Promo codes in Retail POS (X-Series)

Retail POS's new promo codes feature is an extension to our Promotions feature, which lets you set up promo codes to offer your customers discounts on all or select products in your store.

  Important

Promo codes are only available for retailers who are on our latest Pro, Enterprise, Advanced, or Multi-Outlet pricing plans. You can set up your Promo Codes on your Mac, PC, and through the Retail POS iPad app.

If you are on our Lean, Pro, Standard, Enterprise, Advanced, or pricing plans, the Promo codes feature is available to use with both Basic promotions and Advanced promotions.

Click on the links below to learn more about Promo Codes.

  Note

You will need to be on Retail POS on iPad version 3.0.1 and above to redeem promo codes whilst using Retail POS on iPad in-store. To learn how to redeem promo codes during a sale, click here.


Setting up promo codes for Basic promotions

  Note

If you are using the Retail POS on the iPad app to set up promo codes for your store, first click on Dashboard which will open the web version of Retail POS on your iPad. You will then be able to follow the steps below to set up your promo codes.

To create a new promo code for your Basic promotions, follow the steps below:

  Note

For more information on Basic promotions and how to set them up, check out this article.

1. Navigate to Catalog > Promotions.

2. To add a new promotion, click Add promotion.

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3. Give this promotion a name, short description, date range, and specify which outlet(s) this promotion will apply to. If you select All outlets, any future outlets that are added to your store will also be included under this promotion.

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4. Next, select Basic.

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5. Set a percentage discount or a dollar discount off this promotion. This discount will be applied to the current retail price of all products included in this promotion.

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6. Finally, specify whether this promotion applies to all products or a specific product set.

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7. At this point, select Exclusive to some to apply promo codes to your promotion.

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8. Select the Apply a promo code option. 

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9. A screen will show you the steps to take to set up promo codes in your store.

10. Add your custom promo codes. When creating a new promo code, make sure that you use unique and specific promo codes, as you will not be able to reuse or edit a promo code once it has expired or been created. For example, if you are creating a Christmas promo code, make it specific to the year, i.e. christmassale2018, as opposed to christmassale.

The promo codes can be redeemed as many times as you decide. You may add a maximum number of redemptions to limit the number of times a specific promo code is redeemed. For more information on adding a redemption limit to your promo codes, click here.

  Note

Promo codes are not case sensitive and cannot contain spaces. You will also not have an option to edit your promo codes. Therefore, make sure that the promo codes are correct before you finish.

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11. Once you have added all your custom promo codes, select Add new codes.

12. Complete the remaining steps for your promotion such as deciding whether to offer Loyalty. Click Save to create your new Basic promotion with promo codes.

  Note

Have any further questions about promo codes? Check out our FAQs.


Setting up promo codes for Advanced promotions

  Note

Advanced promotions are only available for retailers who are on our latest Lean, Pro, Enterprise, Advanced or Standard pricing plans. For more information on the types of advanced promotions, you can set up in Retail POS, check out this article.

1. Navigate to Catalog > Promotions.

  Note

If you are using the Retail POS on the iPad app to set up promo codes for your store, first click on Dashboard which will open the web version of Retail POS on your iPad. You will then be able to follow the steps set out in this section to set up your promo codes.

2. Click the Add promotion.

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3. Give this advanced promotion a name, short description, date range, and choose which outlet(s) this promotion will apply to.

Promotion-name-outlet.png

  Note

If you select All outlets, any future outlets that are added to your store will also be included under this promotion.

4. Choose the type of promotion. In this case, select Advanced.

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5. Set the values for your promotion. In the example below, we have chosen to give customers a free t-shirt when they purchase between 1-5 t-shirts in-store.

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6. In the Target this promotion section, select Exclusive to some.

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7. Select the Apply a promo code option. 

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8. A screen will show you the steps to take to set up promo codes in your store.

9. Add your custom promo codes. When creating a new promo code, make sure that you use unique and specific promo codes, as you will not be able to reuse or edit a promo code once it has expired or been created. For example, if you are creating a Christmas promo code, make it specific to the year, i.e. christmassale2018, as opposed to christmassale.

The promo codes can be redeemed as many times as you decide. You may add a maximum number of redemptions to limit the number of times a specific promo code is redeemed. For more information on adding a redemption limit to your promo codes, click here.

  Note

Promo codes are not case sensitive and cannot contain spaces. You will also not have an option to edit your promo codes. Therefore, make sure that the promo codes are correct before you finish.

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10. Once you have added all your custom promo codes, select Add new codes.

11. Finally, decide whether you want to offer Loyalty with this promotion. Click Save to create your new advanced promotion with promo codes.

You can test this promotion by adding the relevant product and customer group to the sell screen when processing a sale.


Editing an existing promotion to include promo codes

If you wish to add promo codes or additional promo codes to an existing promotion, head to the promotion you want to add promo codes to and select Edit promotion.

Scroll to the Target this promotion section. In this section, you will be able to see how many promo codes are part of the promotion. Click Add promo codes to add additional promo codes to your existing promotion.


Redeeming promo codes in-store

  Important

You will need to be on Retail POS on iPad version 3.0.1 and above to redeem promo codes whilst using Retail POS on iPad in-store.

1. Once you have set up your promo codes and promotions, you will be able to redeem them on the Sell screen when making a sale.

2. On the Sell screen, process the sale as normal.

3. Click on Promo code and add the promo code to the sale. You will notice that the promotion associated with the promo code will be added to the sale. Only one promo code can be added to a sale. In the event that an existing promotion has already been applied to the sale, once you enter in another promo code, the existing promotion will be replaced with the discounts associated with the latest promo code.

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Note: If the promo code is incorrect or invalid, a warning message will appear notifying you of this.

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Return a sale belonging to a promo code

If a sale is made with a promo code, the sale can be returned. However, additional promo codes cannot be added, even if the promo code has expired or new items are added to the sale.

The promo code that was applied at the time of the sale will continue to be applied to the exchange items.


Lay-by and On Account sales belonging to a promo code

Promo codes can be applied to a Lay-by or On Account sale. However, the promo code can only be added once, at the time the Lay-by or On Account sale was made (i.e. the time the contract was made and the price confirmed.)

When the sale is paid in full, you cannot apply another promo code to the already discounted sale to apply further discounts.


Viewing items that are part of a promotion

This window gives you the option to view your promo codes and also whether and when the code has been redeemed. You will also be able to see who generated the promo code.

1. Navigate to Catalog > Promotions and click on the relevant promotion in the list below.

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2. Once here, click View products to the right of the page.

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This will open a list of all the products currently involved in this promotion.

3. Click on the With a promo code tab. You will then be able to see all the promo codes associated with this promotion.

4. Click on View sales to see how many sales you have made that have used the promo code. This will take you to your Sales history.

 

FAQs

Are there any limitations when creating a promo code?

The limitation when creating a promo code is that promo codes cannot be reused. Therefore, your promo code will have to be unique to each promotion. You will receive a warning message in the situation that you have entered a promo code that has been created or entered previously.

Can I add a redemption limit to my promo code?

Promo codes can be redeemed as many times as you decide. You may add a maximum number of redemptions to limit the number of times a specific promo code is redeemed. If you wish to have an unlimited number of redemptions, leave the field blank.

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There are a number of rules when adding a redemption limit to your promo code:

  • The number of redemptions can't be a negative value
  • The value can't contain a decimal point
  • They have to be numeric values only
  • The value must be greater than 0
  • The number of redemptions can't exceed 99999999999

You will receive a warning message like the image below if you have entered the value incorrectly.

When the promo code is applied to the sale, if the maximum redemption limit has been met, you will receive a warning informing you that the code has already been redeemed.

Who can add and edit promotions?

Adding and editing promotions will be Disabled by default for cashiers and Enabled by default for managers. The admin user can change these permissions on the user permissions screen.

Do promo codes expire?

Your promo code will automatically end on the end date that you've specified for the promotion to end. If you need to end the promotion early, head to the promotion and click the End early button from the main promotions page.

You will then have the option to end the promotion or set a new end date or time.

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What if I decide to take promo codes out of a promotion?

If you decide that you no longer wish to attach a promo code to your promotion, you will not be able to remove the promo code from the promotion. Instead, you will need to set up a new promotion. Head into Promotions and Add promotion to do this.

What do these warning messages mean?

You may receive the warning messages below when redeeming your promo codes on the Sell Screen.

1. This code cannot be redeemed as it conflicts with promotions/discounts already applied to products in the sale.

2. The code cannot be redeemed at this outlet.

3. This promo code can't be redeemed just yet.

4. Code can no longer be redeemed.


1. The warning message below applies to the following scenarios:

  • There's an existing promotion already in place for the items in the sale.

  • There are additional discounts applied to the sale.

For the promo code to apply, ensure that the items in your sale are not already part of another discount or promotion applied on the same sale.

It can also appear when the conditions haven't been met yet - for example, not all the necessary products have been added to the sale.


2. The warning message "The code cannot be redeemed at this outlet. Check promotion" is for when you have entered a code set for a different outlet. Head back to where you set up your Promotions to check which specific outlet this promo code applies to.


3. The warning message "This promo code can't be redeemed just yet. Check promotion" is for when you have entered a code set for an upcoming promotion.

Click on Check promotion. An information window opens to show you when the promotion was due to start under Duration.


4. The warning "Code can no longer be redeemed. Check promotion" is for when you have entered a code that is linked to a promotion that has expired.

Click on Check promotion. An information window opens to show you the start and end date of the promotion.

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