Using Coupons at the Point of Sale
This guide walks cashiers through the complete process of applying a coupon during a sale at the AccuArk Point of Sale. It covers entering the code, understanding the validation results, handling stacking warnings, viewing the discount on the invoice, and removing a coupon if needed.
Entering a Coupon During a Sale
To apply a coupon, the cashier must have an active sale with at least one item on the invoice. There are two ways to initiate coupon entry:
- Click the Coupon button — Located on the POS screen's action panel, the Coupon button opens the coupon entry form.
- Scan a coupon barcode — If the coupon is printed with a barcode, scanning it with the POS barcode scanner automatically opens the coupon entry form and populates the code field.
The Coupon Entry Form
The coupon entry form is a focused dialog that guides the cashier through validation and application:
Step 1: Enter the Code
Type the coupon code into the code field, or let the barcode scanner fill it in automatically. Coupon codes are case-insensitive, so the cashier does not need to worry about uppercase or lowercase letters.
Step 2: Validate
Press Enter or click the Validate button to send the code to the validation engine. The system runs all validation checks (code existence, active status, date range, minimum spend, location, total usage, and per-customer usage) and returns the result within moments.
Step 3: Review Validation Results
After validation, the form displays a summary panel with the following information:
| Field | Description |
|---|---|
| Validation Status | A green "Valid" badge if the coupon passed all checks, or a red "Invalid" badge if it failed |
| Discount Amount | The calculated discount value — either a percentage (e.g., "15% off") or a fixed amount (e.g., "$5.00 off") |
| Coupon Type | Whether the coupon is one_time, multi_use, percent_off, or dollar_off |
| Minimum Spend | The minimum subtotal required, if any (e.g., "Minimum spend: $50.00") |
| Usage Count | How many times this coupon has been used out of its maximum (e.g., "Used 3 of 100 times") |
If the coupon is valid, the OK button becomes enabled. If the coupon is invalid, the OK button remains disabled and the error reason is displayed.
Step 4: Apply the Coupon
Click OK to apply the validated coupon to the current invoice. The form closes and the discount is added to the sale.
Stacking Warning
AccuArk's promotion engine can automatically apply promotions to a sale based on the items in the cart, the time of day, or other rules. When a coupon is entered on a sale that already has automatic promotions applied, the system checks the stacking rules.
If the stacking rules have AllowCouponWithPromotion set to OFF, the system displays an orange warning banner on the coupon entry form. The warning message indicates that automatic promotions are currently applied to the sale and that applying this coupon may be blocked by the stacking rules.
The warning is informational — it lets the cashier know that a conflict may exist. Depending on the specific stacking configuration:
- The coupon may replace the automatic promotion — If the coupon provides a better discount, the system may remove the automatic promotion and apply the coupon instead.
- The coupon may be blocked — If the stacking rules strictly prohibit combining coupons with promotions, the coupon will not be applied and the automatic promotion remains.
- Both may apply — If stacking is allowed or if the coupon and promotion target different aspects of the sale, both discounts may coexist.
The orange warning gives the cashier a heads-up before they commit to applying the coupon, allowing them to make an informed decision or consult a manager if needed.
If the Coupon Is Rejected
When a coupon fails validation, the coupon entry form displays the reason in a red message below the validation status. The message is specific to the failure reason so the cashier can take appropriate action:
- Expired coupon — Inform the customer that the coupon has passed its end date.
- Wrong location — The coupon is only valid at other locations; suggest the customer visit the correct store.
- Usage limit reached — The coupon has been fully redeemed; it cannot be used again.
- Below minimum spend — The customer needs to add more items to meet the required subtotal.
- No customer account — Attach a customer account to the sale and try the coupon again.
The cashier can close the coupon form, address the issue (e.g., add more items or attach a customer account), and then re-open the coupon form to try again.
Discount Display on the Invoice
Once a coupon is successfully applied, the discount appears as a separate line on the invoice. The line shows:
- The coupon code (e.g., "Coupon: SUMMER25")
- The discount amount (negative value, e.g., "-$5.00" or "-15%")
This separate line makes it clear to both the cashier and the customer exactly how much the coupon saved and which code was used. The invoice subtotal, tax, and total are recalculated to reflect the coupon discount.
On the printed or emailed receipt, the coupon discount line is also included so the customer has a record of the discount applied.
Removing a Coupon
If a coupon needs to be removed before the sale is completed (for example, if the customer changes their mind or a different coupon should be used instead), the cashier can remove it:
- Locate the coupon discount line on the invoice.
- Select the coupon line.
- Click Remove or press the Delete key.
The coupon discount is removed from the invoice, the totals are recalculated, and the coupon's usage counter is not incremented (since the sale has not been completed). The cashier can then apply a different coupon if desired.
Once the sale is finalized (payment is completed), the coupon cannot be removed. To reverse a coupon discount after a completed sale, a return or void must be processed.
Tips for Cashiers
- Validate before promising — Always validate the coupon in the system before telling the customer the discount is applied. This avoids awkward situations where the coupon turns out to be expired or invalid.
- Attach the customer first — If the store regularly uses per-customer-limited coupons, attach the customer account to the sale before opening the coupon form.
- Watch for the orange warning — If you see an orange stacking warning, it means the coupon might conflict with promotions already on the sale. Check with your manager if you are unsure how to proceed.
- One coupon at a time — The POS processes one coupon per entry. If multiple coupons are allowed (based on stacking rules), enter each one separately and validate individually.
- Barcode scanning is fastest — If the coupon has a barcode, scanning is faster and eliminates typos compared to manual code entry.