Promotions and Discounts

Promotions and Discounts are optional features within Deacom designed to offer flexible pricing options on Sales Orders. Promotions can be set up to be added automatically during Sales Order entry or manually by selecting from a list of applicable Promotions. Promotions will show up as a separate line item on the Sales Order indicating the amount to be discounted, or the quantity of free items in the case of buy one get one free. Once a Promotion is added, the dollar amount and/or quantity to be ordered will be automatically adjusted as the order is modified. Each Promotion for dollars or percent off is assigned a non-stock item that is added to the Sales Order. Buy one get one Promotions are assigned to the item that the Promotion applies to. Since each Promotion item is controlled by an Item Master (with the exception of buy one get one types), the GL effect of the Promotion can be established through the selected Revenue account. Promotions can also implement User Fields to allow users to conveniently flag promos as specific types, such as "Free Shipping".

Discounts can also be set up to be added automatically during Sales Order entry or manually by selecting from a list of applicable Discounts. Unlike Promotions, Discounts do not add line items on Sales Orders. Instead, they apply the appropriate discount amounts to existing line items on the order.

Promotions and Discounts are not part of the Deacom Pricing Hierarchy and fire regardless of the pricing method(s) used. See the Creating Deal Pricing, Discounts, and Promotions page for additional information on using these options and the Configuring Sales Pricing Rules for information on the pricing methods available.

System Navigation

Sales > Maintenance > Promotions and Discounts

Promotions and Discounts form

Field/Flag	Description
New	Opens the Edit Promotion and Discount form, which is used to enter a new record.
Modify	Opens the Edit Promotion and Discount form, which is used to modify the selected record.
Display	Pick list used to determine if all, active or inactive records should be displayed.
Expired	Pick list used to determine if expired or non-expired records should be displayed.

Edit Promotion and Discount form

Opened via the "New" or "Modify" buttons on the Promotions and Discounts form.

Button/Field/Flag	Description
Same As	Allows the user to create a new Promotion or Discount based on previously created records.
Transaction Type	Pick list used to indicate if this record is a Promotion or Discount.
Promo Item	Indicates the non-stock Part that will display on the Sales Order line for the Promotion. Only available when "Transaction Type" is set to "Promotion". For records with a "Type" of "Buy One Get One", this is the item being given away.
Description	Indicates the name of the Promotion or Discount, up to 60 characters.
For	Pick list used in conjunction with the "For" search field to define eligibility for the Promotion or Discount. Options are: All Bill-to Companies - Promotion or Discount applies to Sales Orders for all Bill-to Companies. Billing Group - Promotion or Discount applies to Sales Orders that have the selected Billing Group indicated on their Misc 2 tab. Broker - Promotion or Discount applies to Sales Orders that have the selected Broker indicated on their Misc 2 tab. Sales Rep - Promotion or Discount applies to Sales Orders that have the selected Sales Rep indicated on their Sales Assignments tab. Sales Search 1-5 - Promotion or Discount applies to Sales Orders that have the selected user-defined Sales User 1-5 options indicated on their Misc 2 tab. Specific Bill-to Company - Promotion or Discount applies to only Sales Orders made for the selected Bill-to Company. Specific Ship-to Company - Promotion or Discount applies to only Sales Orders made for the selected Ship-to Company.
For	Search field used in conjunction with the "For" pick list to indicate the specific Billing Group, Broker, Sales Rep, Sales User 1-5, Bill-to, or Ship-to that is eligible for the Promotion or Discount.
On	Pick list used in conjunction with the "On" search field to define eligibility for the Promotion or Discount. Options are: All Items - Promotion or Discount applies to Sales Order lines for all Parts. Category - Promotion or Discount applies to Sales Order lines for Parts that have the selected Category indicated on their Item Master General 1 tab. Item Search 1-5 - Promotion or Discount applies to Sales Order lines for Parts that have the selected user-defined Item Search 1-5 options indicated on their Item Master User Fields tab. Revenue Account - Promotion or Discount applies to Sales Order lines for Parts that have the selected Revenue account indicated on their Item Master Accounts tab. This option is useful in situations where sales discounts should be driven into contra Revenue accounts that can be tracked in Financial Statements. Specific Item - Promotion or Discount applies to only Sales Order lines with the selected Part. Sub-Category - Promotion or Discount applies to Sales Order lines for Parts that have the selected Sub-Category indicated on their Item Master General 1 tab.
On	Search field used in conjunction with the "On" pick list to indicate the specific Category, Item Search 1-5, Revenue Account, Part, or Sub-Category that is eligible for the Promotion or Discount.
Type	Pick list used in conjunction with the "Factor", "Expression", or "Buy Quantity" and "Free Quantity" fields to dictate the kind of Promotion or Discount. Options are: Buy One Get One - For every quantity of items purchased, another quantity of items are given for free. Only available when "Transaction Type" is set to "Promotion". Dollars Off Item - Multiplies the "Factor" by the item quantity, in the Stock Unit of Measure, and therefore applies a variable dollar amount to the order based on the item quantity, as long as it exceeds the "Minimum" quantity specified. For Discounts, the system will allow the deal price to be entered in the Sales Order line "Unit Price" (or_price) field. The system will then calculate what the discount percent would be based on the "Extension" (or_exten) of the Sales Order line and the Discount's "Factor" (pm_typenum) and then store that percentage in the Sales Order line Pricing tab's "Discount" (or_linedisc) field. This allows the discount to be applied to the Sales Order line "Unit Price" field, effectively changing the price by the "Discount" field. The system will then store the Discount ID (pm_id) in the Sales Order line's Discount ID (or_discountid) field. The Promotion should only be applied when the "Extension" is greater than the "Factor" of the promo. In other words, $20 cannot be taken off a line if the total extension for the line is only $10. Example: A "Transaction Type" of "Discount" with a "Type" of "Dollars Off Item" is used with a "Factor" of "20". Then, a Sales Order is entered for an item to which this Discount applies with an "Extension" of $30 and a "Price" of $10. The calculation is [(30-20)/30] 10. The system stores .003333 in the Sales Order line Pricing tab's "Discount" (or_linedisc) field and the "Unit Price" (or_price) field should recalculate and show $3.33. Dollars Off Order* - If a qualifying item is added to a Sales Order, a flat dollar amount is taken off the order, no matter what the quantity is, as long as it exceeds the "Minimum". Only available when "Transaction Type" is set to "Promotion". Expression - Uses the "Expression" entered to define the conditions by which the Promotion or Discount will be applied to the item price on the Sales Order line. Percent Off - Lowers the item price by the specified "Factor". For Discounts, the system will allow the deal price to be entered in the Sales Order line "Unit Price" (or_price) field and the order will store the "Factor" (pm_typenum) in the Sales Order line Pricing tab's "Discount" (or_linedisc) field, effectively changing the price by the discount. This is the best option when dealing with families of items.
Expression	Used to define the conditions by which the Promotion or Discount will be applied to the item price on the Sales Order line. Only available when "Type" is set to "Expression". The fields available are all Bill-to and Ship-to fields, including Bill-to and Ship-to User Fields, and all Item Master fields, including Item Master User fields. The variable "shipped" is also available to this field. The variable is a true or false determination of whether the order has been shipped yet and should be available to the promo expression so that it can be used on promos that need to be calculated at time of shipment. This variable is true when an order has been shipped or is being shipped, false when it hasn't been shipped or is being unshipped.
Factor	Defines the percentage or amount of the Discount or Promotion, depending on the "Type" selected. Only available when "Type" is set to "Dollars Off Item", "Dollars Off Order", or "Percent Off". For flexible promotions, this is the maximum discount allowed. Promotional items may be set with a factor of 0.00 and can be added to the order like a normal Promotion. This supports the ability to use Promotions to add surcharges in the form of notes which do not affect pricing. Examples include items like "No peanuts allowed" and "Must ship in truck only". This allows order entry personnel to read these notes to customers over the phone as they are entering the order to let the customer know of any restrictions.
Buy Quantity	Used in conjunction with the "Free Quantity" field to define the quantity that must be bought before the free quantity is added to the order. Only available when "Type" is set to "Buy One Get One".
Free Quantity	Used in conjunction with the "Buy Quantity" field to define the free quantity that will be added to the order once the buy quantity is reached. Only available when "Type" is set to "Buy One Get One". If the price and quantity is the same, it will add one of each (if each quantity requirement is met). If it is not met or the prices/quantities differ from another then it will use the lower extension and give the customer a free item on that.
Quantity Based On	Pick list used to determine what quantity qualifies the Promotion to be added to a Sales Order. Options are: Ordered - If selected and "Applied On" is set to "Shipped", the promo is qualified for the order based on the initial order amount and it will get added to the order at the time of order entry. Then, the system will apply the "Factor" to the order based on the quantity shipped. Shipped - If selected, the promo will not show up until after the order is shipped, in which case, the "Applied On" field will be set to "Shipped" as well.
Applied On	Pick list used to determine what quantity the Promotion will be applied to. Only available when "Transaction Type" is set to "Promotion" and "Quantity Based On" is set to "Ordered". Options are: Ordered - The promo is applied based on the ordered quantity of the Sales Order. Shipped - Promotions will re-calculate during the shipping process and apply to only the shipped amount of the Sales Order.
Minimum	Defines the minimum quantity required before the Promotion or Discount can be applied.
Minimum Type	Default set to "Quantity", defines what the promotion is checking against in Sales Order lines. Options are: Quantity - The promo is applied based on the determined number of units. Extension - Disables "Unit" field on the form, promotion is applied depending on Minimum Based On field.
Minimum Based On	Pick list used in conjunction with the "Minimum On" field that defines the criteria on which the "Minimum" will be based. Supports the concept of bracket pricing similar to Deals. Options are: All Items - Indicates the "Minimum" is based on all Part quantities added to the order. Category - Indicates the "Minimum" is based on only Parts added to the order that have the selected Category indicated on their Item Master General 1 tab. Item Search 1-5 - Indicates the "Minimum" is based on only Parts added to the order that have the selected user-defined Item Search 1-5 options indicated on their Item Master User Fields tab. Same As Promo On - This is the default selection and indicates that the "Minimum" is based on the same criteria specified in the "On" pick list and search field. Specific Item - Indicates the "Minimum" is based on only the quantity of the selected Part, if it is added to the order. Sub-Category - Indicates the "Minimum" is based on only Parts added to the order that have the selected Sub-Category indicated on their Item Master General 1 tab.
Minimum On	Search field used in conjunction with the "Minimum Based On" selection to indicate the specific Category, Item Search 1-5, Part, or Sub-Category on which the "Minimum" for the Promotion or Discount is based.
Unit	Search field used to indicate the Unit of Measure on which the "Minimum" will be based, if it should be different than the Stock Unit for items. If this field is not populated, the minimum quantity for the Promotion will be based on the Stock Unit of Measure. Example: Product may be sold by the case with the Sales Unit and Pricing Unit specified as case, but Promotions may be given if the customer buys over 50 pounds.
Inventory	Pick list used to indicate if the Promotion or Discount should be applied to All, Non-Stocked, or Stocked Parts.
Date Based On	Pick list used in conjunction with the start and end dates to determine on what Sales Order Dates tab field the Promotion or Discount will be applied. Options are: Created Sales Date 1-5
Start/End Date	Used in conjunction with the "Date Based On" selection to specify the date range in which the Promotion or Discount may be applied.
Facility	Optional. If selected, the promotion will only be available for orders created for this facility.
EDI Code	Optional. Indicates that 4 digit alpha numeric SAC (Special Allowances or Charge) qualifier which is used to represent the promotion for the Bill-to or Ship-to customer selected in the "For" field on this form. Triggers can reference this code if needed for an EDI Order.
Limit 1 Per Order	Available only when using a Transaction Type of "Promotion." When checked, this Promotional Code must be the only Promotion applied to this order. All other Promotions must be removed before this one can be added, and no other Promotions can be added after this Promotion is applied.
Limit 1 Per Promo Item Category	Available only when using a Transaction Type of "Promotion." All items in Deacom must have an item category, including the non-stock discount items used on Promotions. When entering Promotions in the same category and/or sub-category, this checkbox can be used to prevent a Promotion from being combined with another Promotion in the same category and/or sub-category. Example 1: Promos "10% off interior paint" and "$10 off interior paint" are both assigned to the category "Paint Promos" and the sub-category "Interior Paint". If this checkbox is checked for either of them, only one can be applied to an order. Example 2: Promos "10% off paint" and "$10 off interior paint" are both assigned to the category "Paint Promos" but the first promo has no sub-category, only the second promo is assigned to the sub-category "Interior Paint". If this checkbox is checked for the first promo, both can be applied to the order. If this checkbox is checked for the second promo, only one can be applied to an order. Note: When using promotions and using the Limit 1 per promo item category flag, Deacom will replace the current promo if there is another promo that is also a Limit 1 per promo item that gives a better deal that meets the same criteria.
Limit 1 Per Customer	Available only when using a Transaction Type of "Promotion." When checked, this Promotional Code may only be used once for the selected Ship-To Customer, Bill-To Customer, or All Bill-To Companies, depending on which one of these is selected in the For fields on this form. Once applied, this promotion can no longer be applied on future orders by the same customer(s). Cancelled orders where this promotion was added are not considered when future orders are added.
Flexible Pricing	Available only when using a Transaction Type of "Promotion." If checked, the user will be prompted to enter the amount of the discount up to the amount specified in the factor field. Available when using any value in the "Type" field except "Buy One Get One." Especially useful if Sales Reps enter orders and should be able to negotiate pricing.
Include In Pricing Orders	If checked, the Promotion or Discount may be added to Sales Orders with an "Order Type" of "Pricing Order".
Automatically Add To Orders	If checked, the promotion will be automatically applied when the required criteria, as specified on this form, has been met. No manual steps are necessary. If not checked, users may manually add promotions to orders using the "Available Promos" button on the Sales Order header.
Add Promotion To Backorder	If checked, the promotion will be automatically applied to any backorders when an order containing this promotion is shipped. Note that if the promotion has a minimum quantity defined and the backorder does not meet this minimum, the promotion will not be added to the backorder. If the promotion has "Flexible Pricing" checked, the system will copy the value from the "Factor" field to the backorder and re-evaluate the promotion based on this factor.
Active	Only active Promotional Codes can be used in the system.
Sort to Bottom	Available only when using a Transaction Type of "Promotion." If checked, this Promotion will be sorted to the bottom of the Sales Order and remain there even when new lines are added. This applies to the main application and all mobile applications. Note that when not using the "Sort to Bottom" button, the system will place the BOGO Promo item directly under the line item it was driven from.
Add Promo By Line	Available only when using a Transaction Type of "Promotion." If checked, and the Promo Type field is set to either "Percent Off" or "Dollars Off Item", applicable promotions will be inserted as a separate line beneath each line where the promotion is applicable in the order. This flag is ideally used in connection with the "Automatically Add to Orders" flag. Useful in situations where customers need to see the Promotion discounts by line item.
Use Quantity From Line	Available only when using a Transaction Type of "Promotion", and "Add Promo By Line" flag is checked. When checked, uses the quantity from the Sales Order line that the promo is being applied to as the quantity of the newly added line item. This flag is also disabled when Transaction Type is set to "Discount", "Buy One Get One", or "Dollars Off Order".
Include Negative Quantities	If checked, negative quantity line items are included in the promo calculations. If not checked, the system will not include any sales order lines where or_quant < 0 in the promo calculations.