Buydowns

Buydowns

Buydowns Overview

A buydown is a reduction of an item’s retail price derived from a reduction of the item’s cost from the supplier/vendor, or manufacturer. These cost reductions are dependent on either a set quantity and/or date range.
Here are some examples: 
  1. The next 50 sales of a certain item are $1.00 off.
  2. An item, or group of items, is $1.00 off for a period of 2 weeks.
  3. An item, or group of items, is $1.00 for the next 50 sold or the next 2 weeks, whichever is completed first.
The following article is focused on the following topics: creating/adding a new buydown, editing, copying, printing, managing buydown groups, and mass updating the buydowns.

Reaching "Buydowns" 

To reach "Buydowns": 
  1. Log into Control Center
  2. Choose Point of Sale
  3. Choose Pricebook
  4. Choose Discounts/Buydowns
  5. Choose Buydowns

                                                                                       Figure 1

Understanding "Buydowns" Layout 

Please see the image below labeled Figure 2 for a description of the buttons and fields that appear on the screen.                                                                                                                                                                                                                                                                                                                                    Figure 2

Action Buttons:
See Figure 2:
1. Add New: This button will add a new buydown record for a new manufacturer.
2. Modify/Edit: This button helps you edit the existing buydown record for a new manufacturer.
3. View Notes: This displays the created notes about any change in discount with a timestamp, note, and user who made the change.
4. Copy Buydowns: This button copies the selected buydown. 
5. Print Buydowns: This button will print the Buydown Report in PDF, CSV, or Excel files. 
6. Remove/Delete: For the buydown deletion, this button is used. 
7. Mass Update: This button helps in updating the buydown records on the mass level.
8. Manage Buydown Groups: This button lets you manage the buydown groups. 

1. Adding a New Buydown

Follow the steps mentioned below to add a buydown: 
  1. Click the “Add New” button highlighted in Figure 2 above to add a new buydown.
  2. The form highlighted in Figure 3 will appear on your screen.                                                                   
                                                                                                                                                                                                                  Figure 3

1. Fields:

1.1. Name: Enter a unique name for the newly created buydown.
1.2. Buydown Group: You can create a buydown group and assign buydowns to groups. For example, a brand like Marlboro has different flavors and types; grouping these products' buydowns together for different products will help you update those easily.
1.3. Manufacturer: Enter the manufacturer of the product for whom this buydown has been created.
1.4. State: Choose the name of the state from the associated drop-down list.
1.5. Buydown Style: This field offers different styles for creating a buydown, as mentioned below:

                                                           Figure 3.1
1. Dates: This style enables the buydown/promotion to only run through a designated time period.
2. Quantity: This style enables the buydown/promotion to only run through a designated quantity.
3. Date and Quantity: This is the combination of the above two styles. When the quantity or date style limit is met first, that will be the signal that the buydown/promotion is over.
1.6. Start Date: If you are using the Date setting, enter the Start/End date this Buydown/Promo will honor. When the End Date is reached, no more items will honor this price reduction.
1.7. End Date: When the End Date is reached, no more items will honor this price reduction.
1.8. Amount: It is the buydown amount that is being applied as a discount on the transaction. This amount is applied to both the cost and the price.
1.9. Show Buydown Text: If this toggle is set to YES, then the receipt text field appears.
  1. Receipt Text: Whenever a buydown is applied to an item, you decide what you want your customer to see on the receipt. That text is written here, e.g., $1 discount/ $1 buydown. If it is left blank, then the receipt will have the default text of "Buydown Applied."
1.10. Scan Data Name: The entered name is defined for the Retail Scan Data Reports.
Report Name: This name will be for this particular buydown, the reason being that, in some cases, the manufacturer might need a specific name for the report. 
  1. Include in Scan Data Report: If this option is set to YES, the manufacturer will see the Scan Data Report; if set to NO, they will not be able to see it.
  2. Child Include Part of Parent: If this option is set to YES, it implies that the parent and child can be part of the same buydown definition.
  1. For example, Marlboro's pack and carton. The pack represents the child, while the carton represents the parent. The pack (child) and carton (parent) can be defined in one buydown. The benefit of setting this option to YES is that you will not have to manage buydowns for child and parent items separately. The downside of it is that it still uses one name on that report when the manufacturer wants to separate names for carton and pack levels separately.
1.11. Sales Accounting Code: This is your general ledger code for account for sales accounting code.
1.12. Receivable Accounting Code: This is your general ledger code for account for receivable accounting code.
1.13. Misc Accounting Code: This is your general ledger code for account for misc accounting code.
1.14. Disable Sending Alert: If this is set to YES, it will not send the buydown expiration notification to the store.

2. Manage Assignment

Select Location: This option lets you select the location using the options All, By Location, and By Location Groups. See Figure 4.

               Figure 4
You can apply buydowns to All, By Locations, or Location Groups. Select the options from the associated drop-down list.
  1. By Locations: You can implement the current commission status at specific locations as per the requirement.
  2. By Location Group: Apply the commission changes for a group of locations.
  3. All: Select All if the change is to be implemented in all your business locations.
Click the “Manage” button highlighted in Figure 4.1 above to select locations:

                                                                     Figure 4.1
The form highlighted in Figure 4.2 will appear on your screen.

                                                   Figure 4.2
The buydowns will be applied to these selected locations only.

3. Buydown Filters:

This option will give you the ability to filter commissions according to the filter type. You can add multiple filter types. See Figure 5.

                                                                                     Figure 5
- Add Filter Type: This button helps you add products for buydown.

                   Figure 5.1

- Manage Filters:

                                                                          Figure 5.2
  1. Move Next: Click on this button to move ahead with the selection that is made from the left-side list of locations.
  2. Clear Selection: Click on this button to clear all selections made on the list of locations on the right side.
  3. Delete: This button lets you delete a single selection adjacent to this button.
  4. Apply: This button lets you apply all the changes made in the Manage Location box.
  5. Close: This button lets you close the current form.

                                               Figure 5.3         
Buttons on "Manage Product Ribbon": 
1.1: View Items : This button will allow you to view items in the buydown. 

                                                                 Figure 5.3.1
1.2. Delete All: This button will delete the selected buydown filter.
1.3. Manage: With this button, you can add or delete the selected items under the Buydown filter.
2.  Delete Single Item: This button lets you delete a single item that is selected under the Buydown filter.

- Preview All Zones:

This button will display all the details of all the buydowns in each pricebook zone.

                                                                                     Figure 5.4            
Once all the fields in the form are filled, click on "Save," "Save & New," or "Save & Close."

2. Editing a Buydown Record

Follow the steps mentioned below to edit/modify the buydown record:
  1. Click the Edit button highlighted in Figure 2 above to edit a buydown record.
  2. The form highlighted in Figure 6 will appear on your screen.

                                                                                                       Figure 6
Fields are explained above.
  1. Make the necessary changes, mention them under the "Add Notes" button, then click on "Save," "Save & New," or "Save & Close."
  2. These changes can be mapped under the View Notes feature explained below. 

3. Add & View Notes:

This feature lets you quickly add a note for each change made to a buydown AFTER it is created. 

Follow the steps mentioned below to add a note to the buydown record:
  1. Click the Edit button highlighted in Figure 2 above.
  2. The "Add Notes" button is associated with editing a buydown screen.
  3. The form highlighted in Figure 7 will appear on your screen.
                                                                                                                                                                                                                                     Figure 7
  1. Describe the note for the note that is added under 255 characters.
  2. Click the "Add" button to save the note.

View Notes

  1. This feature lets you view the created notes history about any change in the previously created buydown with a timestamp, note, and user who made the change.

                                                       Figure 8
  1. Clicking View Notes will display the history of notes shown in Figure 8.1.

                                                       Figure 8.1
  1. View Notes is available on the Edit Screen (Figure 8) and Home Screen (Figure 2).

4. Copying a Buydown Record

Follow the steps mentioned below to copy the buydown record: NOTE: You should NEVER reuse a buydown; you should always allow it to end, and if you need to use the same, make a copy rather than altering the original.
  1. Click the Copy button highlighted in Figure 2 above to copy a buydown record.
  2. The resultant form highlighted in Figure 9 will appear on your screen.
  3. Enter the name of the new buydown that has been copied.
                                                                                                                                                                                                                                                     Figure 9
  1. Click on the "Go to the New Buydown" button to view the copied buydown.
                                                                                                                                                                                                                                                  Figure 9.1
  1. To go to the copied buydown, click "Go to the New Buydown."

5. Printing a Buydown Report

Follow the steps mentioned below to print the Buydown Report:
  1. Click the “Print Buydown” button highlighted in Figure 2 above to print the buydown details.
  2. This feature is available on the Edit screen and home screen.
  3. The resultant report will be displayed based on the selection made in the form, e.g., all zones, or the selected zone.
  4. The resultant form highlighted in Figure 10 will appear on your screen.

                              Figure 10
  1. Click on "Start Print" to print the Buydown Detail Report.

                                                              Figure 10.1

6. Deleting a Buydown

This button lets you delete the buydown from Control Center. NOTE: If the buydown was active, do NOT delete it, as this will mess up your historical record.
  1. Click the Delete button highlighted in Figure 2 above to delete a buydown.
  2. The form highlighted in Figure 11 will appear on your screen.

                                         Figure 11
  1. Click on "Yes, Delete" to delete a buydown record.
  2. Click on "Cancel" to cancel the deletion process.

7. Mass Update

Follow the steps mentioned below to update the selected buydown groups at once: 
  1. Click on the "Mass Update" button highlighted in Figure 2 above to update buydowns on a mass level.
  2. The dialog box highlighted in Figure 12 will appear on your screen. 

                                                                          Figure 12
  1. Check the buydown(s) names you wish to edit/update.
  2. To select the "n" number of buydowns, hold the "Ctrl" button and click to select multiple buydowns.
Mass Update's Fields and Buttons:

1. List: This is a list of all the buydowns created in the system.
2. Attributes: These are the various critical attributes of the system buydown that can be managed according to needs.
2.1. Alter Date Ranges: You can alter the date ranges only when the associated value with the toggle trigger is set to ON. See Figure 12.1. This allows you to change the date range in terms of days, weeks, and months. 

                                                                                           Figure 12.1

There are three methods by which you can alter the date range of the selected buydown:
1) Change Date Range: You can change the date range of the created discount with this Alter Date Ranges option. This option offers you the liberty to change the start or end date of the buydown duration. 
2) Extend Date Range: This option lets you extend the date of discount by X number of days, weeks, and even months.
3) Change End Date: This is another option that will help you alter the date range by changing only the end date of the buydwob period.

                                                                               Figure 12.2
2.2. Alter Buydown Amounts: If the preceding toggle is set to True, then you are allowed to change the value of "Alter Buydown Amounts." Set the toggle to ON or OFF as needed in the selected buydowns.

There are three methods by which you can alter the date range of the buydown:

                             Figure 12.2.1
1) Increase Amount: If the preceding toggle is turned ON, and this option is selected, you will be able to increase the buydown amount.
2) Decrease Amount: If the preceding toggle is turned ON, and this option is selected, you will be able to increase the buydown amount.
3) Set Buydown Amount: If the preceding toggle is turned ON, and this option is selected, you will be able to set the buydown amount.                                                                 
2.3. Delete Buydowns: This toggle, if set to True, will allow you to delete the selected buydowns.

2.4. Apply Location Changes: Whenever the related flag is set to True, then you will be allowed to replace the existing locations for the selected buydown(s). You can apply the changes to the selected location(s) from the "Manage" button.
  1. Replace Existing Locations: This option, if set to True, will help you replace the existing location(s) with a new location(s) for the selected discounts. Figure 12.2.
2.5. Manage Assignment: Follow the steps mentioned below to manage buydown groups:      
  1. By Locations: You can implement the current commission status at specific locations as per the requirement.
  2. By Location Group: Apply the commission changes for a group of locations.
  3. All: Select All if the change is to be implemented in all your business locations.

                                                        Figure 12.3

2. With the "Manage" button, sort the location type from the drop-down menu as highlighted in Figure 12.3.

                                                     Figure 12.4

                                       Figure 12.5
Buttons: 

See Figure 12.3
3.1. Cancel: This button lets you cancel all the changes made in the dialog box and takes you back to the previous form.
3.2. Update Selected Discounts: This button will save and update all the selected buydowns to new attributes.

8. Manage Buydown Groups

This feature displays the list of existing buydown groups.
Follow the steps mentioned below to manage buydown groups:
  1. Click the “Manage Buydown Groups” button highlighted in Figure 2 above to manage buydown groups.
  2. The form highlighted in Figure 13 will appear on your screen.   

                                               Figure 13

1.1. Assign Buydowns

  1. If you click on any "Assign Buydowns" under the heading of (1), the form highlighted in Figure 13.1 will appear on your screen.  

                                                                               Figure 13.1
  1. Select the buydowns that you wish to be grouped and the list of selected buydowns under the selected list.
  2. Once done, click on "Apply" to apply the selected to the group.

1.2. Edit Buydown Group

 
                             Figure 13.2
  1. If you wish to make any changes in the existing buydown group, click the "Update" button.

1.3. Delete a Buydown Group

  1. If you wish to delete the buydown group, this button will delete the buydown group record. See Figure 13.
  2. Click on "Yes" to delete the buydown group. See Figure 13.3.

                                     Figure 13.3                                                       

2.1 Add Buydown Groups

This button will help in adding new buydown groups.

                                           Figure 13.4
  1. Name: This field is for setting up a name for the buydown group.
  2. Sales Accounting Code: The general ledger accounting code for buydown sales is mentioned here.
  3. Receivable Accounting Code: The accounting code dedicated to buydown receivables is entered here.
  4. Misc Accounting Code: This field requires the miscellaneous accounting code to be filled in.
2.2. Close: Click on this button to close the form.

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