Skip to content

Discounts

Overview

The discount codes feature allows you to offer discounts subject to a variety of rules. For example, you can use this feature to create member benefits, offer comp pricing to committee members, and more.

CV Online Setting Required

The new advanced discounts feature requires a current version of CV Online and Pro. To access the feature, the CV Online setting NOTEBOOK_CAM_SHOW_DISCOUNTS must be enabled.

To access the module from the main menu go to: Processes > Marketing and Discounts.

Discounts on Main Menu

Users have the following options to set rules for a discount code:

  • Type of discount (percent, amount)

  • Applicable item(s)

  • Who can use the discount

  • Number of allowable uses

  • Active date range

Set-up

Discounts are managed in the same interface as marketing campaigns and appeals

To create or edit a discount, navigate to Processes > Marketing and Discounts and select an existing campaign or create a new one.

  1. When you are in a campaign notebook, discounts are available under the tab labeled “Discounts.”

  2. Use the “Add Discount” button to create a new discount. The step-by-step wizard will guide you through the options for creating a discount:

    • What Type of Discount
    • What Sale Item(s) Does Discount Apply To
    • Who Should Receive Discount
    • How Many Times Can Discount Be Used
    • Saving the Discount

Type of Discount

The type of discount determines how the discount amount is applied:

  • Set Price: A new price to be charged for applicable item(s)

  • Discount Percent: Percent discount to apply to the item in the user’s cart

  • Discount Amount: Dollar amount to take off of the price of the item in the user’s cart

Applicable Items

This section determines what item(s) this discount can be applied to:

  • Specific Items: Specific products, events, and/or dues/subs/donations that the discount can be used for

  • Categories of Items: Categories of products or events that the discount can be used for; for example, you could offer the discount on all events with program type = "Webinar"

  • Entire Shopping Cart: Discount amount to be applied to the entire cart total

Specific Items

If you chose "Specific Items" you will select one or more specific items and indicate the discount amount (dollar or percent) for each.

Note

The Item Code dropdown is pre-filtered to exclude products and dues marked inactive, and events in the past or marked closed or cancelled. As you type into the dropdown, the system also filters the dropdown by matching to the code and name.

  1. Select the appropriate Item Type radio button.

  2. For Products as well as Dues/Donations/Subscriptions, choose an item from the Item Code dropdown then indicate the discount amount.

  3. Click "Add Item" to add the item to your discount code.

  4. For Events, choose an event from the Item Code dropdown, then indicate the discount amount.

    • You must also indicate whether add-on functions should have this discount code applied to them, as well. For example, if you had an upcoming webinar that attendees could optionally purchase study materials for, you can indicate whether the study materials should still cost full price when someone uses the discount code. You can choose between All Functions, Selected Functions, or No Functions.

  5. When ready, click "Add Item" to add the event to your discount code.

Categories of Items

If you chose “Categories of Items,” you will indicate the discount amount, then select a category of events or products. The categories available will depend on your specific business rules. In a common example, many associations offer online webinars, and track these webinars as events with Program = “Webinar.” In another example, you could use Major or Minor Categories to categorize by topic area; for example, you could have a category of “Accounting,” and offer a discount on all events OR products with that category assigned.

  1. First, enter the Discount Amount.

  2. If you wish to select an Event program or category, you must decide whether the discount code should also apply to any add-on functions; if so, set Comp Functions to “All,” otherwise set it to “None”.

  3. Then you may select the appropriate option from the dropdowns for Event Programs, Event Major Categories, or Event Minor Categories; when you click on the option in the dropdown, it will be added to your discount.

  4. For Products, simply select the desired option from the dropdowns for Product Type, Product Major Categories, or Product Minor Categories; when you click on the option in the dropdown, it will be added to your discount.

Category of Items

As you add items or categories to your discount, they will appear in the “Selected Items” grid on the right. You may add as many items or categories as you wish.

  1. If you wish to remove an item, click it once to select it, then click the trash can icon at top-right to remove it.

  2. When you are done adding items, click “Done Adding Items” to move on to the next step.

Category of Items

Enter Shopping Cart

  1. If you chose “Entire Shopping Cart,” then you will indicate the discount amount to be applied to the user’s entire cart total. You will also indicate the product line item to be used on the user’s invoice in applying the discount.

  2. The “Discount Product” dropdown lists products with Type = COUPON. You will need to create at least 1 such product to use this discount type. The “Short Description” field from your selected product will appear on the user’s invoice.

Category of Items

Available to Whom

Note

If you are using ClearVantage MultiCompany Membership features, discuss with your Euclid support analyst the options for “Members” and “Individuals with a certain customer type.” Optional system setting MANAGEMULTICOMPANYDISC may allow you to limit discounts on the basis of multiple association memberships.

This section determines who can use the discount code. You have several options.

Category of Items

Standard Options are as follows:

  • Anyone: any logged-in user can use the discount code
  • Members: only members can use the discount code; this refers specifically to individuals whose “Member?” field says “Yes” (i.e., ISMEMBERFLG = Y)
  • Nonmembers:: only nonmembers can use the discount code
  • Appeal Recipients: only individuals who have been added to the discount’s appeal code may use the discount; this option would allow you to limit usage to an arbitrary set of individuals

If you choose the Other option, then you will have the following additional options:

  • Individuals with a certain customer type: you will be prompted to choose an individual member type (this is not limited to members only)
  • Organizations with a certain org type: you will be prompted to choose an organization member type (this is not limited to members only)
  • Active committee members on a committee you will be prompted to choose a committee; only individuals whose committee status is “Active” will be able to use the discount
  • Event attendees for an event you will be prompted to choose an event; only individuals whose registration is (a) not cancelled and (b) is not marked as a no-show will be able to use the discount
  • Individuals that appear on a saved list: you will be prompted to choose from individual saved lists; this allows you to use the power query tool to determine who can use the discount

Usage Limits

This section determines the usage limit for the discount.

Category of Items

Options are:

  • Unlimited while active: no limits, except for the discount’s active date range and the “inactive” checkbox (to be set in the final step below)
  • Total # of uses: for example, allow the first 20 users to get the discount (but no per person limit)
  • Number per user: allow each person to use the discount a specified number of times

Save Discount

Note

The “Discount CD” is the actual discount code that you will give out to users and that they will enter on your website.

In this section you will create the actual discount code and specify its active date range.

Category of Items

The fields to be set are as follows:

  • Discount CD: this is the actual discount code that users will enter on the website. It must be unique in your database. This means if you use “SUMMERFUN” in 2020, you cannot create another discount with the same code in the future. As such, you may want to include the year in your discount’s code.
  • Discount Name: this is for internal reports only.
  • Company CD: which entity is the code for - association (001), foundation (002)? If you are using Multicompany Memberships, this option determines the association membership to be checked when determining discount eligibility.
  • Start Date and End Date: your discount code will be able to be used only during this timeframe; this is a required field.
  • Status: this is for internal tracking only, it does not affect the functioning of the discount.
  • Inactive: if you check this box, the discount code will stop working.

Accounting Implications

When you create a discount for specific items or categories of items, the discount amount is applied directly to the invoice item(s). From an accounting perspective, this means that the revenue going to the item GL will be reduced.

On the other hand, a discount applied to the entire cart may encompass multiple items, so item-specific GL revenue is not reduced. Instead, the GL code associated to the Discount Product will receive a debit (i.e., negative credit) in the amount of the discount.

Edit an Existing Discount

1) To edit an existing discount, navigate to Marketing and Discounts, then select the Campaign containing your discount.

2) On the Discounts tab, select your discount, then click “Edit Discount.”

Category of Items

This allows you to adjust the setup of the discount including:

  • Which items or categories are included
  • Who can receive the discount
  • Usage limits
  • Active dates and inactive checkbox

Apply a Discount

Discount codes can be applied on the website or by staff inside ClearVantage.

User on Website

On the website, users will be shown a “Promo Code” entry box on the cart summary page. When the user enters a code, the system first checks to see if the discount code exists and is currently active. If the discount code is active, the system then applies the business rules specified in the discount setup to determine if the user is allowed to use the discount code for each item and as well as the overall cart. The user may only apply one discount code to their cart.

Category of Items

Staff User in ClearVantage

For staff to apply a discount code inside ClearVantage, this is done in the Shopping Cart.

  1. From the Cart Main Menu Dropdown, click on View/Edit Cart.

  2. Click the % button to enter the discount code.

Category of Items

Note

At this time, discounts for the entire cart are not supported in the staff view. Is is necessary to use Login As User to process such a discount.

Troubleshooting

If you attempt to apply a discount code and the system rejects your entry or does not apply the discount amount, review the following FAQs.

Is the Discount Active?

  • Is the discount’s Inactive checkbox unchecked? Checking this box disables the discount code.

  • Are the Start and End dates on the discount valid for the date on which you attempted to apply the discount? Discount codes are only valid during this date range.

Is the Discount Allowed in this Scenario?

  • Which item(s) or category(s) are allowed in your discount? You must compare this setup to the item you are attempting apply the discount to. For example, if your discount is for events with Program = “Webinar,” verify that the event is properly setup with the Program Type of “Webinar.”

  • Who is allowed to use your discount? You should confirm the information in the discount setup, then review the individual’s record who attempted to apply the discount.

    • For example, if your discount is limited to members of the Board, verify that the person is active on the appropriate committee record.
    • If you used the option for “Individuals on a saved list,” double-check whether the person attempting to use the discount is on the saved list, as these lists are dynamic so the person may no longer meet the criteria.
    • If you are entering the purchase into ClearVantage (as opposed to on the website), make sure you are “Working With” the correct individual.

  • Is there a usage limitation? If so, check if it has been met.

    • For example, if you specified that each person can use the discount only 1 time, check if the person has already used the discount.
    • The most direct way to do this is to review the contents of the APPEALUSAGE table using the Standard Report Writer.

Am I in the Correct Database and Website?

  • Are you working in your production database? If so, make sure you are on the live website. If you are testing things out in the test database, make sure you are testing the discount code on the test website.

Still Having Trouble or Received an Error?

If you received an error message or need further assistance, make note of the product being purchased, discount code, user’s member ID, and any error message received. Submit this to the Euclid support team.

Reporting

This section is intended to aid users in creating their own reports on discount codes, it lists the applicable data tables. Refer also to the ClearVantage Field Mapping Guide for more information.

  1. Campaigns listed in the Marketing and Discounts module are stored in the CAMPAIGN table, uniquely identified by CAMPAIGNCD.

  2. Discount codes listed in the Discounts tab are stored in the APPEAL table. They are uniquely identified by the APPEALCD field.

    • Each discount is linked to its campaign by the CAMPAIGNCD.
    • Whether a discount is active is determined by the Start and End Dates (STARTDATE, ENDDATE), and the Inactive checkbox (INACTIVEFLG).
    • Who can use the discount and any usage limits are stored in the fields AVAILABLETO, AVAILABLETOFIELD, AVAILABLETOVALUE, LIMITUSAGE, LIMITNUMBER.
    • A useful alternative to the APPEAL table is the data object vw_DiscountGrid, which is the source of the data shown on the Discounts tab in the Marketing and Discounts module.

  3. The items, categories, or full cart discount information is stored in the APPEALOFFER table. Each record in this table is uniquely identified by its APPEALOFFERNUM. For items and categories, this corresponds to the “Selected Items” screen in the discount setup.

    • Each entry is linked to the discount code by the APPEALCD field.
    • The type of discount is stored in DISCOUNTTYPE. Options are:
      • Set Price
      • Discount Percent
      • Discount Amount
      • Cart Discount Amount
      • Cart Discount Percent
    • The amount of discount is stored in the PRICEAMT field. Percentages are stored as integers, so a value of “25” means 25% off.

  4. The history of appeal usage (on which basis usage limits are enforced) is stored in APPEALUSAGE, with fields indicating when the discount was applied, the member ID who used it, the invoice on which it was applied, and the actual discount code used.

Transitioning to the New Feature

Advanced discounts are a new feature. The following system requirements apply:

  • CV Pro or CV Online version 1.27.02
  • Updated web services (5.0.1.2)
  • Updated database objects

If your system has had additional configuration for specific discount scenarios, these existing configurations may need to be adjusted or removed to use the new feature.