Automatically Applying Promotions

After you have set up your automatically applied promotions, they can be added to a transaction automatically using the Auto-Apply Promotions feature.

Making a Promotion Available for Automatic Applying

To make a promotion available for automatic applying to a transaction, on the promotion form check the This promotion can be automatically applied box.

If you want customers to provide a coupon code at the point of sale to be eligible for the promotion, do not check the This promotion can be automatically applied box on the promotion form.

Automatically Applying Promotions to a Transaction

Promotions are considered for automatic application on a transaction only if they meet the following criteria:

  • The Inactive box is cleared on the promotion.

  • The This promotion can be automatically applied box is checked on the promotion.

However, not all promotions that the transaction is eligible for are applied. For more information, see How Best Offer is Applied.

To automatically apply promotions to a transaction:

  1. Go to Transactions > Sales > Enter Sales Order.

  2. Create a sales order.

  3. Select a customer.

  4. On the Items subtab, add the items to be purchased in this transaction.

  5. On the Promotions subtab, the Automatically Apply Promotions box is checked by default to indicate that eligible promotions have been automatically added to the transaction.

    Important

    A customer and at least one item must be added to a transaction before promotions can be automatically applied.


    Note

    You can also add SuitePromotions manually when the Automatically Apply Promotions box is checked. Select the promotion from the list and click the Add button to manually add the promotion discount. When a standard or Advanced Promotion is manually added to a transaction the Automatically Apply Promotions box is disabled. Standard and Advanced promotions cannot be added if another promotion has already been automatically applied and the Automatically Apply Promotions box is checked.


  6. After you have finished adding promotions to the transaction, click Save.

How Best Offer is Applied

NetSuite provides flexible control over how promotions are added to transactions. You can utilize the Auto-Apply Promotions feature to ensure promotions are quickly added to a transaction at the point of sale. You can, however, also manually add promotions as needed.

For example, when you have promotions that require a customer to provide a coupon code at the point of sale to be eligible for that promotion’s discount. Manually adding promotions ensures that you have complete control over the discount provided to your customers, so they are guaranteed to be able to receive the best offer available.

Free gift promotions are not considered by the Best Offer logic. A free gift promotion cannot be exclusive, nor excluded by other exclusive promotions and is therefore always considered for eligibility.

Whenever promotions are added automatically or manually, it is important to consider if the promotions can be combined. NetSuite manages exclusive promotions in the following way:

  • When the Automatically Apply Promotions box is checked:

    • An exclusive promotion is not applied unless there are no other promotions offering a greater discount for the customer, either alone or when combined with other promotions.

    • After you manually add an exclusive promotion, if it does not offer the greatest discount to the customer it will be automatically removed from the applied promotions list.

    • After you manually add an exclusive promotion, if it offers the greatest discount, it will be applied and all other promotions will be removed.

  • When the Automatically Apply Promotions box is cleared:

    • After you manually add an exclusive promotion, when no other promotion is applied, the exclusive promotion is applied without conflict.

    • After you manually add an exclusive promotion, when there are one or more promotions already applied, NetSuite shows the total discount to be applied in each scenario. You must manually consider which combination provides the best discount available for the customer and click Replace to apply the exclusive promotion, or click Cancel to discard it.

Note

When Item Line Exclusive promotions are applied and there are one or more promotions that can also be applied, NetSuite warns you that you cannot combine the promotions. It does not, however, display the total discount that can be applied in each scenario.


When you check the Automatically Apply Promotions box again, NetSuite automatically applies the combination of promotions that provide the greatest discount possible to the customer. This combination can also include promotions that are not available to be automatically applied but have been added manually. Manually added promotions remain applied until you click Clear All Lines to reset the list of applied promotions to the default selection.

The following scenarios illustrate how promotions are applied. In this example, the promotions are applied to a transaction with an order total of $300 before promotions are applied. The value of the order does not change. The value of each promotion is the amount of US dollars that will be discounted from the order total.

When the Auto-Apply Box is Checked

Scenario 1: Default behavior, promotions are automatically applied.

Result: The exclusive promotion (Promotion 2) is excluded.

Total Discount: 150.

Promotion

Automatically Applied?

Exclusive?

Value of Promotion

Applied?

Promotion 1

Yes

No

50

Yes

Promotion 2

Yes

Yes

10

No

Promotion 3

Yes

No

100

Yes

Promotion 4

No

No

40

No

Promotion 5

No

No

200

No

Scenario 2: Promotion 3 is now exclusive. Default behavior, promotions are automatically applied, but now the promotion with the best discount is exclusive.

Result: The exclusive promotion with the highest discount to the customer (Promotion 3) is applied.

Total Discount: 100.

Promotion

Automatically Applied?

Exclusive?

Value of Promotion

Applied?

Promotion 1

Yes

No

50

No

Promotion 2

Yes

Yes

10

No

Promotion 3

Yes

Yes

100

Yes

Promotion 4

No

No

40

No

Promotion 5

No

No

200

No

Scenario 3: Promotion 4 is manually applied.

Result: Promotion 4 does not create the greatest discount when combined with other promotions so it is automatically removed. The promotion that offers the best discount is applied (promotion 3).

Total Discount: 100.

Promotion

Automatically Applied?

Exclusive?

Value of Promotion

Applied?

Promotion 1

Yes

No

50

No

Promotion 2

Yes

Yes

10

No

Promotion 3

Yes

Yes

100

Yes

Promotion 4

No

No

40

No

Promotion 5

No

No

200

No

Scenario 4: Promotion 5 is manually applied.

Result: Promotion 5 offers the greatest discount when combined with other promotions so it is applied with the other promotion that can be combined and automatically applied (Promotion 1), the exclusive promotion (Promotion 3) is removed.

Total Discount: 250.

Promotion

Automatically Applied?

Exclusive?

Value of Promotion

Applied?

Promotion 1

Yes

No

50

Yes

Promotion 2

Yes

Yes

10

No

Promotion 3

Yes

Yes

100

No

Promotion 4

No

No

40

No

Promotion 5

No

No

200

Yes

Scenario 5: Promotion 5 is manually applied, but is now exclusive.

Result: Promotion 5 offers the greatest discount compared with other possible combinations so it is applied. All other promotions are removed.

Total Discount: 200.

Promotion

Automatically Applied?

Exclusive?

Value of Promotion

Applied?

Promotion 1

Yes

No

50

No

Promotion 2

Yes

Yes

10

No

Promotion 3

Yes

Yes

100

No

Promotion 4

No

No

50

No

Promotion 5

No

Yes

200

Yes

When the Auto-Apply Box is Cleared

Scenario 1: Default behavior, promotions that are automatically applied before the box is cleared remain.

Result: The exclusive promotion (Promotion 2) is excluded.

Total Discount: 150.

Promotion

Automatically Applied?

Exclusive?

Value of Promotion

Applied?

Promotion 1

Yes

No

50

Yes

Promotion 2

Yes

Yes

10

No

Promotion 3

Yes

No

100

Yes

Promotion 4

No

No

40

No

Promotion 5

No

Yes

200

No

Scenario 2: Promotion 2 is manually applied.

Result: NetSuite displays a message that shows the total discount to be added to the transaction depending on which promotion is applied. Click Cancel to keep the currently applied promotions that offer a greater discount than Promotion 2.

Total Discount: 150.

Promotion

Automatically Applied?

Exclusive?

Value of Promotion

Applied?

Promotion 1

Yes

No

50

Yes

Promotion 2

Yes

Yes

10

No

Promotion 3

Yes

No

100

Yes

Promotion 4

No

No

40

No

Promotion 5

No

Yes

200

No

Scenario 3: Promotion 5 is manually applied.

Result: NetSuite displays a message that shows the total discount to be added to the transaction depending on which promotion is applied. Click Replace to apply Promotion 5 that offers a greater discount than the currently applied promotions.

Total Discount: 200.

Promotion

Automatically Applied?

Exclusive?

Value of Promotion

Applied?

Promotion 1

Yes

No

50

No

Promotion 2

Yes

Yes

10

No

Promotion 3

Yes

No

100

No

Promotion 4

No

No

40

No

Promotion 5

No

Yes

200

Yes

Viewing the Status of Applied Promotions

The Audit and Visibility SuitePromotions feature provides a clear overall view of the application of promotions on a transaction. Audit and Visibility shows if a promotion was added by the user or by best offer. If a promotion is not applied, it also displays the reasons why it was not applied. Such information is invaluable if you need to track customer issues, especially considering the increasing complexity of how promotions are applied to transactions.

Status information regarding promotions that are applied to a transaction, as well as those that are not applied, is displayed on the Promotions subtab on sales orders, cash sale transactions, invoices and return authorizations.

Promotions that are not applied to a transaction only appear on the Promotions subtab if they are manually added or were previously automatically applied before a change to the eligibility criteria. For example, an item being removed from a transaction that had previously qualified the transaction for a promotion’s discount.

To illustrate, an item promotion that offers $5 discount on dresses when at least one T-shirt is bought, may be manually or automatically applied if a T-shirt and a dress are added to the transaction. This promotion will still show on the Promotions subtab if the T-shirt or dress are removed from the transaction, however it will not be applied. In the Status Information window, the reason for not applying this promotion will be listed as Criteria Not Met.

To view the status of a promotion on a transaction:

  1. Click the Promotions subtab and click in the Status Information column for the promotion whose status you want to view.

  2. Click the Click for details link that appears in the Status Information column.

  3. The Status Information window opens.

The following promotion information is displayed in the Status Information window:

Field

Description

Promotion Name

The name of the promotion whose status is displayed

Status

Describes the current application status of the promotion regarding this transaction:

  • Applied

  • Not Applied

Mode

When a promotion is applied to this transaction, this field will show if it was initially applied automatically or manually.

Note this feature is currently not available.

Reason For Not Applying

If the promotion is not applied to this transaction, this field describes the reason why it has not been applied. Possible reasons are:

  • Discarded by Best Offer – either this promotion is exclusive and the Best Offer logic has determined that one or more promotions offer more discount to the customer, or another exclusive promotion offers more discount to the customer. For more information, see How Best Offer is Applied.

  • Discarded by the User – the user discarded the promotion from the transaction when prompted to choose between conflicting promotions (when there is at least one exclusive promotion). For more information, see How Best Offer is Applied.

  • Criteria Not Met – the transaction does not meet the eligibility criteria of this promotion. For example, the transaction is out of the scheduled time frame for the promotion, or eligibility items have been removed from the transaction.

Calculating Shipping Costs Before Automatically Applying Promotions

When a transaction is eligible for a shipping promotion, at least one combinable promotion, and one exclusive promotion, the shipping costs will impact which promotions offer the largest discount. Therefore, only in such circumstances and when the shipping costs are unknown, you must first calculate shipping costs before you can automatically apply promotions.

When this happens a warning message appears on the Promotions subtab.

Click the calculate link to calculate shipping costs for the transaction before the promotions can be automatically applied. This is the only way to ensure the best offer will be calculated on the transaction.

After the shipping costs have been calculated the warning message disappears and the promotion combination that offers the greatest discount to the customer is applied to the transaction.