Reward Points RecTrac 10.3

Transcription

1 Reward Points RecTrac 10.3 RECTRAC REWARD POINTS...1 SUMMARY...1 Setup Overview...1 CREATE AND LINK A REWARD POINTS DEVICE...2 BILL CODE REWARD PROGRAM OPTIONS...3 TRAN CODE REWARD PROGRAM OPTIONS...5 OTHER REWARD POINTS OPTIONS...6 Static Parameters Device Reward Point Settings...6 Enrollment Based Rewards Set Up...7 Membership/Renewal and Pass Visit Based Rewards Set Up...8 Rental Item Based Rewards Set Up...9 CREATE AND LINK A REWARD POINTS PAY CODE ENSURE HOUSEHOLDS ARE ELIGIBLE TO ACCUMULATE REWARD POINTS USING REWARD POINTS Accumulating Reward Points Using Reward Points as Payment Refunding Rewards Points REWARD POINT REPORTS AND INQUIRIES The Household Rewards Report Household Inquiry UPDATING A HOUSEHOLD S REWARD POINT BALANCE INITIALIZING ALL HOUSEHOLD REWARD POINT BALANCES TO ZERO Vermont Systems Inc. 07/10/2012 i

2 RecTrac 10.3 Topic Doc Reward Points 2012 by Vermont Systems, Inc. This document is the property of Vermont Systems, Inc. and is provided in conjunction with software by means of a licensed contract agreement between the customer and VSI. The document(s) and software referred to in this publication may not be copied, distributed, electronically transmitted, posted on the web or altered in any way without the express written consent of Vermont Systems, Incorporated. The information contained in this document is subject to change without notice. Vermont Systems, Inc. 12 Market Place Essex Junction, VT ii 07/10/2012 Vermont Systems, Inc.

3 Topic Doc Reward Points RecTrac 10.3 RecTrac Reward Points Summary RecTrac offers you the ability to setup your own Reward Points program. RecTrac 10.3 allows you to customize your Reward Points program, including the ability to link Rewards directly to individual Activities, Pass Visits and Rental Items as well as to Bill Codes and Tran Codes. Using the RecTrac Reward Points program, your patrons will earn Points though purchases and then use those Points as payment for additional services and products you provide. The RecTrac Reward Points program allows you to: Determine the RecTrac module(s) to which Reward Points will be tied. Link Reward Points to Bill Codes and/or Tran Codes. Link Reward Points to individual Activities, Rental Items and/or Passes. Determine how many Reward Points will be accumulated per dollar spent. Determine how many Reward Points equate to one dollar when they are redeemed. Once established, you can report on or inquire about reward point balances on your households. You may also update a Household s reward point balance. Setup Overview To utilize the RecTrac Reward Points program, you must: Create and link a Reward Points device in your device hierarchy to establish default Reward Points earned per Dollar spent values for your RecTrac modules. Ensure that all applicable Bill codes and/or Tran codes are set to record Reward Points when used, and, if desired, determine the Reward Points earned per dollar spent for the individual Bill and/or Tran codes. Establish custom Reward Points earned per Dollar spent values for specific Activity Enrollments, Pass Registrations/Renewals, Pass Visits and/or Equipment/Campsite Rentals, if desired.. Determine how Reward Points will be accumulated: by Module by Bill Code. by individual Enrollments, Registrations, Pass Visits and/or Rentals. by a combination of the above. Create a Reward Points pay code and include it in the list of allowed pay codes on your Payment device(s). You also determine your Reward Points to Dollar ratio on the pay code. Ensure your Households are allowed to accumulate Reward Points. The following pages will walk you through the basic set up steps and considerations required to make Reward Points operational within your system. Press F1 for field level help from any RecTrac screen, or contact VSI Customer Support at for more detailed information as required. Vermont Systems Inc. 07/10/2012 1

4 RecTrac 10.3 Topic Doc Reward Points Create and Link a Reward Points Device In order to take full advantage of Reward Points functionality, you must create and link a Rewards device. The Reward Points device allows you to establish default Reward Points Earned by Dollar Spent values per module. The Reward Points device also allows you to determine which pay codes your patrons can use to accumulate Reward Points when purchasing goods and services within the modules you selected. Create Your Rewards Device 1 Go to: File Maintenance System Device Maintenance Printer/Device Maintenance. 2 Click Add. Select Rewards as the Type and Sub-Type for this device. Then enter a device ID, such as REWARDS. 3 Click Next. Enter a description for this rewards device. For example, Rewards Device. 4 Enter the number of Rewards Points earned per Dollar Spent by Module for each module for which you allow Reward Points to be accumulated. The value you enter here will act as the default value for every dollar spent by a patron in this module. For example: You allow patrons to earn Reward Points for Enrollments, Memberships, Visits, Point of Sale purchases and Rentals. You want patrons to earn 100 Reward Points for each dollar spent in those modules, and 25 points for every visit. You would enter 100 in the Activity Registrations, Pass Registrations, Point-of-Sale and Rental Reservations fields. You would then enter 25 in the Visits field. Note: The Visits field is different. The value entered here is Reward Points PER VISIT. You can also establish Reward Point earnings per dollar spent on individual Bill Codes and/or Tran Codes. This flexibility is handy if you want to allow different rewards for different purchases within a module. See Bill Code Reward Program Options and Tran Code Reward Program Options below. 5 Select the pay codes which may be used to accumulate reward points. In order to earn Reward Points, patrons must use one of the pay codes in this list. In our example below, we ve included 1 checks, 2 cash, 3 VISA/MC, 4- AMEX and the system pay codes However, if you want to allow your patrons to accumulate points when using other tender types, such as Gift Cards/Certificates, Money Orders, Foreign Currency and etc, you will want to include those pay codes in your list as well. Note: Be sure to include the System Pay codes: 97, 98 and 99, as it will allow patrons to earn points when system pay codes are used for certain transactions, such as services paid for via Credit Balance. 6 Click Done. 7 Click Exit to return to the main menu. 2 07/10/2012 Vermont Systems, Inc.

5 Topic Doc Reward Points RecTrac 10.3 Link Your Rewards Device at the Default Level of Device Hierarchy 1 Go to: File Maintenance System Device Maintenance Device Assignments. 2 Click the + next Defaults in the upper left-hand corner of the screen, then highlight Default Devices. 3 Click the down arrow next the Device Type field and select your Rewards device. 4 Click Add to Linked Devices. The Rewards device will be shifted over to the area in the lower righthand side of the screen. 5 Click Exit. Note: Linking the Rewards device at the default level ensures that reward earnings will be consistent throughout your organization. If for any reason you want to offer different default reward earnings at different locations 100 points per dollar spent for campsite rentals at the Campground vs. 50 points per dollar spent at the RecCenter for equipment rentals, for example), you could create multiple Reward devices and link them to Menu Groups or Workstations as appropriate. Bill Code Reward Program Options To allow accumulation of Reward Points for purchases from any module OTHER THAN Point of Sale (POS), your Bill Codes must be set to allow it. Bill Codes also offer added Reward Points flexibility in that you can override the default earnings you entered on the Rewards device and establish Reward Point earnings by Bill Code. This is helpful in situations where you want to offer bigger rewards for some purchases within a module than for others. The following steps assume that: You have created your bill codes for the eligible modules. The pre-existing bill codes have been linked to the appropriate activities, facilities, passes, etc. Vermont Systems Inc. 07/10/2012 3

6 RecTrac 10.3 Topic Doc Reward Points 1 Go to: File Maintenance System Finance Codes Maintenance Bill Code Maintenance. 2 Highlight a bill code for which you would like to enable the Reward Points functionality and click Change. 3 Click the More Settings to continue to the Information screen for the selected bill code. 4 Select the Include in Rewards Program? option. This must be done for EVERY Bill Code for which Reward Points can be earned. 5 Optional: Enter an amount in the Reward Points Per Dollar Spent field, if desired. The amount you enter here will override/be used in lieu of the amount you entered for this bill code s corresponding module on the Rewards device above. For Example: Your default Reward Point earnings for Activity Registrations is 100 points/dollar spent. However, you re running a promotional for certain classes and want to offer patrons an additional 25% Reward Point bonus for enrollments into them. To do this, you would find the Bill Codes associated with those classes and enter in this field. Any class linked to this Bill Code will be affected. Leave this field at the default setting (0.00) if you do not wish to override the default setting on the Rewards device. 6 Click Done. 7 Repeat steps 2-6 for each bill code on which you want to enable the Reward Points functionality. 8 Click Exit to return to the main menu. 4 07/10/2012 Vermont Systems, Inc.

7 Topic Doc Reward Points RecTrac 10.3 Tran Code Reward Program Options To allow accumulation of Reward Points Point of Sale, your Tran Codes must be set to allow it. Tran Codes also offer added Reward Points flexibility in that you can override the default earnings you entered on the Rewards device and establish Reward Point earnings by Tran Code. This is helpful in situations where you want to offer bigger rewards for some purchases within POS than for others. The following steps assume that: You have previously created your Tran Codes for POS and sales. The pre-existing Tran codes have been linked appropriately and you want to allow Reward Points on them (or the Inventory, Golf Rounds, etc ) to which they are linked. 1 Go to: File Maintenance POS Tran Code Maintenance. 2 Highlight a Tran Code for which you would like to enable the Reward Points functionality and click Change. 3 Enable the Allow Rewards? toggle, which is located on the upper right-hand panel of the screen. This must be done to every Tran Code for which Reward Points can be earned. 4 Optional: Enter an amount in the Reward Points Per Dollar Spent field, if desired. The amount you enter here will override the amount you entered for the Point of Sale module on the Rewards device above. For Example: Your default Reward Point earnings for Point of Sale is 100 points/dollar spent. However, you re running a promotional for certain items and want to offer patrons an additional 25% Reward Point bonus for purchasing them. To do this, you would find the Tran Codes associated with those items and enter in this field. Leave this field at the default setting (0.00) if you do not wish to override the default setting on the Rewards device 5 Click Done. 6 Repeat steps 2-6 for each Tran Code on which you want to enable the Reward Points functionality. 7 Click Exit to return to the main menu. Vermont Systems Inc. 07/10/2012 5

8 RecTrac 10.3 Topic Doc Reward Points Other Reward Points Options RecTrac offers additional flexibility in the Reward Points program in that you can allow patrons to earn Reward Points by: Enrollment into specific Activities. Memberships/Renewals for specific Pass Types. Reserving specific Rental Items. These options can be used separately from the Bill Code/Tran Code and default module Reward Points discussed above, OR they can be used in conjunction with them, meaning the Reward Points will stack. Whether these options will be used separately or in conjunction with the other options is determined by your settings on the Static Parameters device. Reward Points earned for enrollments, memberships and/or rentals is established in File Maintenance. Static Parameters Device Reward Point Settings The following instructions assume you have only one (1) Static Parameters device and that it is linked at the Default Level in your device hierarchy. If you have more than one Static Parameters device, perform steps on each. 1 Go to File Maintenance System Device Maintenance Device Assignments. 2 Click the + next Defaults in the upper left-hand corner of the screen, then highlight Default Devices. 3 Scroll down the device listing in the lower right-hand corner of the screen until you find your Static Parameters device (STATIC-PARAMETERS = <x>, where <x> is the name of your device). 4 Highlight/Select the device and double-click to open it. 6 07/10/2012 Vermont Systems, Inc.

9 Topic Doc Reward Points RecTrac Determine your Activity (AR), Pass Membership/Visit (PM) and Rental (RN) Rewards option from the selections located in the lower panel of the screen. Your choices are: Fee Based (Bill code/rewards Device Settings) See pp 2-5 above. Enrollment (AR)/Membership (PM)/Item (RN) Based Patrons will earn the reward amount as entered in File Maintenance for the specific Activity, Membership and/or Rental Both Selecting Both allows you to stack your Reward Points, adding the Fee Based and Module Based rewards together. For Example: Your Fee Based rewards for Activity Enrollments = 100 points/dollar spent, and an enrollment into Aerobics Energy earns 50 point/enrollment. The Aerobics course costs $ A single patron enrolling into any section of Aerobics Energy would earn 550 points if you choose the Both option, 500 for the Fee Based Rewards (100 X 50 = 500) and an additional 50 for the Enrollment Based Rewards. 6 Determine whether you wish to use Legacy Visit Rewards. This toggle controls what rewards options a user will see on the Fees screen in Pass Type Maintenance: the old reward options (Get a gift certificate for your 20 th visit, for example), or the new reward options that allow patrons to earn Reward points via Registrations, Renewals or Visits for a specific pass type. See the old and new screen examples below. Note: This option defaults off and must remain off to use the new pass option to base rewards off the pass type. 7 Click Done to exit the Static Parameters device acknowledge the challenge message, and then return to the Main RecTrac menu. New Pass Type Maintenance Reward Options Legacy Pas Type Maintenance Reward Options Enrollment Based Rewards Set Up Enrollment based rewards are maintained at the Activity level, not the Section level. If you elect to base rewards on enrollments into specific Activities, you must enter the Reward Points Earned per Enrollment on the Core Info screen of Activity Maintenance. 1 Go to File Maintenance Activity Activity Maintenance. 2 Highlight/Select the Activity to which you want to link Reward Points for enrollments and click Core Info. 3 Enter the Reward Points per Enrollment value in the field located on the upper right-hand panel of the screen. Any enrollment into any section of this activity regardless of whether it s paid and regardless of payment code will earn the Reward Points you specify here. Vermont Systems Inc. 07/10/2012 7

10 RecTrac 10.3 Topic Doc Reward Points 4 Repeat steps 2-3 for each additional activity to which you want to link Reward Points for enrollments. 5 Exit Activity Maintenance when done. Membership/Renewal and Pass Visit Based Rewards Set Up This section assumes you are NOT using the Legacy Reward Option for passes. Membership based rewards are maintained at the Pass Type level. If you elect to base rewards on Memberships or Renewals into specific Pass Types OR if you wish to offer Rewards for visits by a specific Pass Type, you must enter the Reward Points Earned action on the Fees screen of Pass Type Maintenance. 1 Go to File Maintenance Pass Pass Type Maintenance. 2 Highlight/Select the Pass Type to which you want to link Reward Points and click Fees. 3 Enter the Reward Points per New Membership, Renewal and/or Visits in the appropriate field located on the bottom right-hand side of the screen. Any New Memberships or Renewals into this Pass Type, or any Visits swiped by this Pass Type regardless of whether it s paid and regardless of payment code will earn the Reward Points you specify here. 8 07/10/2012 Vermont Systems, Inc.

11 Topic Doc Reward Points RecTrac Repeat steps 2-3 for each additional Pass Type to which you want to link Rewards. 5 Exit Pass Type Maintenance when done. Rental Item Based Rewards Set Up Rental based rewards are maintained at the Rental Item level. If you elect to base rewards on Rentals, you must enter the Reward Points Earned action on the Core Info 2 screen of Rental Item Maintenance. 1 Go to File Maintenance Rental Rental Item Maintenance. 2 Highlight/Select the Rental to which you want to link Reward Points and click Core Info 2 3 Enter the Reward Points per Rental in the field located on the right-hand side of the screen. Any rental reservation for this item regardless of whether it s paid and regardless of payment code will earn the Reward Points you specify here. Vermont Systems Inc. 07/10/2012 9

12 RecTrac 10.3 Topic Doc Reward Points 4 Repeat steps 2-3 for each additional Rental Item to which you wish to link Rewards. 5 Exit Rental Type Maintenance when done. Create and Link a Reward Points Pay Code The purpose of Reward Points is to allow your patrons to use them as payment for specific services and products. To facilitate this, you need to establish a Reward Points payment code. You will enter this code in the Pay Code field when patrons use Reward Points as payment. 1 Go to: File Maintenance System Finance Codes Maintenance Payment Code Maintenance. 2 Click Add. Enter your Paycode number. For Example: Click Next. Select Reward Points from the Pay Type drop-down list. 4 Enter the description and screen description for this pay code. For example, Reward Points. 5 In the Reward Rate field, enter the number of Reward Points which equal $1 US Dollar. 6 Fill out the remaining fields as necessary. Press F1 for field level help, if needed. 7 Click Done. 8 Click Exit to return to the main menu. 9 Go to: File Maintenance System Device Maintenance Printer/Device Maintenance. 10 Locate a Payment device linked to users who process transactions. Highlight/Select it and click Change. 11 Click Next. You will continue to the Module Details screen. 12 In the Allowed Pay Codes field, add the Reward Points pay code you just created. 13 Click Done. 14 Repeat steps for each additional Payment device /10/2012 Vermont Systems, Inc.

13 Topic Doc Reward Points RecTrac 10.3 Note: Enrollment Based, Membership Based and Item Rental Based rewards points, as outlined in the Other Reward Points Options section above, are exempt from Payment Code limitations. This is because the points are earned through the act of enrolling into an activity, registering for a membership, or reserving a rental. How the items are paid for does not factor into the earning of the reward. Ensure Households Are Eligible to Accumulate Reward Points RecTrac offers you the ability to allow or deny Households the ability to use Reward Points. This is controlled by a toggle on the Core Information screen of the household, and the default setting is enabled for any new household you create. To ensure your households have the proper toggle setting 1 Go to File Maintenance Activity Household Maintenance. 2 Select a random Household from the Lookup field and proceed to the Core Information screen. 3 Note the Allow Household To Earn Reward Points toggle is enabled and click Done. 4 Repeat steps 2-3 as needed to spot check other households, if desired. Vermont Systems Inc. 07/10/

14 RecTrac 10.3 Topic Doc Reward Points Using Reward Points Accumulating Reward Points The following assumes that you have established your Reward Points program using the instructions above, though with the realization that your Reward Points earned per dollars spent may be different. To Accumulate Reward Points 1 The patron purchases a service, the Bill Code or Tran Code for which is linked to Reward Points, such as a Pass Visit. 2 Process the sale/visit as you normally would. 3 Check the Household s Reward Points balance. You can use Household Inquiry or the Household Rewards Report to do this. Using Reward Points as Payment The following assumes that you have established your Reward Points program using the instructions above, though with the realization that the Reward Rate on your Reward Points Paycode (the number of Reward Points which equal $1 US Dollar) may be different. 1 Process the transaction for this patron as you normally would and click Payment to proceed to the Global Payment Update screen. 2 Right-click or press F9 from within the Pay Code field to select your Reward Points pay code. 3 Upon selecting the Rewards Points payment type, two (2) things will happen: RecTrac will display the Patron s Reward Point balance The Pay Amount field will default to the Reward Point total needed for the sale. (This occurs ONLY if your Pay Amount Default for the requisite module is set to F (Full) on the Payment device linked to the user processing the transaction /10/2012 Vermont Systems, Inc.

15 Topic Doc Reward Points RecTrac 10.3 In our example above, the patron has 3,000 Reward Points and is purchasing a $13.00 item. Our Reward Point Rate = 100 points to $1.00, so the Pay Amt field defaults to 1,300 points when we select the Reward Points pay code (11). 4 Complete the transaction as usual. The resulting receipt will display Reward Points Used and Reward Points Remaining for the Household. You may also use Household Inquiry or the Household Reward Report to verify a Household s Reward Point balance. Note: You can use Split Payments when paying with Reward Points, if necessary/desired. Refunding Rewards Points The following assumes that you have established your Reward Points program using the instructions above, though with the realization that the Reward Rate on your Reward Points Paycode (the number of Reward Points which equal $1 US Dollar) may be different. 1 Process the return for this patron as you normally would and click Refund to proceed to the Refund Update screen. 2 Expand the Refund Type drop-down list and select Refund Now. 3 Right-click or press F9 from within the Pay Code field to select your Reward Points pay code. The Refund Amount will calculate out the number of points to be refuned. 4 Enter any applicable Pay References, if needed. 5 Click Process and complete the transaction. Vermont Systems Inc. 07/10/

16 RecTrac 10.3 Topic Doc Reward Points Reward Point Reports and Inquiries The Household Rewards Report The Household Rewards Report gives reward points information for households based on your selection criteria. You can choose to print running balances only, or you can choose to Print Detail Rewards Info, which will display all Reward Points transaction for the selected household(s). The Household, Home Phone, Cell Phone, , Current Rewards, and Range Totals may all be listed. Go to: Reports System Household/Family Member Reports Household Rewards Report. Press F1 for field level help as needed. Household Inquiry The Reward Points button on Household Inquiry will display a Household s Reward Points history. All transactions involving Reward Points are displayed by default. The Household s Current Reward Points balance is displayed in the lower left-hand corner. Go to Inquiry Global Global Household Inquiry. Use the Lookup field to select a household and click the Reward Points button, which is located on the far left-hand column. Press F1 for field level help as needed. Updating a Household s Reward Point Balance The Global Rewards Maintenance program allows you to manually increase or decrease a Household s Reward Points. An Audit Log entry is made when this program is used. To Adjust Reward Point Totals: 1 Go to File Maintenance Global Global Reward Points Maintenance 2 Select the Household whose points you wish to adjust from the Household Pick list 3 The Household s Current Reward Balance will appear in the corresponding field. You cannot edit this field /10/2012 Vermont Systems, Inc.

17 Topic Doc Reward Points RecTrac Enter a Reward Balance Change Amount. This can be an increase (e.g.: 50.00) or decrease (e.g.: ). 5 Enter a Note that explains the adjustment. This note will appear in the history and will also appear on the Household Rewards Report if run in Detail mode. 6 Click Process to complete the action and click OK at the Information pop up. The household s reward points will be adjusted accordingly. You will be returned to the Household Pick list where you can repeat this process or Cancel back to the main menu. What the other buttons do: Click History to view the selected Household s Reward Points history. Click <<Back to return to the Household Pick list. Click Exit to return to the RecTrac Main Menu without posting Reward Points changes. Note: There is no Permission Code to restrict user access to this program. Initializing All Household Reward Point Balances To Zero The Bulk Reward Balance Delete program allows you to zero out all household reward point balances to zero. An Audit Log entry is made when this program is used. To Delete Point Totals: 1 Go to Utilities System Household/FM Utilities Bulk Reward Balance Delete 2 Select if you would like to Print a Purge Journal showing the deleted reward balances. 3 Click Process to complete the purge. Vermont Systems Inc. 07/10/

18 RecTrac 10.3 Topic Doc Reward Points PAGE LEFT BLANK FOR DOUBLE-SIDED PRINTING 16 07/10/2012 Vermont Systems, Inc.