Customers, Promotions, and Loyalty Points

Loyalty programs in ERPLY are points-based systems which reward points to customers based on pre-tax dollars spent at your store. Loyalty programs can be used to reward your most loyal customers with discounts or free items, as well as to encourage customer tracking for all of your customers, to let you see who your customers are and what they like.

Customers can be assigned “Customer loyalty” codes, which can be printed on bar-coded Loyalty cards for easy scanning. This encourages your customers to participate in customer tracking while making it easy for your employees to make sure everyone gets the right credit for the purchase.

Loyalty Code assignment

Loyalty codes are the numbers assigned to your customers that identify them and match them to their customer records in the ERPLY system. Customer Loyalty codes can be used to search for your customers at POS or in the backoffice, and turning them into barcodes that can be scanned at the POS is a great way to reduce employee error and customer mismatch.

Assigning Loyalty codes in TouchPOS

Click on the + icon to open a new customer card.

Enter their information including the card numbe and hit SAVE.

To edit an existing cstomer, search for the customer in the search box. Once pulled out, click on their card icon.

Click on the edit button...

Now, enter the loyalty code into the “Card Number” field, then hit  Save 

Assigning Loyalty Codes in WinPOS

Select FIND CUSTOMER to bring up your customer list. Select the customer from the list.

The customer selected is now assigned to this sale. Next to their name is the amount of loyalty points he/she has.

Once a customer is selected, the EDIT CUSTOMER button will be clickable. It is grayed out and unusable on the default POS Customer.


The Customer card will open, and here you can edit information on the customer. The loyalty code can be added in the “Client Card” field.

Once you are done editing, click SAVE. You should receive the “Customer Successfully Changed” screen.

Assigning loyalty codes in the Back office

Go to CUSTOMERS and click on All Customers:

This will bring up your entire customer list, go ahead and select a customer. This will open up the customer card. Enter the loyalty code in the “Customer loyalty card code” field, then hit SAVE.

Creating Loyalty cards with Actual Reports

Loyalty card can be created and customized with Actual Reports to your liking. First, you need to make a handful of generic loyalty cards in Actual Reports, with codes included generated by Excel. As people sign up for your loyalty program, scan the barcode into the right field on the POS customer edit tool.

Go to INVENTORY > Product List, then select “Print Labels with Actual Reports”

Select “Design a template with Actual Reports”

This Loyalty card template was designed with Actual Reports, it can generate barcodes out of the loyalty number. Loyalty card can consist of company logo, company address, company email, terms and conditions, and more.


Setting up your Loyalty Program:

A loyalty program has two components to it: how to earn the points, and how to spend the points. In ERPLY, points are earned on every purchase on the pre-tax sum, based on settings in SETTINGS > Configuration, or product groups. Specific items or Non-stock Items and Services may be excluded from accruing loyalty points as well.

Accruing Points

This section will go over defining how Loyalty Points are earned in three different ways:

Defining General Dollars Spent per Loyalty Point Earned

Open SETTINGS and then Configuration.

Under “Invoices and sales”, find field “for all purchase, customer collects:”

Define “x” reward points per $1. This may be set in whole numbers or in decimals (if you must spend 10 dollars to earn one point, then .1 should be used). When awarding fractional points per dollar, everything after the decimal gets drop, so the customer receives the whole point per sale.

Reward points are valid for: define the # of months this loyalty program will be effective. This expiration rate is used for all points accrued, no matter where they are set. If blank, then the rewards points do not expire

Defining Loyalty Points by Product Group

Open INVENTORY > Product and Service Groups

Right click on the Product or Service Group you’d like to change, and select ‘edit’

Fill in the number of Loyalty Points that a purchase from this Group should award. Putting a zero here will cause this whole group (but not subgroups) to not award Loyalty points.

To exempt an Item from the Loyalty Program

Go to INVENTORY and click on Product Catalog then select the item to open the Product card.

On the product card there is a checkbox for “This item does not grant customer reward points”

Select that box, and Save.

This item, when sold, will no longer grant rewards points.

Spending Points

Spending Loyalty Points in ERPLY is accomplished through our Sales Promotions module, and can vary based on which POS version you are using. Differences will be noted in this guide, but if you have questions feel free to email us at or call us.

Creating the Loyalty Program (promotion) rules:

Open RETAIL CHAINS and go to Promotions then click the + sign to create a new promotion:

Give a meaningfull to the new promotion, speficy the start date, and define the rules — SAVE

In the example above, the customer must redeem 500 loyalty points to get $10 off purchase. If ‘end date’ is blank, then this promotion will never expire.

Creating a Coupon to redeem your Loyalty Points

Open RETAIL CHAIN and go to Coupon Rules then click on the ‘New’ button to create a new coupon.

Give your coupon a name, and indicate that it should be printed automatically from POS. Use the dropdown to indicate that it should print after the requisite number of rewards points, then indicate the number of rewards points below. (TouchPOS will only deduct points on coupon redemption, not on printing! That is setup in the promotion setup, above.)

Select the promotion you’d like this coupon to apply to the sale (the one you created above), and how much it costs to print this coupon.

Add in the description of the promotion and any terms you may have.

Indicate a issued from date, and an end date if you want one.

SAVE this screen.

Loyalty Program is now set to be used.

Using your Loyalty Program

Once you have set up how the points accrue to your customer, and what you would like to give your customers for their loyalty, you are ready to begin issuing and redeeming loyalty points.

In Berlin POS:

Accruing Loyalty Points at Berlin POS:

Redeeming Loyalty Rewards at Berlin POS:

Loyalty point balances can be checked and adjusted on the customer card for each customer. test.js