out screen.

Creating the cards

To create loyalty cards, you use Manager to generate a list of card numbers and associated barcodes. When a customer presents an active card at checkout, the system uses the rules defined above to award points or to redeem points against the purchase.

To generate the card numbers:

  1. Open the Loyalty & Gift Card list.

  2. From the menu, choose Actions : Generate Loyalty Cards.

  3. Loyalty Card GeneratorIn the Loyalty Card Generator dialog, enter a Starting Number and the Quantity of cards needed.

  4. The Starting Number forms the last five digits of the card number; the first five digits are a prefix based on your companyʼs Label in the Merchant list.

To print the barcode labels:

  1. In the Loyalty & Gift Card list, select the loyalty cards you want to print.

  2. From the menu, choose View : Loyalty Card – Barcode on Avery 5267.

  3. From the menu, choose Output : Print Preview or Output : Print (see Printing and Exporting Reports).

You can also export a list of the card numbers to a file for reference or printing:

  1. Select the loyalty card numbers you want to print.

  2. From the menu, choose Actions : Export Loyalty Card Numbers.

Manager saves the list as a .csv file in the location you choose.

Adding points

Normally, the system adds loyalty points when a customer makes a purchase.* You can, however, add points to cards manually, either as soon as youʼve created them or later.

To add points to loyalty cards:

  1. In the list, select the loyalty cards you want to load.

  2. Add loyalty pointsFrom the menu, choose Actions : Add Manual Points/Amount.

  3. In the Add Loyalty Points/Gift Card Amount dialog, enter the number of points to add to all the selected cards.

To clear all the points youʼve added to a group of cards, select them and choose Actions : Clear Manual Points/Amount.

*Note: Issuing a credit on a sale (e.g., with a refund or exchange) subtracts loyalty points from the customer's account.

You can also add or clear points for selected customers from the Customer list: from the Actions menu, choose Loyalty Cards.

Creating and assigning loyalty cards

Loyalty cards can be anonymous, identified only by the card number, or they can be assigned to individual customers by name. You may want to use a combination of these methods; for example, issuing generic cards to non–club members and personalized ones to members.

Normally, after youʼve created the card records in Manager, youʼll distribute the cards through the POS, and assign them to customers individually in the Customers screen. (For details, see the Active POS Userʼs Guide.)

You can also use Manager to create personalized cards for a group of customers at once. This lets you make distinctive cards for different groups, for example a silver or gold card for members of a select club.

To generate personalized loyalty cards:

  1. In the Customer list, select the customers for whom you want to create personalized cards.

  2. From the Actions menu, choose Loyalty Cards : Generate and Assign Card Numbers.

  3. In the Loyalty Card Generator dialog, enter the Starting Number for the series of new cards.

  4. Follow the instructions above to print the barcode labels.

To assign an existing card to a customer:

  1. In the Customer list, select the customerʼs name and open the record in the Customer – Data Entry dialog.

  2. Assigning a loyalty cardOn the Accounting tab, use the lookup list at Assign Loyalty Card to this customer record to select an existing card. To create a new card, click Add Card.

  3. You can choose a Pending (i.e., unassigned) card, or an Active card already assigned to another customer. Multiple customers can share a loyalty card.

You can also export a list of personalized cards for reference or printing:

  1. In the Customer list, select the customers whose numbers you want to export.

  2. From the Actions menu, choose Loyalty Cards : Export Card Numbers or Export Card Numbers with Names.

Manager saves the list as a .csv file in the location you choose.

You can also generate, export, and assign loyalty card numbers for selected customers from the Customer list: from the Actions menu, choose Loyalty Cards.

Redeeming loyalty points

Loyalty points are normally redeemed at checkout in the POS or the online shopping cart. However, you can also redeem them in a retail sales order created in Manager.

To redeem points in Manager:

  1. In the Transaction list, select the sales order.

  2. On the Sales Order tab, use the Create From Inventory lookup list to add the item “Loyalty Points.”

  3. Click Add.

  4. In the Redeem Loyalty Points dialog, enter the number of points to apply to the order and click Redeem.

  5. Check out and complete the order as usual.

Loyalty card data

The Loyalty & Gift Card list provides access to the full details of loyalty card records. To see a summary of card details and current balances, choose Loyalty Card from the View menu, or open a record in the Loyalty/Gift Card Data Entry dialog and look at the General tab.

Loyalty/Gift Card Data EntryTo see a list of activity on each card, choose the Loyalty Card Activity view. For full details on any activity item, open the record in the data dialog. On the Activity tab, double-click an item in the list to open it in the Loyalty/Gift Card Activity Data Entry dialog (or click Open Activity).

You can also view loyalty points data in the Customer list: choose Loyalty - Points or Loyalty - Points Activity from the View menu.

Note: You can delete a card from the list if the only activity on it is operator-added points. Cards with activity linked to transactions cannot be deleted.


Related topics:

Gift cards and loyalty points

Issuing gift cards

Awarding loyalty points