Special Offers *

Spis treści:

The Special Offers functionality allows the Sales Representative to create a special offer for their Client, taking into account commercial terms that are not available in the typical Client purchase transaction. With this functionality, the Sales Representative can address the individual needs of their Client in a structured way. The Special Offer allows for the application of:

• A lower (or higher) price than the Client’s price list,

• Waiving the Client’s transport costs (granting "Free Transport"),

• Proposing goods that are not yet in stock or whose officially published quantity on the platform is lower than the Client’s demand.

An additional benefit for the end client is that they can quickly negotiate prices without using multiple independent sources like phone calls or emails. The commercial terms proposed by the Sales Representative will appear on the Client's standard account.

1. Offer - Enabling

To enable the Offer functionality, no additional configuration is required. It’s enough for at least one user with the Sales Representative role within your organization to have access to the Offer functionality. To do this, create or select an existing Sales Representative from the list of users. Navigate to Settings → Users in your admin account, then open the card of the chosen Sales Representative. After that:

a. Ensure that their role is set to Sales Representative.
b. Go to the User Permissions section and select the Offers tab.
c. By default, the Offer functionality and the entire set of permissions are disabled for each Sales Representative. Therefore, use the first header toggle to enable the Activate Offer Group Permissions set.
d. The next step is to define the scope of what the Sales Representative can do when creating offers.
e. After finishing the configuration, click the Save button.

2. Offer - Sales Representative Permissions Scope

The system offers three permissions for Sales Representatives related to the Offer functionality:

2.1. Create Offers

When this permission is enabled, the Sales Representative, after logging into the Client's account (front-office), will have the ability to prepare a special offer.

2.2. Offers Below Base Price

By default, the system does not allow the Sales Representative to set a price below the product’s defined minimum purchase price (base_price). Enabling the Offers Below Base Price permission removes this restriction, allowing the price to be set as low as 0.01 PLN (or another currency).

2.3. Offers Below Stock Levels

This permission allows the Sales Representative to propose quantities of products below the actual stock level displayed on the platform.

If permission A is disabled, but permissions B and C are enabled, the functionality will not be available to the Sales Representative. The Create Offers permission is a primary permission.

3. Offer - View and Edit

The view of the Special Offer is similar to the view of an unsent shopping cart. The differences include:

a. Calculator Icon: When hovering over it, the Sales Representative will receive a tooltip displaying the Client Price (considering the client’s individual conditions) and the Retail Price of the product.

b. Offer Section: This section replaces the Cart Details section in the offer process, showing the Cart Value, Offer Value, and the Discount Amount.

c. Skip Delivery Costs: This option allows the Sales Representative to waive the delivery costs for the client, regardless of the standard mechanisms for calculating the transport fee. This feature takes precedence over other delivery cost calculation mechanisms defined in the instance. By default, this function is disabled.

d. Offer Expiry Date: The validity period for the special pricing offer. By default, the expiry date is set to offer creation date + 7 business days. You can change this date by clicking on it and selecting a new date in the calendar that opens.

e. Active/Inactive Special Offer Tag: This tag allows you to distinguish between active and inactive offers in the listing of all carts.

f. Offer Validity Period: The date by which the special offer conditions apply.

g. Offer Finalization Buttons: As a Sales Representative, you have two options to finalize the offer:

• Save Offer: This will save the data entered into the offer but will not send an email notification to your client.

• Save and Notify Client: This will save the offer and notify your client that a special offer is waiting for them on their account.

4. Creating an Offer

4.1. Offer Based on an Existing Unsent Cart

To create a special offer:

A. Log in to the front-office platform as a Sales Representative,
B. Log into the client account for which you want to create the offer,
C. Select an existing unsent cart that you want to convert into a special offer,
D. Then, click the Offer button (icon with a percentage) located at the first position of the configuration buttons,
E. A new view of the Cart-Special Offer will open, allowing you to:

• Edit the Price freely,

• Edit the Quantity of products in the cart,

• Delete or add new product lines,

• Set the Offer Expiry Date (default is set to 7 days),

• Waive the Delivery Costs for this order.

F. After completing the special offer configuration, use the Save and Notify Client button. This will send an email notification to the cart owner informing them of the special offer. A copy of the message will also be sent to your email address.
G. Once the cart is converted into a special offer, the client will no longer be able to edit the cart in relation to the elements included in the offer.

*Note: You can only convert unsent public carts into offers.

4.2. Offer Based on a New Cart

To create a special offer:

A. Log in to the front-office platform as a Sales Representative,
B. Log into the client account for which you want to create the offer,
C. Click the Add New Cart button,
D. Then, click the Edit Cart button (pencil icon), and assign a Cart Owner from the list of users defined for the client,
E. Next, click the Offer button (icon with a percentage) located at the first position of the configuration buttons,
F. A new Cart-Special Offer view will open, allowing you to:

• Freely edit the Price,

• Edit the Quantity of products in the cart,

• Delete or add new product lines,

• Define the Offer Expiry Date (default is set to 7 days),

• Waive the Delivery Costs for this order.

G. After completing the special offer configuration, use the Save and Notify Client button. This will send an email notification to the cart owner informing them of the special offer. A copy of the message will also be sent to your email address.
H. Once the cart is converted into a special offer, the client will no longer be able to edit the cart regarding the elements included in the offer.

4.3. Offer Built Based on Import from a File

A. Log in to the front-office platform as a Sales Representative,
B. Log into the client account for which you want to create the offer,
C. Find the existing cart you want to convert into an offer, or create a new cart,
D. In the open cart view, click the Offer button (icon with a percentage) located at the first position of the configuration buttons,
E. Next, click the Import Goods to Cart button (file icon with an arrow),
F. In the newly opened Import Goods to Cart window, choose one of two options:

• Download the template file for import - Download Cart in .csv or .xlsx format,

• Upload a previously used template file.

G. The sample file contains 3 columns that must be filled out according to the required conditions:

• The "Code" column, where you must enter the product code from the system or its EAN code,

• The "Quantity" column, where you must enter the quantity of the product you want to order,

• The "Net Price" column, where you must enter the net price of the product.

H. After completing the file, upload it to the system using the Browse button and select the file from your computer.
I. Once you find the file, click the Import File button.
J. The next step will open a window showing you the list of imported items, along with any Comments. The comments are divided into three groups with red, yellow, and green dots:

• Product unavailable (red dot) - The product is not available for sale.

• Product code not found (red dot) - The entered code is not assigned to any product in the system. You need to specify the correct product code.

• Non-unique code used (red dot) - The provided code is assigned to more than one product in the system. You need to specify a product code that is unique.

• Invalid value in quantity field (red dot) - The entered value in the "Quantity" field is invalid. Please check the value in the cell.

• Product unavailable in stock (red dot) - The quantity entered exceeds the available stock.

• Added max available quantity (yellow dot) - The quantity entered exceeds the available stock. The maximum available quantity will be added to the cart.

• Below minimum price (yellow dot) - A warning that the product will be added to the cart at a price below the minimum price or purchase price.

• Quantity exceeds available stock (yellow dot) - A warning that a larger quantity of the product will be added to the cart than the available stock.

• Product available in stock (green dot) - The entered product quantity is available in stock and will be correctly added to the cart.

K. After importing products to the cart, you still have the option to:

• Freely edit the Price,

• Edit the Quantity of products in the cart,

• Delete or add new product lines,

• Define the Offer Expiry Date (default is set to 7 days),

• Waive the Delivery Costs for this order.

L. After completing the special offer configuration, use the Save and Notify Client button. This will send an email notification to the cart owner informing them of the special offer. A copy of the message will also be sent to your email address.
Ł. Once the cart is converted into a special offer, the client will no longer be able to edit the cart regarding the elements included in the offer.