Customer: Loyalty Cards

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Customer Main Menu

Customer Management: Loyalty Tab

Loyalty Cards

Go to Customer > Loyalty tab.

The Loyalty Tab controls the assignment, point balance adjustments, and lifecycle settings of customer incentive cards. The system natively integrates accounting, Point of Sale (POS), CRM, and loyalty tracking into a unified ledger database, removing the need for third-party plug-ins.

Customer_Loyalty_Card

Part 1: System Configuration & Activation

To deploy the loyalty program, you must configure the card profiles and map the downstream accounting ledger entries.

Step 1 Add Loyalty Cards

1.Go to Customer > Extra > Loyalty > Loyalty Types.

2.Click the Plus Button (), next to Loyalty Card label.

3.Enter the card details.

4.To delete a card, click the X ().

Step 2: Configure the General Ledger (GL) Integration

To track redeemed loyalty points:

•Create an Expense Account in your chart of accounts (e.g., "Loyalty Points Redeemed").

•Set the default VAT type strictly to Input Tax. Because the redemption acts effectively as a trade discount, it recovers a portion of the tax liability.

Part 2: Operating and Tracking Loyalty Cards

Redeeming Loyalty Points

•Swipe the loyalty card in the Invoice Form by pressing F11 or clicking the Loyalty Card Button ).

•Input the number of points the client wishes. The application immediately processes the ledger reduction and drops the total due balance on the checkout screen.

Audit and Analytics Locations

Loyalty point distributions and data footprints can be audited from four distinct access points:

Where to View Loyalty Points Earned:

1.0 Direct Profile Audit: Click the Show Transactions action link inside the customer's active Loyalty tab to see an immutable ledger history of points earned versus points spent.

2.0 Global Search Columns: Open Customer > Extended Lookup or the Loyalty Card Lookup view (Look for LC Name and LC Points columns)..

3.0 Communication Extraction: Go to: Loyalty Card Lookup to get a list of emails that must be send to the customer.

4.0 Granular Operational Logs: Navigate directly to Customer > Extra > Loyalty > Loyalty Card Detail for a chronological system log of every point transaction.

Part 3: Workspace Field Directory
Loyalty Card Number	The unique system string tracking the token. This field auto-generates systematically upon card initialization, but remains editable if you must manually input pre-printed barcode index ranges.
Loyalty Card Points	A read-only balance box displaying the customer's current spendable points.
Show Transactions	Lists all loyalty-related transactions.
Add Loyalty Points	Manual manager override tool. Allows manual injection of promotional bonus points directly onto the profile.
Set Loyalty Points	A balancing tool used to overwrite and correct a point balance during system migrations or database alignments.
Loyalty Card Expiry	Sets a fixed calendar expiration date timestamp. Beyond this point, the system automatically invalidates the active card balance.
Card Printer	Select the printer used for loyalty cards.

Part 4: Accounting & VAT Double-Entry Engine

When a loyalty point is redeemed, the system splits the transaction behind the scenes to accurately reduce your output tax obligation.

Transaction Scenario Model

•Gross Merchandise Sale Value: R100.00 (Exclusive of VAT)

•Loyalty Points Redeemed: 50 Points (Equivalent to an absolute R50.00 discount)

•Active Regional Tax Rule: VAT @ 15%

Commercial Calculation Formula

Total Invoice Value (Tax Inc.) = R100.00 x 1.15 = R115.00

Net Customer Due Cash Settlement = R115.00 - R50.00 = R65.00

Final Net VAT Due to Revenue Services:

Actual VAT Liability = R65.00 x (15/115) = R8.48

Behind-The-Scenes Double Entry Ledger Posting

General Ledger Account	Account Type	Debit (Dr)	Credit (Cr)
Sales Revenue Account	Revenue		R100.00
Output VAT Ledger	Liability		R15.00
Loyalty Points Redeemed	Expense (R50.00 / 1.15)	R43.48
Input VAT Recovery	Asset (R50.00 x (15/115))	R6.52
Cash Control / Bank Account	Liquid Asset (Cash Received)	R65.00
TOTALS		R115.00	R115.00

Expected User Input	Intent Target	Action Protocol for AI Bot
"How do I allocate loyalty points during a sale?"	Point of Sale Workflow	Direct user to Part 2: POS Redemption Workflow (The F11 shortcut rule).
"What GL account should I use for loyalty?"	Ledger Setup Constraints	Detail the instructions in Part 1: Step 2, emphasizing the Input Tax requirement.
"The tax calculation on my loyalty invoice looks wrong."	Tax Logic Verification	Display the formulas and ledger balancing matrix inside Part 4.
"How do I give a customer manual bonus points?"	Profile Maintenance	Direct user to Part 3: Workspace Field Directory (Add Loyalty Points).