Creating Discounts

Discount Groups and Group Order

Discounts that you create will be categorized into “Discount Groups”. For instance you may have a discount group of “Family” which will be for all of the family discounts you create (second family member, third family member, etc…). You may have a discount group of “Events” which will be for all of the discounts you create that are associated with any events you have where you offer a discount (birthday party, open house, bring a friend day, etc…). You might have a discount group of “Administrator” for any discounts that you create to be applied for special circumstances such as for staff.

The drop box for Discount Group will be blank and you should enter the name that you want to identify the Discount Group that this particular discount.

Group Order - This determines the order in which discounts are mathematically applied when multiple discounts are selected for a contract.

The order of application goes from the group order of lowest to highest (a discount that is from a discount group with a group order of 0 will be applied first, then a discount with a group order of 1, then a discount with a group order of 2, etc…)
You will notice that by default the group orders go up by 10. This is so that if you have a discount group of 0 and one of 10 and decide at a later point to add a new discount group that you want applied between your two existing discount groups, you can simply assign it a group order with a number between 0 and 10 and not have to reorder all of your existing discount groups.
Please note that if all of your discounts are in terms of flat dollar amounts or all of your discounts are in terms of percentages, the group order will be mathematically irrelevant. It is only when you mix the two types of discounts that you will want to determine in what order you would like the discounts to be applied.

In ALL cases, any payment schedule discounts that you entered as part of a membership option’s payment schedule (a paid in full discount for example) will be applied LAST.

Discount Type

If you select “Contract” the discount will be applied to every student that is on the contract if you apply that discount. So if the discount is for $100 and there are 2 students on the contract, a total of 2x$100= $200 discount will be applied to that contract.

If you select “Student” the discount will only be applied to the student that you apply the discount to on the contract.

Discount Name, Code and Description

Enter a "Name" for the discount. (Second Family Member for example)

Enter a "Code" for the discount. (2FAM for example)

Enter a "Description" for the discount. (This discount should be applied when a second family member registers as a student, for example.)

Applies to Contract Types

Select which contract types this discount can be applied to. (You may decide not to allow a birthday party discount to be applied to renewal or upgrade contracts for an existing student who attends a birthday party, for example).

Discount

Amount- The discount can be applied as a flat dollar amount to be subtracted from the contract base price.

Percentage- The discount can be applied as a percentage off to be applied to the contract base price.

Amount Per Month- The discount can be applied as a flat dollar amount to be subtracted from the monthly payment.

Applies to Membership Options

The default is that the discount can be applied to all membership options.

Alternatively, you can select individual membership options for which you can apply the discount. (You may decide not to all a Birthday Party discount to a second dan membership for an existing student who attends a birthday party at your school, for example.)

Contract Process using Base Prices and Discounts

Contracts- the following information applies regardless of whether the contract is new, an upgrade or a renewal

Select Membership Option as usual

The base price of the membership option you selected will automatically populate on the Contract/Financial page.

Select Payment Schedule as usual

Any discount that is associated with the Payment Schedule you selected will automatically populate on the Contract/Financial page. The value of the discount will display under the Discount field and it will display under the Discounts Applied field.

If you would like to apply additional discounts to a student, select the icon under the discounts applied field. This will bring up a pop up box of all of the student discount that you previously created.

Select any that you wish to apply to that individual student. This will add the resulting dollar amount of the discount to the discount field and also list the discount code under the Discounts Applied field.

If you would like to apply a contract level discount select the corresponding icon under the Discounts Applied field. This will bring up a pop up box of all of the contract discounts that you previously created. Again remember that this discount will be applied to ALL students on the contract. This will add the resulting dollar amount of the discount to the discount field and also list the discount code under the Discounts Applied field.
After discounts have been applied the contract process proceeds as usual.

Please note that when you elect to use “Base Prices” all staff with the organization level role will still be allowed to edit the base price and discount fields in the financial Information section of the contract, which basically allows them to override all controls that base pricing provides. Any staff with other previously created roles (ex. School manager and staff) will not have those permissions. In order to take full advantage of the controls that base pricing and discounts provides this should not be changed. If, however, you choose to grant that permission to additional staff members, it will need to be changed in settings.

Settings/Roles

Select Edit for the role for which you would like to add this permission.
Permissions
Select General to allow that role to edit both base pricing and discounts in the Financial Information section of the contract.
Select Edit Base Pricing to allow that role to edit base pricing only in the Financial Information section of the contract.
Select Discounts to allow that role to edit discounts only in the Financial Information section of the contract.

Audit Report - A new report (Reports/Contracts/Audit Report) allows you to see what discounts have been applied to contracts sold, as well as the dollar value of those discounts.