Reward Program Maintenance

The Reward Program feature allows 'On Account' customers that have no other discount plan, to accumulate 'Reward Dollars' based on a percentage of billed activity that is captured in the Daily Close 2 posting of all types of invoices.
Any invoices that earn the Reward Dollars must be paid within the period set for that Reward Program in order for those Reward Dollars to qualify to be applied to pay open A/R account balances.

Activation & Configuration:

• The Reward Program feature must be activated in the Custom Processing by SCS staff.
• This Reward Program Maintenance option can be used to setup and define the values for multiple Reward Programs to apply at varying levels of business, complete with expiry conditions.
  The operator must be assigned a Security Role that allows permission to the Accounting - Reward Programs in order to access this table.
• The three G/L Posting accounts used by the Reward Programs must be setup in the Default Accounts by currency code, or else the Daily Close and Payment postings will generate errors.
• A Rewards payment method is automatically setup by the system for each currency (RWD-X where X is the currency), that can be selected in the Method of Payment drop-down box to 'use' Reward Dollars in Customer Payments and in Counter Payments.
  This Rewards payment method can be viewed in the Rewards Processing window of Default Accounts and will post to the Reward Revenue Deferred (Liability account). This code and this liability account cannot be used in any other payment action or in the standard Method of Payment table.
• The 'Reward Codes' can be manually assigned to each eligible 'On Account' customer in the Customer Codes window or can be assigned by the Update Customer Reward Program utility based on the activity level of the prior month.

Customer Qualification:

Each On Account customer can be assigned a 'Reward Code' in the Customer Codes window, but only if the customer and any of its children have not been assigned any rental or sale discount percents, trade discount percents, special pricing, special rates codes, tiered prices or rates, loyalty plan or delivery/pickup billing code.
Customers must maintain the amount of monthly business activity defined by the Minimum Monthly Activity Dollars for that Reward Program to continue to qualify for that level of the program.
The Update Customer Reward Program utility can be run monthly to re-evaluate each 'On Account' customer's business activity and to re-assign the appropriate Reward Program in the Customer Codes for each customer to correspond with the activity level of that month.

Reward Dollars Pending and Usable:

When an invoice is entered and the totals are calculated, the Reward Dollars earned on this invoice are calculated based on the Reward Program currently assigned to the customer.
The Reward Dollars earned, immediately show in the Unposted Pending balance and in the Pending column of the Reward Dollar History window, but are not included in the pending running balance until posted.
If changes are made to the invoice prior to posting, the Unposted Pending Reward Dollars earned are recalculated based on the changes to the invoice and on the 'Reward Code' assigned to the customer at that time.

Once the invoice that earned the Unposted Pending Rewards Dollars is posted, the amounts display in the Pending field in the Customer Information.

To upgrade these posted Pending dollars to Usable, the invoice must be paid within the Maximum Payment Days for the program, without using up any existing Reward Dollars.
The Reward Dollars total in the Customer Information represents the Usable total and is included in the Reward Dollar History window.

Note: Specific Product Classes, Groups, and/or Services can be flagged to prevent or allow earning any Reward Dollars on invoiced transactions for those items or services.

Customer Usable Reward Dollars can be adjusted in the Reward Dollar Adjustment utility which writes a Debit to the Rewards Expense G/L account and a Credit to the Reward Dollars Deferred G/L account as setup in the Default Accounts, to post on the next Rental Journal Transactions Report from Daily Close 3.

'Reward Dollar Statements' for customers can be generated individually from the STATEMENT button in the Reward Dollar History window or for a range of customers from Reward Dollar Statements utility.
The Jasper format to be setup in Company Customer Forms for statements, is TX_ARRD08.RPT and only the Jasper Reward Statements respect the Alternate Customer Language.
Crystal forms are not supported.

Paying with Reward Dollars:

To use Reward Dollars for payment against On Account charges in Customer Payments or Counter Payments, select the unique Method of Payment for a Rewards payment according to currency (RWD_X), that the system has automatically designated for Reward Dollars, as displayed in the Default Accounts.
This allows the Usable Reward Dollars to be used to pay the selected invoices.
Although the total invoice balance is displayed in the payment details screen of Customer Payments or Counter Payments, only the total of the types of transactions that can be paid by the Reward Dollars as determined by the Reward Program currently assigned to the customer, can be paid by Reward Dollars.
e.g. Rentals only, or Sales and Services only

Note: Reward Dollars cannot be used to pay Taxes, and specific Product Classes, Groups, and/or Services can be flagged to prevent or allow using Reward Dollars to pay billed amounts for those items or services, according to the flag setting at the time the invoice is paid.

For the impact on Reward Dollars when a payment is reversed, refer to Reversing a Customer Payment.

G/L Account and Division Posting:

• G/L Account Posting:
  The G/L Posting accounts used by the Reward Programs must be setup in the Default Accounts by currency code.
  Reward Dollar transactions from the invoices post in Daily Close 3 and from payments in Post Customer Payments, and from expiry through Daily Close 3 or Update Customer Reward Program.

  Because payments made using the Reward dollars are triggered by a unique payment method (RWD-X), the Posting Journal Summary from Post Customer Payments clearly separates the payments made with Reward Dollars.

  Refer to Default Accounts for the Debit/Credit posting details and to view the Reward payment method code.

• Divisional Posting:
  Any manual adjustment transactions generated from the Reward Dollar Adjustment utility and a bulk expiry of a customer's "Pending" and "Usable" Reward Dollars due to inactivity, will post to the customer's division defined in the Customer Information.
  Document activity postings for invoices, invoice payments, payments made with Reward Dollars, and individual invoice expiry records will post to the ARAR document division.

Expiry Action:

The Reward Dollar expiry check is run by Daily Close 2 or Update Customer Reward Program, however only Update Customer Reward Program changes the Reward Program code assigned to the customer.
Any expired Reward Dollars will trigger postings in the Rental Journal Transaction Report generated from the next Daily Close 3, with individual transactions will for any invoice postings, and summarized transactions if an entire account has expired.

• When an invoice is paid after the Maximum Payment Days the Rewards Pending is reduced, the invoice is marked as expired.
• If the customer has no positive activity within the last X months based on the Reward Program, both Daily Close 2 and Update Customer Reward Program will expire all rewards, by creating a summarized expiry record to cover the balance of the expired pending and usable totals.
• If the customer's rewards have not expired, both Daily Close 2 and Update Customer Reward Program will check for individual invoices that have not been paid within the Maximum Payment Days for the Reward Program, and expire those individual invoices.
• When an invoice is written off in Bad Debts, the bad debt record is posted and selected to be applied against the original invoice in Customer Payments, the Pending Rewards Dollars is expired and

Customer Pending Reward Dollars on posted invoices can be manually expired or an expiry can be reversed in the Reward Dollar Adjustment utility which writes adjusting G/L transactions to the Rewards Forfeit G/L account and the Reward Dollars Deferred G/L account as setup in the Default Accounts that posts on the next Rental Journal Transactions Report from Daily Close 3. adjusting transactions are posted on the next Rental Journal Transactions Report from Daily Close 3.

Reporting:

Reward Dollar Statements can be generate to alert customer of Reward Dollar information.
Reward Dollar Activity Report can be used to show management the Reward Dollar activity over a period.

The prompts to define a Reward Program include:

PROGRAM CODE

In Add mode enter the new program code or in Change mode select an existing one from the Reward Program Search window.

DESCRIPTION

Enter the description to identify this program.
i.e. Gold Program

ACTIVE

Check this box if this program is currently an active Rewards Program so customers assigned this program will earn reward dollars.
Uncheck this box if this program is not currently in use and should not earn reward dollars.

Note: Inactive codes can be setup and assigned to eligible customers in advance of actual activation either manually or by the Update Customer Reward Program utility by selecting the Include Inactive Codes filter, but customers that do get assigned an inactive 'Reward Code' will not accumulate reward dollars as long as the code remains inactive.

MINIMUM MONTHLY ACTIVITY DOLLARS

Set this value to the minimum total dollars of business a month that a customer must maintain to qualify for this Reward Program level, when the Update Customer Reward Program utility is run.

The monthly business is based on the total dollar amount before taxes from all invoices posted through Daily Close 2 to Invoice History, with the exception of "Customer Damage Work Orders".
Any credits or credit invoices reduce the business total.

The Update Customer Reward Program utility calculates each 'On Account' customer's business activity and then recommends the appropriate Reward Program to match the activity level of that month.

No Expiry Setup to Save Reward Dollars when No Business:
If a 'Reward Program Code' is setup with the Minimum Monthly Activity Dollars left blank or zero, then all On Account customers are always eligible for this program as there is no minimum business requirement and so there is no expiry for lack of activity.
This 'Reward Program Code' with no expiry could be useful if it was also configured not to earn any further Reward Dollars.
Then when a customer with accumulated Reward Dollars, had no business in a month, instead of losing the Reward Dollars when his current program eligibility expired, the Update Customer Reward Program utility would assign this program code, and this would allow the customer time to use his Reward Dollars.

INACTIVITY EXPIRY MONTHS

Set the number of months allowed with no business before the accumulated Reward Dollars expire and are void.

When Daily Close 2 or Update Customer Reward Program is run, a program is executed to expire all rewards for customers with no business activity within the inactivity expiry months. This will expire all their Rewards Dollars, usable and pending.
A G/L transaction is written to deal with Rewards Dollars and Pending rewards, and all records will be marked with an expiry date.

If this Reward Program should never expire, set up a Minimum Monthly Activity Dollars to zero and the Inactivity Expiry Month to zero.

MAXIMUM PAYMENT DAYS

Set the maximum number of days from the Invoice Date that should be allowed for payment for customers with this Reward Code, to make the Rewards Dollars earned on that invoice eligible for use.
If the invoice is not paid within this period, any Reward Dollars earned by that invoice will not be become redeemable for paying against the A/R account.

Set this value to zero in there should be no limit to the number of days allowed for payment.

Rates to Calculate Earned Reward Dollar:
Reward Dollars earned by all invoices are calculated on the type of transaction detail and can be defined for each Reward Code as follows:

RENTAL PERCENT

Enter the percent of rental revenue on each invoice that should be earned as Reward Dollars for customers assigned this Reward Code at the time the invoice totals are calculated.

SALES PERCENT

Enter the percent of sales revenue on each invoice, including sales of rentals, that should be earned as Reward Dollars for customers assigned this Reward Code at the time the invoice totals are calculated.

SERVICES PERCENT

Enter the percent of service revenue on invoices, including labor revenue on Work Order invoices, that should be earned as Reward Dollars for customers assigned this Reward Code at the time the invoice totals are calculated.

DAMAGE WAIVER PERCENT

Enter the percent of damage waiver revenue on invoices, that should be earned as Reward Dollars for customers assigned this Reward Code at the time the invoice totals are calculated.

INCLUDE CUSTOMER DAMAGE WO'S

Check this box if invoices generated from a Work Order flagged with a "Posting Type" of Customer Damage should be allowed to earn Reward Dollars.
Uncheck this box if Work Orders flagged as Customer Damage should not earn Reward Dollars when invoiced.

Controls on Applying Reward Dollars to Pay Invoice Transactions:
Transaction types that can be paid or not paid by Reward Dollars include the following:

CAN USE TO PAY RENTALS

Check this box if customers assigned this Reward Code should be allowed to apply Rewards Dollars against the rental portion of the invoice.
Uncheck this box if customers assigned this Reward Code should NOT be allowed to apply Rewards Dollars against any rentals.

CAN USE TO PAY SALES

Check this box if customers assigned this Reward Code should be allowed to apply Rewards Dollars against the sales portion of the invoice.
Uncheck this box if customers assigned this Reward Code should NOT be allowed to apply Rewards Dollars against any sales.

CAN USE TO PAY SERVICES

Check this box if customers assigned this Reward Code should be allowed to apply Rewards Dollars against the services portion of the invoice.
Uncheck this box if customers assigned this Reward Code should NOT be allowed to apply Rewards Dollars against any services.

CAN USE TO PAY DAMAGE WAIVER

Check this box if customers assigned this Reward Code should be allowed to apply Rewards Dollars against the damage waiver portion of the invoice.
Uncheck this box if customers assigned this Reward Code should NOT be allowed to apply Rewards Dollars against any damage waiver amounts collected.

CAN USE TO PAY DAMAGE WO'S

Check this box if customers assigned this Reward Code should be allowed to apply Rewards Dollars against Work Order Invoices generated from a W.O. with the "Posting Type" Customer Damage.
Uncheck this box if customers assigned this Reward Code should NOT be allowed to apply Rewards Dollars against the equipment damage Work Order Invoices.

Note: Specific Product Classes, Groups, and/or Services can be flagged to prevent or allow, earning or using Reward Dollars.

Reward Program Table
All Reward Programs are listed in the table for easy comparison in the "Minimum Monthly" value order, with the Active flag, Code, description, and the percent rates earned on rentals, sales, services, and damage waiver.
The resulting list of program codes can be resorted by any column in ascending or descending order, by clicking in the column heading.
Columns can also be dragged and dropped to reposition them as required.

ACTIONS:
Additional actions provided by buttons on the Reward Program Maintenance screen include:

• Delete a Reward Program:
  To delete a Reward Program that is no longer required, click the DELETE button and select the code to be deleted as outlined in Delete Rewards Code.
  This program ensures that the Reward Code is NOT assigned to a customer in the Customer Codes before it can be deleted.
  Confirmation is required.