Working with Discounts

In this article you'll learn how to create a discount. We'll review the various types of discounts you can create as well as the rules you can apply to them that will determine when ASAP will apply the discount.

Read me first!

Because discounts can directly affect your revenue, it's very important that you understand how a discount will work before you make it available to your customers. You might create a discount thinking that it should work one way when really it doesn't.

Wherever there is information below that is especially important to understand or where we have noticed confusion occurring I have highlighted that text like this. Make sure you read all of the highlighted text before you create a discount!

After you create a discount you should always test it. Create a fake student account, go onto your online registration site, and purchase whichever items you wish to discount. Make sure the discount works as you intended it too before you make it available to the world.

"Discounts" can mean many different things from tuition aid to early bird discounts. Before creating your discount, you can set up the Category of discount you'd like to track. 

Go to Configure > Set Up Data > and scroll to the Discounts table.  Here, enter the terms you use to track the different Discount Categories (depending on when you're reading this, the field may still be named Discount Type.)

 

Where do I create a discount?

Discounts are managed on the Discount Configuration page (under Configure > Discounts). When you first land on the page you'll see the Discount Editor where you create new discounts. To view your existing discounts click the View My Discounts tab.

The basics

OK, ready to create your first discount? Let's go...

First select "Discount" from the Discount Type menu. Next, give your discount a name ("Early Bird Discount", "Summer Camp Special Discount", whatever you like).

Now select a date range for your discount. For example, if you want the discount to only be valid in July, you'd select 7/1/2015 and 7/31/2015.

Finally, select a G/L code to associate the discount with (if you don't use G/L codes you can skip this step). You may want to create a new G/L code just for tracking discounts.

That's it for the basics, we're off to a good start! Now lets talk about the different types of discounts you can create.

Types of discounts

The next step is to select which type of discount you want to create. You can create the following types of discounts in ASAP:

  • Fixed-rate discounts - these are the simplest type of discounts; when in doubt use this one :-)
  • Early-bird discounts ("enroll before March 1st and get 20% off...")
  • Age-based discounts ("students under 18 get 20% off...")
  • Volume-based discounts ("buy two and get 20% off...", or "get 20% off when two siblings enroll in the same class")

Let review each of these options individually.

Fixed-rate discounts

Fixed-rate discounts are the simplest type of discount you can create. Select "Fixed Rate Discount" when the age of the student, the registration date, or the number of items being bought or students enrolling aren't important.

Once you've selected "Fixed Rate Discount", enter the amount of the discount you wish to give. You can skip ahead for more on working with discount amounts.

Early-bird discounts

Select "Early-Bird Discount" if you want to give people a discount for registering a certain number of days before the beginning of the class that student is registering for. 

After you select "Early-Bird Discount", enter the number of days prior to the beginning of the class that the discount should stop being valid. For example, if you want a discount that's valid up until 30 days before class starts, you would enter "30".

Now enter the amount of the discount you wish to give. You can skip ahead for more on working with discount amounts.

Age-based discounts

Chose "Recipient Age-Based" when you only want people within a certain age range to receive a discount.

After you select "Recipient Age-Based", enter the age range you wish to make the discount valid for. For example, if this was a senior's discount you might enter "65" and "100".

 

One important note: If the student enrolling in the class doesn't have a birthdate stored in the system then ASAP cannot give them an age-based discount.

After you've entered your age range you can now enter the amount of the discount you wish to give. You can skip ahead for more on working with discount amounts.

Volume-based discounts

Volume-based discounts let you offer discounts based on either the number of items being purchased ("Buy 3 and get 10% off!") or the number of people who are registering, otherwise known as a sibling discount ("Get 10% off when two siblings enroll in the same class!"). 

First let's create a discount that will get trigged based the number of items being purchased, and then we'll create one that will kick in based on the number of registrants on the invoice.

Discounts based on the number of items being purchased

  1. Select "Volume Based"
  2. Select "Discountable Items" if you don't care about how many registrants contribute to the total number of items in the cart, or "Discountable Items That A Single Student Purchases" if you ONLY want the discount to kick in if just one student registers for all of those classes.
  3. Enter the number of items that need to be purchased for the discount to be valid
  4. Enter the amount of the discount (you can chose between dollars and percent)
  5. Click "Save"

You now have a single volume discount. If you want you can repeat that process to create a series of different volume discounts. For example, you could offer 10% off for a volume of 2, 15% off for a volume of 3, etc etc :-)

Discounts based on the number of people enrolling in a class (sibling discount)

  1. Select "Volume Based"
  2. Select "Students Purchasing The Same Discountable Items".
  3. Enter the number of student that need to be registering for the same class for the discount to be valid
  4. Enter the amount of the discount (you can chose between dollars and percent)
  5. Click "Save"

You now have a single sibling discount. Again, you can repeat the process if you want to offer a series of tiered sibling discounts.

Entering the amount of the discount

A discount can be dollar-based ("Sign up now and get $20 off!") or percentage-based ("Sign up now and get 20% off!).

Dollar-based discounts

To create a dollar-based discount, select Dollars and enter the amount of the discount you want applied to the invoice. 

(This next part is so important that I wish I could highlight it twice, so just pretend I did.)

After you select Dollars you'll see a checkbox that reads "Apply discount once per invoice?":

If you DO NOT select this checkbox, that means that the discount will be applied to the invoice once FOR EVERY DISCOUNTABLE ITEM ON THE INVOICE.

For example, if you create a discount where everyone over 65 gets $100 off, and you DO NOT check the checkbox, and the the student enrolls in three classes, that student will receive $300 off of the total on their invoice.  

If you DO select this checkbox, that means that the discount will only be applied to the invoice ONLY ONCE.

For example, using that same seniors discount as an example, and you DO check the checkbox, and the the student enrolls in three classes, that student will only receive $100 off of the total on their invoice no matter how many classes they enroll in.

Percentage-based discounts

To create a percentage-based discount, select Percentage and enter the amount of the discount you want applied to the invoice. 

You do not have the option to apply a percentage-based discount only once per invoice, and that brings us to a VERY IMPORTANT DISTINCTION between dollar and percentage-based discounts:

Discounts in ASAP are applied to the sub-total of an invoice and not to specific items. What does that mean? If you create a 20% off discount, and that discount is applied to an invoice, that 20% will be deducted from the sub-total of that invoice and not to any one specific item. That means that everything on the invoice will be 20% off.

You can create a discount that will only be applied to an invoice when a specific item is on it (we'll get into that below), but that discount will still apply to every discountable item on the invoice, since it's going to be applied to the subtotal and not to the specific item.

The only way to create a discount where the amount of the discount doesn't change no matter what the sub-total is to create a dollar-based discount and then checking the "Apply discount once per invoice?" checkboxThen you can calculate what the percentage off of a particular item would be in dollars, create a dollar-based discount for that amount, and select the "Apply discount once per invoice?" checkbox. 

Discount rules - customizing your discount

The rest of the options on the discount configuration page allow you to make your discounts even more specific if you wish. Let's look at each type of rule starting with the first one.

"When should the discount be applied?"

 Here you only have two choices:

  1. "Automatically" means that ASAP will apply the discount to the student's invoice as long as all of the discount rules are met. Is the student over 65? Are they registering 35 days before the start of class? ASAP will automatically apply those discounts to the invoice without any further action from you or the student.
  2. "When the student enters a coupon code" means the student will need to enter the coupon code you create here in order for the discount to be applied to the invoice. Note that the discount won't be applied to the invoice if the discount rules are not met, regardless of whether or not the coupon code is entered. Select "Single-use" if you want the coupon to only be good for one person, or "Multi-use" if you want more that one person to be able to use the code.

"Who should receive the discount?"

This menu lets you limit the number people who are eligible to receive the discount if you wish. For example, you can create a discount that will only work for:

  • specific people (some people do this to manage their tuition assistance programs)
  • a specific customer group (click here for more on creating customer groups)
  • a specific customer type (click here for more on customer types)
  • a specific membership level ("All Gold Members receive 20% off!")

If you want the discount to be applicable to all individuals, just select "Everyone"

"What items should the discount apply to?"

This is where you can specify which items need to be on an invoice in order for the discount to be applied. You can specify that more than one item needs to be present in order for the discount to be valid if you wish ("Enroll in Guitar Lessons and Choir together and receive 20% off!") by creating and saving multiple rules of this type before completing the discount.

If you don't care which items are on the invoice for the discount to be valid select "Applies to all items". Otherwise you have the following options:

  • "class", "course", and '"course group" are for targeting a specific class or classes
  • "private lesson" lets you create discounts that only apply to private lessons, and "lesson package" lets you discount lessons that are sold as a part of a package
  • "time period fee" lets you discount the registration fee for that semester/year, and "time period" lets you discount only classes or lessons that take place within a particular time period

"Are there any items that this student must have purchased in the past for this discount to be valid?"

Use this option for creating discounts for returning students. Again, you can specify that more than one item needs to have been purchased in the past in order for the discount to be valid if you wish by creating and saving multiple rules of this type at once.

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Comments

  • Avatar
    Angelina M. Cabrera

    When creating for AFTER SCHOOL PROGRAM, there isn't an option type. Options are Class, Course, Course Group, Lesson Package, Private Lesson, Product, Reservation, Resource Group, TIme Period, and Time Period Fee.

    Also, the discount is not changing for future invoices.

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