You can use a dummy Sku for promotion certificates and on a sales screen
enter a merchandise Sku at full price and a separate promotion certificate
for the discount. This helps prevent the skewing of the price of the
merchandise. i.e. it's no fault of the merchandise that you discounted it as
it was a merchandise-independent promotion. This also helps you run reports
on the results of the promotion.
Create a major code - say 995 and you'll get a dummy Sku 995-00001.
Further - when you make that major code - give it a repair category of 3.
Normally that's for appraisals, but it basically just means that when you
sell one in that category it won't change the qty.
You can edit that dummy Sku from the 2,8,E screen to give it a "fixed" price
of, say $50 or you can leave it at $0. Either way you can change the value
at the time of sale - but if they are almost always $50, you can save
yourself some time there - but note that it's positive $50, not negative.
When the coupon has expired, you can remove the sku number to prevent
further use. (from screen 8,E,3). Alternatively you could move the
sku number to a different major code ("Expired Coupons") - that way you
avoid a possible (though uncommon) difficulty where you have a sale for a
sku that's no longer in existence. You can edit the major code from scren
2,8,E and choose More Options after selecting a Sku.
You could create different dummy Sku's in this category to reflect the price.
E.g. you could use screen 2,A (Enter Existing Inventory) to create a Sku
995-00050 for a $50 certificate and 995-00025 for a $25 certificate.
Note that at point of sale you can type just 995-50 or 995-25 and the extra
zeros will be filled in for you.
Also note, that as with any major code you can assign a three-letter
mnemonic - such as PRO for Promotion or GC for Gift Certificate. This would
let you type PRO-50 or GC-50 at the point of sale. You assign the mnemonics
from the 8,3,1 Enter/Edit Major Class Code screen.
At the time of sale, you can type in the Sku of the item being sold - and
leave its price as the normal selling price. On the second line you can type
the dummy Sku where you leave the price as positive, but enter the quantity
Note that you can either set the promotion certificate to taxable or
non-taxable. If you consider it more of a discount than a gift certificate
then you could make it taxable so the customer pays tax only on the net
amount. (e.g. $300 item, -$50 discount coupon = $250 + tax)
If you or your tax board consider it more of a gift certificate then you may
need to make it non-taxable so tax is paid on the gross amount (e.g. $300 +
tax minus $50). Whichever you choose you should set it up as the default in
the major code screen (8,3,1) for that major code.
In the case where you set the promotion certificate as normally (reverse)
taxable - you'd have to manually set it to non-taxable in the case of a
non-taxable sale (shipping out of state, non-taxable items, etc).
Further note that when you make sales with such promotions you should
consider using a special DEPT code. This is a 3-letter code near the date
and clerk of the sale. For example you could use C04 for Christmas 2004.
(Note that there is Not a place in Shopkeeper to list official Dept codes-
you just make them up and try to be consistent when adding them to sales.)
This way you can run sales reports from 6,2,3 for that Dept code so you can
see what the results of the promotion were (6,2,3 has a Dept code selection
option) You can run that report in conjunction with or separately from the
major code selection. e.g. If you ran the 6,2,3 report for Dept code C04 and
major codes 1-950 that could indicate all sales made for that promotion -
excluding the certificates themselves. Choosing C04 for major code 995 would
show you the discounts you issued.
Running the 6,2,3 report for major code 995 with and without the C04 option
should be the same - unless someone forgot to put the C04 code on some of
the discounted sales. This can help you track down such oversights.
If you want to give the customer an actual Gift Card or Gift Certificate
you can use the same idea as above, but enter a separate sale with the
special sku number with a minus-one quantity and as you close the sale
issue a gift certificate / gift card.
Remember that it's still a good idea to use a special Dept code when
the user *later* redeems the gift certificate so you can track the
sales results of having given out that promotion.