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Promotions
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Promotions
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Price Items -
Promotions A promotion is
an additional incentive for selected agents and products, typically for a
temporary period of time. There are 3 main promotion
types: By allowing promotions under each
category, 2 (or more) promotions may be applied to a single booking, eg. book 4
weeks and get 1 free AND receive a free transfer. Accounting Adding a
Promotion: Promotion
Browse:
The promotion value which appears as a separate
line on the invoice is extra to an Agent's existing
discount/commission!
It appears separately in statistics (as a price item)
and each promotion can be charged to a different accounting code.
The
promotion is applied to the "Commission Agent", NOT the main agent.
This
allows both "Net" and "Gross" agent types to benefit from the
promotion.
1. Additional percentage discount/commission
2. Fixed value
discount per booking or week
3. Buy 'x' weeks including 'y' weeks
free
There are also rules covering when it applies, how it is calculated,
and how Class reacts to changes after the initial booking.
Promotions can apply to Tuition, Accommodation, Transfers and
Sundry.
If CC/Depts are
used (in addition to Nominal Codes), you are advised to set up default
Promotional CC/Depts for each school prior to adding the first promotion. The
system will make use of these defaults later in the promotion set-up, saving
considerable time.
School Record
Please note restrictions when seasonal pricing is in
use!
Be
careful when creating promotions where dates overlap with other
promotions.
If the same product/agent is contained in more than 1 "date
active" promotion, it will be random as to which promotion is applied to
the booking! It is best to either adjust the dates to avoid conflict or
deactivate 1 of the promotions.
Code
Code must be entered - any 10
characters
Name
Enter description of the promotion (this is for
internal use only and will only be seen when a finance line is edited, and does
not appear on the invoice). The Price Item Name (explained later) appears
in the booking and on the invoice.
Used By
Class only
Category
Tuition,
Accommodation, Transfer or Sundry
Notes
Free format notes
Promotion Type:
Only 1
from the 3 options may be chosen
Promotion Type 1
- Percentages
Additional
Discount/Commission
Enter the percentage additional discount/commission.
The system will automatically determine whether discount or commission
applies, based on the agent's rules.
Apply "Before" or "After" normal
discount/commission
This is best explained with an
example:
* Whether or not
an agent's normal discount/commission is deducted from the promotion value is
determined in another rule. See Below: "Apply Relevant Agent
Discount/Commission to Promotion Value".
Promotion Type 2 -
Booked/Free Weeks
Enter the total weeks and the included free
weeks
eg. 4 weeks including 1 week free
8 weeks
including 2 weeks free
Apply promotion to ALL weeks*
This is best explained with an example:
*
The number of weeks against which free weeks apply is controlled by the
min/max weeks in the Promotion Parameters tab.
Promotion Type 3 - Absolute
Value
Enter the values required against
each currency, unless not required, in which case leave as zero.
if the
agent's currency has a zero value in the promotion, the promotion discount will
show as zero.
The value may be 'Per Booking' or 'Per Week'*
* The
number of weeks against which the weekly value is to be applied is controlled by
the min/max weeks in the Promotion Parameters tab.
Promotion
Parameters:
Booking
Date
Booking Date * range
*Note: The relevant date is the date
the Price Item is entered onto the booking; it is not the date of the original
enrolment, or the start of the course.
Price Item Start
Price Item Start Date range,
eg. course start or accommodation start.
It is NOT the arrival date of the
student, or the first course date.
Price Item End
Price Item
End Date, eg. course end or accommodation end.
Min/Max Weeks
The
Min/Max weeks which apply to the promotion.
For example, the 10% discount
may only apply to bookings between 6-12 weeks duration
Bookings that exceed the
maximum receive the discount applicable to the max weeks.
In the example
above, this would be 12 weeks.
In the above
screen example, the booking must:
BE
CREATED between 26th Dec 2011 and 30th Jun
2012
START the course between 26th Jan 2011 and 24th Jun
2012
END the course by 1st Jul
2012.
BOOK a minimum of 4 weeks, with a
maximum of 12 weeks
Apply to Package Items
If
selected, if the item is within a package it will have the promotion applied.
Apply Promotion to Gross and Net Prices (student and
agent benefit)
This is best shown with an example:
10% discount/commission
* Whether or not
agent's normal discount/commission is deducted is determined in another rule,
explained below.
Apply Relevant Agent's Discount/Commission to
Promotion Value
This is best shown with an example:
10%
discount/commission
Cancel Promotion (rules say any
changes invalidates promotion)
Any date change to the promotion item will automatically cancel
the promotion.
Increase
Duration
"Recalculate
Promotion, if valid" - If the duration is increased, the value of the promotion
will be recalculated according to the rules.
If valid: for example, the dates may be changed in such a way that the
start date now falls outside of
the
promotion period and therefore no longer applies.
"Leave Promotion
Unchanged, if valid" - If the promotion rules still apply after the date change,
the promotion value is left
unchanged.
If
valid: for example, the dates may be changed in such a way that the start date
now falls
outside
the promotion period and therefore no longer applies.
Decrease
Duration
"Recalculate Promotion, if valid" - If the duration is decreased
the value of the promotion will be recalculated according to the
rules.
If valid: for example, the dates may be changed in such a way that the start
date now falls outside the
promotion period and therefore no longer applies.
"Cancel Promotion" - if
the duration is decreased, the promotion is
cancelled.
Price Item Selection:
Using
the filters if necessary, select the price items to be included in the
promotion.
Items can be added or withdrawn at any stage.
Agent
Selection:
Using the filters if necessary, select agents to be
included in the promotion.
Agents can be added or withdrawn at any stage.
Student Countries:
Typically
used for country specific "Direct Booking" enrolments, eg. promotion for
students only from Argentina and Chile.
Typically the student country would be selected in
tandem with the agent.
In the example above (no agent selected), all
students, regardless of agent, would be eligible for the promotion.
Typically the agent(s) would also be added, so in the example above, if the promotion was to apply only to direct bookings, then the Direct Booking agents would also need selecting. Below is an example of the promotion being only for Direct (USD) Students. (Multiple agents may also be selected).
School Promotion Price Items/Languages:
Add the "Default Promotional Item Name" before
completing the accounting codes.
This is the name that will appear on the
invoice. If the name is created incorrectly, changes are automatically
updated to the Price Item.
Schools used in the promotion are automatically displayed, and if the school has a default CC/Dept entered in the school record then these will be preset. Alternatively, for each school, enter CC/Dept/Nom as appropriate, then select OK/Create, or if there are several entries to which the Nom code is to applied, select "Create All".
As each promotion has a unique Price Item for each school, statistics will clearly show the income effect against schools, agents, countries etc. Nominal codes also provide the facility to charge each promotion to different areas of the business, if required.
Language Names/Web
If these are in use,
Foreign Language Names can be added and maintained from this screen.
Audit
All additions/removals are tracked and a log retained,
and an Excel output is provided.
Note: Groups are excluded
from Promotions.
Sample Booking entry, showing a highlighted promotion
line:
Booking screens and
invoices are sorted to show the promotion immedidately below the related price
item:
The Promotion Name and the Price Item Name are shown on the Finance screen.
Price Item browse screen, shows promotion price
items at end (in red).
Not Promotion Price Items only show if the
"Hide Promotional Items" flag is unticked:
