Coupons are discounts that apply to families in the Platform. Coupons can be applied to specific revenue types, such as tuition, registration or activity fees. Before setting up coupons, administrators should have already setup Revenue Type Valid Values, Type - Fee Valid Values and Rate Categories.
Coupons can be applied as a one-time coupon or for multiple billing periods. For coupons to apply to a family's financial ledger, there must be a Type - Fee Valid Value on the family's financial ledger that matches the Revenue Type drop down list setup for the coupon.
For Tuition coupons to be applied, the Tuition Revenue Type should be associated to the Rate Category.
From the main menu bar select Setup then select Rates.
Once on the rate page, scroll to the blue menu bar in the middle of the page, click on the icon to display the dropdown menu. Select Setup Coupons.
Enter the name for the coupon in the Coupon Name text box.
If there is an identification code for the coupon, enter the identification number or code for the coupon in the Coupon Code text box.
Enter a brief description for the coupon in the Coupon Description text box.
Add a start date and end date for the coupon in the Start Date and End Date text boxes. These dates determine when a coupon can be selected.
Enter the total amount for the coupon in the Coupon Amount text box.
Select the type of value for the amount entered in the Coupon Amount text box in the Coupon Amount Type Code drop down list.
Select Dollar to have the amount entered in the Coupon Amount text box assigned as a flat dollar discount.
Select Percent to have a percentage entered in the Coupon Amount text box be discounted from the family’s billing statement.
If necessary, enter the group code for the coupon in the Group Code text box.
If necessary, enter the general ledger code for the coupon in the GL Code text box.
Enter the number of billing periods the coupon will be effective in the Number of Billing Periods text box.
If a coupon will be applied for multiple weeks, the number of weeks must be entered in the Number of Billing Periods text box. If a coupon is for a one time discount, enter 1 in the Number of Billing Periods text box. If the coupon is for tuition in a classroom, a number must be entered in the Number of Billing Periods text box.
If a coupon is applied to a family's financial ledger with multiple billing periods, the coupon will continue to apply the discount until the coupon's billing periods are exhausted, even if the End Date for the coupon has passed.
Select the revenue type in the Revenue Type drop down list. This is the fee the coupon will be applied against.
Select the Type - Fee Valid Value that will be displayed on the billing statement for the family in the Adjustment Type drop down list. This is the account that the coupon will be applied to.
If the coupon can be used by employees or staff members in the center, select Yes in the Staff Eligibility section.
If there is a coupon number that is required for families redeeming the coupon, select Yes in the Coupon Number Required section.
If the coupon can be used by families who are currently third party agency or sponsored families, select Yes in the Third Party Eligibility section.
If the coupon can be used by new enrollment families, select Yes in the New Enrollment section.
Enter the number of times a student can use a coupon in the Student Coupon Use Limit text box.
Then, enter the number of times a family could use a coupon in the Family Coupon Limit text box.
If there are any disclaimers for the coupon that should be displayed, enter the disclaimers for the coupon in the Disclaimer text box.
When finished, click on the Save button. This will save the coupon for the center.
After clicking on the Save button, the screen will refresh, indicating the save has been successful.
To assign an age range to a coupon, click on the Setup Coupon Range icon, located to the right of the coupon in the Coupon section.
Enter the starting age for the coupon in the Age From field. The age entered in the Age From text box is in months.
Then, enter the ending age for the coupon in the Age To field. The age entered in the Age To text box is in months.
When finished, click on the Save button.
Click on the name of the coupon in the bread crumb section.
To authorize a coupon to a specific center, brand, division or district, click on the Setup Coupon Restriction icon, in the Coupon section.
Select the center, brand, division or district that will be allowed to use the coupon in the Center, Brand, Division or District drop down lists.
If a center, brand, division or district is selected, the coupon will be allowed to be used at a center with any of the matching criteria. The coupon is not required to match all of the restrictive requirements to be used at a particular center.
When finished, click on the Save button. The screen will refresh, indicating the save has been successful.
