Create Content





Your Rating: Results: 1 Star2 Star3 Star4 Star5 Star 2 rates
Soft1 Loyalty Schemes, a customer loyalty program, is a key tool for Retail / Wholesale companies and has been developed to both meet their increasingly business needs and reward their customers for the loyal buying behavior.
Soft1 supports the management of Gift Vouchers, Bonus Card (bonus points system) and Gift List to cover the businesses – customers’ requirements that need a wedding – christening gift list.

You can see below how to design the loyalty schemes in Soft1, thus providing successful customer loyalty programs, which offer a wide range of advantages for both companies and customers.


Soft1 supports the points collection / management, as a part of a customer loyalty program, strengthening the business relationships between companies and customers by rewarding the latter for their buying loyalty. The customers redeem their points by getting discounts or gift vouchers as they are defined in the loyalty reward program.


You can design loyalty/reward schemes from Commercial Management menu > Sales Bonus Cards. 
More specifically, you need to work as follows:

Create the Card Categories, which are going to be managed by the company, and define the point system, namely the way the points are going to be collected and redeemed. Fill in the following:

  • The Code, the Abbreviation, the Description of the Category.
  • The Type of Redemption of card/points.
    • Select "Gift Voucher" when the customer has collected a specific number of points to receive a gift voucher.
    • Select "From now on, discount on the lines / From now on, discount on total”, when the customer has collected a specific number of points, to receive a discount either on document’s lines or on total value.
  • The Points Step/Start Points.
    • if you have selected "Gift Voucher" as the redemption method, then you should set the points step – for how many points the customer is entitled to a gift voucher.
    • if you have selected " Discount on lines or total " then you should set the number of points after which the customer is entitled to a discount.
  • The Redemption Value/Discount (%).
    • If you have selected “Gift Voucher” as a redemption method, then you should set the redemption value.
    • If you have selected «Discount on lines or total” you should set the discount rate.
  • If you have selected “Gift Voucher” as a redemption method, you should set the Gift voucher.
  • Points Reduction: set whether upon points redemption, the card points shall be reduced or not.


Screen example:

  • If the card falls into the category "1000 - Bonus Card (Disc. 15%)" when 200 points are collected, a 15% discount shall be applied on the document’s total value.The discount rate shall be automatically defined in the field "Discount 2" of the document. Upon points redemption, the customer’s points will be reduced.
  • If the card falls into the category "2000 - Bonus Card (Gift Voucher/Coupon)" when 250 points are collected, the customer shall be entitled to a 5€ Gift Voucher/Coupon bearing the code 10.10-0001. Upon points redemption, the customer’s points will be reduced.
  • If the card falls into the category "3000 - Bonus Card (Disc. 10%)" when 300 points are collected, the customer shall be entitled to a 10% discount for each item included in the document. The discount rate shall be automatically defined in the field "Discount 3%" on the document’s lines. Upon points redemption, the customer’s points will be reduced.


Create the Bonus Cards and select their Category. 
Fill in the Validity / Expiry dates.


Use the Soft1 Import Data job to insert/create Cards massively.

Match the Card with the customer/holder and set, for example, 20 points as Start points upon card’s activation.

At Card Rules, set the criteria for points’ collection:


  • whether regarding Stock items or Services Sales,
  • the Conditions based on which the points shall be collected. You may select fields from Customers, Stock Management and Documents module.
  • The "scaling field" namely the “element” of the document based on which the points shall be collected.
  • The "Multiplier/Number field or Multiplier parameter field" namely the number which shall be multiplied with the scaling field to calculate the points. The number that will function as a multiplier may be different each time and results from the configuration set at the Card Rules Data.

A new entry is created in Card Rules Data table (next config. step) upon saving the Card Rules.

Screen example:

According to the company’s Policy, the scaling shall be performed based on the document’s Value. Moreover, the Customer Commercial Category (e.g. Retail Customer), the Items’ Group and Commercial Category (e.g. Footwear & Boots) are the key conditions in order to activate the collection of points.

At Card Rules Data, a respective entry to the designed Card Rule has been created.

For the Conditions set at step 3, define the Rule Data based on which the points shall be collected and the date from/to. You can categorize your data based on Hierarchies selecting each time the field you need to apply the rule.

For each line of the rule, the scaling must be set, namely how the points will be collected/escalated. The 1st column is related to the “scaling field” that is the “element” of document based on which the points shall be collected/escalated. The 2nd column is related to the multiplier, the number multiplied with the scaling field to calculate the points.

Tips

  • In case of points’ reduction or redemption, Soft1 allows for points’ negative calculation if it is set at scaling provided also that the documents bear negative values regarding the scaling fields (value, quantity etc.).
  • The fields at the header of the Card Rules Data are filters, which are applied in combination with others, to easily locate a rule. For example, the filter “Group” is set to “Clothing” the respective results shall be displayed.
  • “Active dates” are those entries/lines whose expiry date is still effective based on the Soft1 login date. Select Delete Inactive to delete the lines whose expiry date is not effective. 
  • If the field “To date” is not filled in, the specific rule line shall be valid for an unlimited period.
  • If you modify the “To Date” field, then the following message will be displayed: "Copy end date to scaling lines?”.

Screen example

The company has decided, regarding the time period 01/06/2019 - 31/08/2019, to apply a points system (points collection), for the Customers who fall into the Commercial Category “Retail” when buying items that fall into the Group "Clothing or/and Footwear". The points shall be collected exclusively for items falling into the Commercial Categories "Coats & Jackets", "Sweatshirts & Hoodies", "Booties & Sneakers".
Regarding the items that fall into the Commercial categories "
Coats & Jackets", if their total value ranges:

  • from 1€ to 50€, then 0,5 points will be calculated for each 1€
  • from 1€ to 100€, then 1 point will be calculated for each 1€
  • from 1€ to 200€, then 1,5 point will be calculated for each 1€
  • when the value exceeds the amount of 200€ then 2 points will be calculated for each 1€

To activate the points system (points collection) using a Bonus Card, you should include it in certain Card Scenarios

Click “New entry” and the Rule you need to apply. You can select more than one rules, which will function either separately or in combination. 

  • To apply a second rule separately, select the rule at this step. (e.g. upon posting a document, the prerequisites of the 1st rule will be checked, whether they are applied or not. If differently, the second rule will be applied).
  • To apply the second rule in combination, then you should click again “New entry” to bring the rule into the area.

At Sales Parameters, select the designed Cards Scenarios at the “Bonus Card Agreement” field, to activate the points system (points collection).

Moreover, at “Bonus Cards Parameters” job, you may define the following:

  • If the points Redemption shall be performed only at the login company,
  • or which Companies shall allow for points redemption.
  • in which case the points shall not be calculated, by defining one of the following values at “No adding points in case of” parameter:
    1. Null value: always collect points. 
    2. Existence of Line discount: in case a discount is applied on a certain line of a document, then this line shall be excluded from points’ calculation.
    3. Existence of Total discount: in case a discount is applied on the total value of the document, this document shall be excluded from points’ calculation.
    4. Existence of Line or Total discount: in case there is a discount applied on a certain line of a document, then this line shall be excluded from points’ calculation and if there is a discount applied on the total value of the document, then this document shall be excluded from points’ calculation.
    5. At least one Line or Totals discount: in case there is a discount applied on a line of a document, then the whole document shall be excluded from points’ calculation.
  • How to round the number of calculated points, for example, if a document has 24,49 points collected and you set the option “Rounding” at “Round points” parameter, then 24 points will be collected.
  • How to redeem points based on Start points. For example, if you have set that once 200 points are collected, a 15% discount shall be applied on the total value of the document, then the “Points Steps Condition” defines whether the customer shall receive the discount after collecting 200 points and not at the exact number of 200 points.


Bonus cards are issued per company’s branch. Provided that you have a group of companies’ schema/model then you should set the parameter “Copy to other companies” at customers parameters.


The final configuration step concerns the Documents where you must set at the Type (of the documents) whether the card points will be increased, decreased or not calculated upon completing the transaction. For example, the points are increased when posting a Retail Sales Doc. and the points are decreased when returning an item by saving a Retail Sales Return Doc.

The following example is based on the specific scenario:

Points Collection

The company has decided, regarding the time period 01/06/2019 - 31/08/2019, to apply a points collection system, for the Customers who fall into the Commercial Category “Retail" when buying items that fall into the Group "Clothing or/and Footwear". The points shall be collected exclusively for items falling into the Commercial Categories "Coats & Jackets", "Sweatshirts & Hoodies", "Booties & Sneakers".


Regarding the items that fall into the Commercial categories "
Coats & Jackets", if their total value ranges:

  • from 1€ to 50€, then 0,5 points will be calculated for each 1€
  • from 1€ to 100€, then 1 point will be calculated for each 1€
  • from 1€ to 200€, then 1,5 point will be calculated for each 1€
  • when the value exceeds the amount of 200€ then 2 points will be calculated for each 1€

Moreover, for the same period, any customer who purchases items that fall into the Commercial category “Sunglasses”, the following shall be applied:

  • if buying 1 up to 2 pieces, then 40 points will be collected.
  • If buying more than 2 pieces, 100 points will be collected.

Points redemption

According to the company’s policy the redemption shall be performed provided that the customer has collected 300 points, granting this way, a 5€ discount on the total value of document.

Point's redemption shall also mean to issue a Gift Voucher for the customer. See more at Gift Vouchers documentation (next tab)



The Soft1 default screen of a Retail Document includes the Bonus Card details in “Other Data” tab. 
Bring the necessary fields in 1st tab to facilitate the job of specific documents posting.

  1. At a new Retail Sales document,
    • While selecting/scanning the Bonus card, the customer/holder of the card will be suggested including the available points. 
    • In case of a new customer to the store/company, then create the Customer (Hyperlink Customer > right click > New entry) and match the card adding, if you want, some start points, e.g. 20 points upon card’s activation.
  2. Fill in the purchased items.
  3. Click on “Calculate Customer points” to see the points collected by the customer.

Upon document’s posting, the Customer’s points will be increased and at "Doc. Points" field, the points of the specific transaction shall be collected, namely, 280 points. That is, 20 start points, 180 points (120*1,5) upon Leather jacket purchase (Category: Coats & Jackets), 40 points upon Sunglasses purchase (Category: Wooden sunglasses) and 40 points upon Sunglasses purchase (Category: metallic Sunglasses).





In Soft1, the points’ redemption, is executed provided that the required points are collected in previous transactions and not upon a transaction. When the card has reached or/and exceeded, from previous transactions, the amount of 300 points required for redemption.

If you select the bonus card to a new document a warning message shall be displayed

  1. Select "Yes” to add the amount of discount (15 euros), and
  2. Save the document and the points (of the card) will be reduced.

At the bonus card screen form the points per customer are displayed, as well as the redemption points per user in pivot analysis.



Soft1 supports the points collection / management, as a part of a customer loyalty program, strengthening the business relationships between companies and customers by rewarding the latter for their buying loyalty. The Gift Vouchers – Coupons are divided into 2 categories, which can be managed by Soft1.

The differences between the 2 categories are fully described in the following table.

CATEGORYDISPOSALMONITORING

OPERATION

(Brief Description)

Gift Voucher for sale

Gift Card or/and Gift Voucher which is purchased by the Customer as a gift to a third-party.


The Gift Voucher – based on its value – is posted as a Stock Item for which the Serial Number management should be activated. 

This way, the Gift Voucher is included in the company’s business activity and through the SN, full information is provided for its transactions.

The Gift Voucher or/and the Gift Card you can create it:

  • Upon posting a Purchase or Sales document thus creating equal number of serial numbers to Gift Vouchers which are for sale.
  • SN is selected upon Sales process. Upon selling a Gift Voucher, an entry is posted automatically for each SN in the Gift Voucher file.

Then the Gift Voucher is available for pay-off at sales documents (Wholesale & Retail)

Gift Voucher as a gift  
  • Advertising campaigns (e.g. coupons)
  • Points redemption, namely providing the customer a gift voucher when reaching the required number of points, based on the purchases. The customer may use it in future purchases.


The Gift Voucher has only cash importance. In this case, the Gift Voucher shall be used on pay-off lines, without any other information in the system (e.g. how many of them have been granted and to whom etc.)

You may create the specific Gift Vouchers:

  • Directly to the Gift Vouchers file 

    You may save the specific Gift Vouchers:

  • Using the "Create Gift Vouchers” job


The following example is based on this scenario: According to the company’s policy, Gift Vouchers of 10€ value shall be granted once 300 points will be collected in customer’s bonus card. The redemption of the Gift Voucher(s) shall be performed in customer’s future purchases.

The points’ collection is performed based on rules/criteria decided by the company. See the “Bonus Card" tab in order to design the rules based on which the company grants reward points to its customers.


Configuration

Regarding the Gift Vouchers issued/granted by the company, you should:

  • create a new Stock item and select at the “Special Administration” field the option, “Gift Vouchers” e.g. the Stock item with 20.10.10-0001 code.
  • Define at the “UoM, Alternative Codes” tab the number “1” as “Default Quantity” at Sales documents.


The Gift Vouchers granted by the company, should be created at Gift Vouchers file, either manually or via the “Create Gift Vouchers” job.


Tips

  • To massively import/create Gift Vouchers, you can also use the Soft1 Import Data mechanisms.
  • You can manage separately Stock Items based on each Gift Voucher’s value, e.g. The 20.10.10-0001 Stock Item regards 10€ Gift Vouchers while the 20.10.10-0002 Stock item regards 20€ Gift Vouchers. If you match the Gift Vouchers with the respective Stock Item then you can redeem, based on the amount, the specific gift vouchers. 

Design the Bonus Card Category according to which the points’ redemption shall be executed by issuing a 10€ Gift Voucher, once 300 points will be collected in the customer’s card. Define the Gift Voucher and if upon its redemption the points will be decreased or not.

The 20.10.10-0001 Gift Voucher regards the Stock item created in the above step.

Create the Bonus Cards that will be provided by the company and select the Category they belong to. Fill in also the Valid/Expiry dates.

Match the Card with its customer/holder and define, optionally, some Start points, e.g. 20 points upon card’s activation. The specific action can also be performed in the document’s retail screen.

In a Group of Companies model/schema, regarding the gift vouchers’ redemption, ensure that you have set in customers' configuration to copy to the other companies.




Moreover, from “Bonus Cards Parameters” define,

  • Whether the Redemption shall be performed solely at the login company or to which Companies shall be permitted.
  • As well as the way the redemption shall be performed according to the points step. Namely, if you have set, at the Card Category, that once 300 points are collected, then a Gift Voucher will be granted. In combination with Points step condition” it is defined whether the customer receives the Gift Voucher after reaching 300 points and not when reaching exactly 300 points.

At Company’s Branch tab define at “Voucher Doc. Series” field the Soft1 Doc. Series through which the Gift Voucher shall be granted, provided the customer has collected the required points.  

Is suggested to design different Doc. Series per branch for Gift Vouchers issue.



Operation

At sales document (Retail or/and Wholesale), provided the customer collects the required points at the 1st transaction

  • If you click   a message shall be displayed informing the user that the customer is entitled to receive a Gift Voucher. The field Points, namely the points collected from the specific transaction will be updated. 
  • If you click  , to complete the transaction, the same message shall be displayed. 
  • If you select <No>, the points update the customer’s card, but no Gift Voucher will be issued. 
  • If you select <Yes>, a New Document will open, suggesting the Series and the Gift Voucher item to be issued for the customer. Click Save to complete the transaction. 
  • Activate the Automatic points redemption (GiftVoucher) parameter (menu Parameters > Commercial Management> Sales < Parameters) if you wish the gift voucher document to appear after posting the sales document without displaying a relative message.
  • At Soft1 default screen of a retail document the data of the Bonus card are included in “Other data” tab. Bring the required fields in the 1st tab thus facilitating the specific documents’ posting.
    If you wish to print the Gift Voucher, then define at the Doc. Series the printout form though which the Gift Voucher shall be granted. Find the Gift Vouchers Printout forms design at στο menu Parameters > Commercial Management > Sales. 

At a future transactionthe customer should bring the Gift Voucher and you should call it at the pay-off lines. At pay-off lines all Gift Vouchers will be available, regardless of their value. You can choose a Gift Voucher which matches with the redemption amount or between those regarding the relative Item, provided that you are aware of it, e.g. if it recorded on the Gift Voucher. 

Save the transaction and find the Collection document at the Financial Management. 

In case the document’s value is modified, for example due to items removal or adding new ones, the gift voucher found in pay-off lines will be automatically deleted. This will happen in case you have activated the “Delete Gift Vouchers-Coupons after value change” (menu Parameters > Commercial Management > Sales < Parameters). 

On a Retail document screen, Gift Vouchers tab is activated based on the payment method. Therefore, at the Series of a Retail document, find the payment methods and set to <Yes> the parameter “Gift Voucher” in the Type of the Collection Doc.Series. 


The following example is based on this scenario: The company has decided to sell Gift Vouchers/Gift Cards of a specific amount. For example, 20€, 30€, 50€ etc and on-request Gift Vouchers/Gift, namely gift cards of a specific amount requested by the customer. The redemption of the Gift Voucher(s)/Gift Cards(s) shall be conducted in future purchases.

Configuration

Regarding the Gift Vouchers/ Gift Cards sold by the company, you should:

  1. create a new Stock item and select at the “Special Administration” field the option, “Gift Vouchers, for example, the 10.30-0000 Stock item.
  2. Define at the “UoM, Alternative Codes” tab the number “1” as “Default Quantity” at Sales/Purchases or and Inventory documents.
  3. At “Tracking_Variation Management”, set the SN field to “Yes (mandatory)”. You can also, define the SN code format and the valid time of the Gift Voucher at “Warranty (months)” field.
  4. At “Trade” tab, in Wholesale or/and Retail sale price, set the gift voucher’s sales price.


You can manage separately the Stock items by the amount of each Gift Card, e.g. the 20.10.30-0000 Stock item corresponds to 30€ Gift Cards, while the 20.10.20-0000 Stock item corresponds to 20€ Gift Cards. 

Alternatively, you can manage a Stock item for all Gift Cards e.g. under the 20.10.99-0000 code.  


In Soft1, the Gift Cards are monitored through Serial Numbers, which means that for every Gift Card you should create a Serial Number as well to be sold the customers. There are two methods of creating a Serial number:

1st Method

During Sales process, following the next steps:

  • Set the SN Type parameter at the Shipment/Installation value at the Type of the document’s Series.
  • Select the Gift Card and right click on the quantity field to select the Serial Numbers. Fill in the code, namely the SN and save the document.
  • Upon completing the transaction, the new Gift Card will be automatically saved in Gift Vouchers/ Gift Cards file. The Valid date shall be the document’s date and the Expiry date shall be estimated according to the Warranty (Months) field on the item’s card.

Finally, the status will be automatically set to “To be paid”.

  • The value of the Gift Card/ Gift Voucher results from its price on the sales document.
  • You can print the Gift Card/ Gift Voucher once you have designed it at the Gift Voucher print-out forms


2nd Method

Another way to manage the Gift Cards is to have previously created the Serial Numbers and use them during the Sales transaction.

In this case:

  • Create the SN by posting the document/s (e.g. Purchases or/and Inventory docs.). Create as many SN as the Gift cards for sale. Set the SN Type parameter at the Purchase/Production value at the Type of the document’s.
  • Select the Gift Card/ Item on the Sales/Retail document and right click on the quantity field to select Serial Numbers. Right click again to fill in the range of the codes, to create as many SN as the quantity on the document’s lines.
  • Upon saving the document, the number of the generated Serial Numbers is equal to the Gift Cards for sale.
  • Set the SN Type parameter at the Shipment/Installation value at the Type of the document’s
  • Bring the Gift Card on the document, right click on the quantity field, to select any of the available Serial Numbers. Otherwise, select the SN while having the Item SN field on the document’s lines.
  • Upon completing the transaction, the new Gift Card will be automatically saved in the Gift Voucher/ Gift Card file. The Valid date shall be the document’s date and the Expiry date shall be estimated according to the Warranty (Months) field on the item’s card.
  • Finally, the status will be automatically set to “To be paid”.



The Gift Card is available to be paid-off in the Sales Documents (Wholesale & Retail), no matter how it was created.

In Soft1 you can create and manage a Gift List through the menu Commercial Management > Sales

To activate the management process of a Gift List, the creation of a new Document Type and Series is required.

The Doc. Type should:

  • bear a Gift List Behavior and
  • not create transactions in Customers and Stock Management.

Once you have completed the configuration of the new Document, you should create the new Gift List in the respective module.

A Gift List includes the following info:

  • the customer’s data. By clicking the customer, the <Address> and <Phone Number> fields are auto filled.
  • the data / dates of the event (Opening, Event, Delivery)
  • the items and the quantity, the owner of the list wishes to purchase.


In case you activate the field “Closed”, this will mean that the list shall not be selected in sales or collection documents.


The "Processed" and "Cancelled" columns, are auto updated based on the transactions, namely the retail documents, which are included Gift List



The Gift lists are handled through the Collection and Retail Documents. Define the customer–gift giver, click Other Data tab and fill in the field Gift List. Once the field is filled in, you will be informed about the “Opening” and “Event” dates, as well as the “Name” of the customer–gift giver.

You may choose stock items, even though not included in the list, by clicking on Items tab, at the retail document lines.



You can see the “Gift List status”:

  1. either through the “Gift List” or
  2. through menu > Sales > Reports > Sales Financial Control > Gift List.

The “Gift list status” includes:

  • The data of list-customer, presenting in detail the wish-list items as well as the processed and available quantities.
  • The sales documents, where the Gift List is involved, analyzed in lines by quantity and sales value.
  • The customer collections documents, where the Gift List is involved, namely customers who have made a deposit.




The Recalculate customer points job has been designed to cover or fix possible omissions in the configuration. In particular, it nullifies and updates, from scratch, the points in customer’s card.

Use this job:

  • If you wish to recalculate the points collected from the transactions made by one or more customers.
  • If negative points are displayed, even though the configuration in Soft1 is correct. For example, negative points displayed at a document.
  • In “Card Code From/To” fields to set the card codes or/and
  • In “Card categories” field to select respectively those for which the recalculation of points will be performed.
  • In “Recalculate points” field you may select 2 values:
    • [Regardless of date] or
    • [Based on backdate limit and reference date]. In this case, the job will process the transactions made regarding the specific card from the Reference date and the number of days back set at the Backdate limit.