Retail and online trade require maximum flexibility in settlements with customers. Situations where a buyer wants to pay for goods with accumulated bonuses, make a prepayment to a bank account, and pay the remaining amount in cash or by card directly in the store have become common.
During work, entrepreneurs often ask specialists the following questions: «How do I correctly process a combined receipt if the customer pays with bonuses, cash, and card at the same time?», «How do I calculate the amount to be paid with bonuses if a prepayment has already been made?», «What happens to bonuses if the buyer cancels the order or returns the goods?», and «How do I correctly return temporary bonuses so that they do not become permanent?».
The Torgsoft program has built-in algorithms for solving these tasks, allowing businesses to keep accurate financial and inventory records without losses.
Combined receipts: partial payment with bonuses and money
The program provides the option of partially paying for goods with bonuses when the remaining amount is paid with real funds. In Torgsoft, it is possible to enable a rule: to pay for goods with bonuses in a sale, there must be at least one item that is not paid for with bonuses. This means the customer must spend at least a minimum amount of "real" money. If the entrepreneur wants to allow purchases to be paid for 100% with bonuses, they need to go to the discount card type settings and uncheck the «In the sale, the presence of goods not paid for with bonuses is mandatory» parameter.
With mixed payments, it is important to understand exactly how the program accrues new bonuses. If an item was partially paid for with bonuses, new bonuses for this purchase will be accrued only on the remaining value that was paid with real money. The program takes this into account automatically: for example, if an item costs UAH 100, the customer paid UAH 40 with bonuses and UAH 60 in cash, then with a 10% cashback condition, the customer will receive 6 new bonuses to their account.
The system also has protection against negative amounts in the receipt: if the value of the item becomes lower than the amount of bonuses paid for it (for example, due to an additional promotion), the system will automatically reduce the bonus amount to the actual value of the item. The customer can pay the remaining amount in a combined way: part in cash and part through a bank terminal, while the program will correctly distribute the amounts for the pECR fiscal receipt.
Working with prepayments and paying for orders with bonuses
When working with online orders or sales to order (through the «Sales with invoice issuing» mode), the bonus write-off algorithm has its own specifics. Entrepreneurs often ask why bonuses do not disappear from the customer's account immediately after the order is created. In Torgsoft, goods can be paid for with bonuses when an order is accepted, but these bonuses are physically written off from the customer's account only when the order is issued (when an outgoing invoice is created). This is done to avoid a negative bonus balance if the customer cancels the order before receiving it.
If the order includes a prepayment, the logic for calculating available bonuses is adjusted. When paying for invoice goods with bonuses, the program automatically deducts the prepayment already made. The formula by which the system suggests the amount of bonuses for payment is as follows:
Invoice amount minus prepayment minus bonuses already paid.
That is, if the invoice is issued for UAH 200 and the customer has already made a UAH 100 cash prepayment, the program will offer to pay a maximum of UAH 100 with bonuses. This ensures that the total amount of payments does not exceed the value of the goods.
Canceling purchases and returning goods
Canceling a purchase or returning goods that were partially or fully paid for with bonuses is another complex process that is fully automated in Torgsoft.
When processing a return of goods, the system works in two directions:
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Returning spent bonuses to the customer. If the goods were paid for with bonuses, when they are returned, real money (cash or card funds) is returned to the customer only in the amount in which it was paid, and the spent bonuses are automatically returned to the balance of the customer's discount card.
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Writing off accrued bonuses. If the customer received new bonuses for purchasing the goods, then when the purchase is canceled or these goods are returned, the previously accrued bonuses will be automatically written off from their card.
A separate issue concerns bonuses that have a limited validity period. Entrepreneurs ask: «If a customer spent bonuses that were supposed to expire tomorrow and then returned the goods a week later, will these returned bonuses become permanent?». To prevent such manipulations, the Torgsoft bonus system settings contain a special field «Validity period of returned bonuses». If this field is filled in, the bonuses returned to the customer's account after the purchase is canceled will have a short, clearly regulated lifetime, after which they will automatically expire.
A similar mechanism also works for referral programs, for example «Bring a Friend». If a new customer cancels a purchase and returns the goods, the program automatically deducts the accrued bonuses from the main customer's card (the one who brought the friend). The write-off is performed either in full or proportionally to the return amount, depending on the initial promotion settings.
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