Updated: October 12, 2021 1:49pm

Promotions Overview

The Prism Promotions module is a powerful discounting tool that can create an almost unlimited variety of promotions. You can create the promotions at a central location and then broadcast the promotions to other stores in the enterprise. Each promotion is assigned a template. Each template is customized for that specific type of promotion. The following table lists each of the primary promotion template types:

Template Type Description
Item Applies a discount amount, percentage, or a specific price to items.
Quantity Applies a discount amount, percentage, or a specific price to items that meet the filter criteria are listed at the specified quantity.
Tiered Applies a different discount depending on the subtotal. Typically, the greater the subtotal, the greater the discount applied.
Rolling Like a tiered promotion, except based on the quantity purchased.
Pack Assigns a specific price to a group of items.
BOGO Applies a discount to one or more units of the items specified in the Reward Rules.
Transaction Applies a discount amount or percentage to the transaction subtotal.
Coupon Rewards a customer with one or more coupon codes.
Gift Item Uses a special "gift voucher tender" that is handled by a custom plugin. Sets the gift item's discount % to 100, making it a free item. When the gift item promotion is validated, the reward item specified by the promotion is added to the transaction.
Custom All options are available.

Create Promotions at HQ (or Designated Central Location) and Broadcast to Stores
The Promotions list is created and managed at the headquarters location. The headquarters location then broadcasts the list to stores. Important! When you broadcast promotions, Promotions will be overwritten at the locations that receive the broadcast. The actual promotions that can be used at each individual store will be limited to those promotions assigned to the store itself or to "All Stores."
Currently, any location can broadcast Promotions simply by clicking the Broadcast button on the interface.; however, you should only broadcast Promotions from the HQ server down to the child POAs and stores. If stores broadcast promotions back up to the POA, then there is a chance that promotions priority can be duplicated at locations across the enterprise, leading to unexpected results.

Promotion Details
The details you enter when adding a promotion can be summarized as:

Area Description
General Details In this area, assign a name and description to the promotion. Select which type of promo it will be and enter/select a discount reason. The discount reason you enter here will be applied when the promo is applied.
Activation Details The activation details determine the date range the promotion will be active and the stores where it will be applied. You can also define other settings, like how many times the promo can be applied on a single transaction.
Validation Rules This is where you define the specific elements that, when present on the transaction, will cause the promo to fire. For example, you can define a group of items that when listed, cause the promotion to fire. Another common trigger is a specific subtotal. When the entered subtotal is reached for the transaction, the promo is validated and will fire.
Reward Rules This is where you define the specific discount amount/percentage, or price that the customer will receive when the promotion's validation rules are met.

Promotions Permissions
You can control employee access to the Promotions feature using the following security permissions:

Permission Description
Promotions - Access Allow group members to access promotions.
Promotions - Activate Allow group members to activate promotions.
Promotions - Create/Copy Allow group members to create a new promotion using the "New" button or the "Copy" button to copy an existing promotion.
Promotions - Deactivate Allow group members to deactivate promotions. [Note: Only deactivated (inactive) promotions can be deleted.]
Promotions - Delete Promotion Allow group members to delete promotions. Prism users can schedule the deletion of promotions to occur on a regular basis. This provides an easy way to remove promotions that are no longer needed. When scheduling the "Delete Promotions" task, you target for deletion promotions that have been inactive for a user-defined number of days. The user defines the "number of days inactive" in the task payload. Any promotions that have been inactive for that number of days (or more) will be removed from the database. Schedule the "Delete Promotions" task at all locations that use promotions. By adjusting the payload, you can schedule the task to run as often as needed.
Promotions - Edit Promotions Allow group members to edit promotions. If not selected, the Edit button is disabled for group members.


Promotion Preferences
Before you can use promotions, you must enable the feature in Prism Node Preferences > Node Preferences > Transactions > Promotions. After enabling promotions, you can define the settings.
Node Preferences > Transactions > Promotions.Refer to the following table for information about the available settings.

Preference Description
Enable Promotions (Required) The Enable Promotions checkbox must be enabled to use Promotions.
Automatically Apply Promotions    If selected, Promotions are applied automatically at POS. No user interaction is required.
Manually apply promotions If selected, users must use the Options > Apply Promotions button on the UI to apply promotions.
Tender Action Only available if "Manually Apply Promotions is selected". This preference determines what happens when the user clicks the Tender button (the trigger for manually applying promotions).
None: User is not prompted to apply promos. Promos are not auto applied
Prompt: User is not prompted to apply promos. Promos are not auto applied
Apply: User is prompted to apply promos.
Apply promotions to manually discounted items This preference, if enabled, ensures that any item with a manual discount applied will be included when applying promotions.
If disabled, then items with a manual discount will be excluded when applying promotions.
Default = Disabled.
Here is a sample use case: A merchant has issued a coupon that entitles a customer to 50 percent off any item in inventory. Using the preference, the merchant can still include the item in BOGO promotions (for customers who do not have the coupon). If a customer does have the coupon, the merchant applies a manual discount to the item.
Use predefined discount reasons This preference allows retailers to restrict discount reasons used on promotions to the defined list of reasons. With the preference enabled, the Discount Reason field displays existing POS Discount reasons in a dropdown. The available discount reasons are the same as those used for manual discount reason selection. Default = Disabled.
When enabled (for the logged session), configuring Promotions will show the discount reason codes as dropdown selections.  The list of available codes will be the same as manual discount reason selection.
When disabled (for the logged session), the reason codes are freeform entry.
Switching modes: When the user is in freeform mode, they can enter any Discount Reason.  If they then switch to Predefined mode, the previously entered reason will be appended to the dropdown list. If the user then changes that reason to a predefined one and saves, then the freeform entry will be gone.
Apply promotions based on Select the price to use as the basis (starting point) when applying promotions:
Original Price: When enabled, this will affect percentage-based discounts to items (promos). Amount and Price based discounts will not be affected. When an item discount amount is based on percentage, the amount will be calculated from the Orig Price.
Current Price: When enabled, this will affect percentage-based discounts to items (promos). Amount and Price based discounts will not be affected. When an item discount amount is based on percentage, the amount will be calculated from the current Price.
Active Price: When enabled, this will affect percentage-based discounts to items (promos). Amount and Price based discounts will not be affected. When an item discount amount is based on percentage, the amount will be calculated from the active price level price on the transaction
Receipt item field to use for storing manual discount When a promotion is applied, the name of the promotion is written to one of the Item Note fields (Item Note 1 through Item Note 10). This makes it easier to do reporting on the success or failure of individual promotions. In the Prism Admin Console Node Preferences > Transactions > Promotions, navigate to the Receipt Item field to use for storing manual disc setting. Select the desired Item Note field from the drop-down list. When one or more promotions are applied to an item, the plugin populates this field with a comma-separated list of all Promotion Names of promotions that are applied to the item.
Do not allow duplicate promotions names When this preference is enabled, users are prevented from entering a promotion name that is a duplicate of another promotion name. Entering a duplicate promotion name will give user an error message and will not save the changes.
  • This preference is enforced when creating a new promotion, editing an existing promotion, or copying a promotion. Default = disabled.
  • The check takes place within a single subsidiary
  • The check is not case-sensitive and ignores leading or trailing blank spaces. This means that promotion names "ABC", "abc" and " abc " will be considered duplicates.
  • Both active and inactive promotions are checked for duplicates. This means if you deactivate a promotion it will not eliminate it from the duplicate check. Instead, you will have to change the inactive promotion's name.
  • When the preference is enabled, when copying a promotion, Prism will try to name the new promotion with the same name as the original one and appended with " (Copy)". If Prism detects that a Promotion with that name exists already, it will try a different naming scheme: the original name appended with " (#nnn)", where "nnn" will increment from 001 to 999. This process ensures that if a promotion is copied multiple times, each promotion will receive a unique name. Note: if there is a gap in numbers, the first missing number will be used. For example, if you have promotions "abc", "abc (Copy)", "abc (#001)" and "abc (#003", the new copied promotion will take the number in the gap, i.e. will be named "abc (#002)".
  • If the new preference is turned on - when you are displaying details or are editing a promotion AND the current promotion has a name that is not unique you will see a message "Promotion name is not unique" in the right side section of promotion editor window under the promotion name. Note: the use case when you can have duplicate promotion names is when you had those duplicate names already prior to updating Prism or prior to enabling the new preference.


See the New Promotion topic for steps for creating a new promotion.