This setup allows for staff/employees to receive a pre-set dollar amount of free products/services each month. With an automatic reset at the beginning of each month.
While developing this setup, I was using “Staff Benefit Discount” (SBD), when thinking of a title for this post, Staff Monthly Allowance seemed to be a better fitting title. I did not want to redo tutorial & images for the different name.
3 new custom fields will be added to an entity type. This setup is looking for a value in what is called a “Benefit Amount” field. If found, it will check the “Benefit Month” if it set to the current month format. If not set to the current month, it will adjust the “Benefit Month” and the “Benefit Balance” the the proper values. Any “Benefit Balance” that is left, will be written over, the staff member will lose the previous months “Benefit Balance” amount.
Animation Explained: How To Setup Staff Benefit & Operations
In this animation, “Staff Customer 3” will get a $10 value entered into the “Benefit Amount” field (this is amount that will be carried over from month to month). Then the customer is going to be loaded into the POS screen. Then back to the customer search screen to view the info that was automatically entered in the 2 other fields*.
* In the tutorial has these fields hidden. I have them visible to show what information written in the fields.
Animation Explained: Updating Staff Benefit Field
Continuing on from the previous animation, Staff Customer 3 will have a balance of $7.00 and the “Benefit Month” is set for the current month (formatted as <Year-Month>). Staff Member 1 has a benefit amount of $10, we will update it to $12, then load Staff Customer 1. Notice the Benefit Balance column has an amount of $3.25 and the Benefit month is set to the previous month. After loading the Staff customer, notice the Staff Discount button has a $12.00 balance, then will will go back to the Customer search to view the updated information. A sale will be made, using the Ticket Remaining amount. Than another sale will be made with the remaining amount greater than the discount that is available. The system will display the Staff Customer 1 Benefit Balance as an option.
This tutorial is assuming a staff member is listed as a customer. If you have a separate staff entity, replace
<customers>with your<staff entity>name.
Entity Type: Customers Additional Fields
Entities → Entity Types → Customers → Custom Fields
| Custom Field Name | Field Type | Mask Type | Editing Format | Hidden |
|---|---|---|---|---|
| Benefit Amount | Number | Reg Ex | ([0-9]*\.[0-9][0-9])? |
[x] |
| Benefit Balance | Number | Reg Ex | [x] |
|
| Benefit Month | String | Reg Ex | (\d{4}-(January|February|March|April|May|June|July|August|September|October|November|December))? |
[x]* |
*This will use the format yyyy- (2025-January). If a seasonal worker should work 1 month of the year, the use of a year and month will prevent their discount from not being updated.
These fields are meant to be hidden. There is a chance that 1 or more fields may show up on the New Customers/Edit Customer screen (POS screen → Select Customer → New Customer ). To remove the fields, right click and select “Design Mode”. Select the field(s) and right click and choose the X icon (under the “Abc” button). Right click again in a blank area, and choose “Design Mode” to exit out of design mode.
New Ticket State
Settings → States → Add State
| Name: | Staff Benefit Discount |
|---|---|
| State Name: | SBDStatus |
| State Type: | Ticket State |
| Color: | <blank> |
| Display Format: | <blank> |
| Quantity Format: | <blank> |
| Price Format: | <blank> |
| Show on End of Day Report: | Checked |
| Show on Product Report: | unchecked |
| Show on Ticket: | `Checked’ |
New Account
Accounts → Accounts → Add Account
| Account Name: | Staff Benefit Discount |
| Account Type: | Discount Accounts |
| Currency: | <blank> |
New Transaction Type
Accounts → Transaction Types → Add Account Transaction Type
| Account Transaction Type Name: | Staff Benefit Discount Transaction |
|---|---|
| Source Account Type (Debit): | Receivables Account |
| Target Account Type (Credit): | Discount Accounts |
| Default Source Account: | Receivables |
| Default Target Account: | Staff Benefit Discount |
| Currency: | <blank> |
Calculation Type
Tickets → Calculation Types → Add Calculation Type
| Template Name: | Staff Benefit Discount |
|---|---|
| Account Transaction Type: | Staff Benefit Discount Transaction |
| Calculation Method: | Fixed Amount |
| Rate or Amount: | 0 |
| Max Amount: | 0 |
| Rounding: | 0 |
| Include Tax: | unchecked |
| Decrease Amount: | Checked |
| Use Plain Sum: | unchecked |
| Toggle: | unchecked |
| This calculations is about Ticket: | unchecked |
Automation Commands
1 of 1
| Name: | SBD - Staff Benefit Discount |
|---|---|
| Category: | <blank> |
| Button Header: | Staff Benefit\rDiscount\r<b>Bal: {ENTITY DATA:Customers:Benefit Balance}</b> |
| Color: | Yellow |
| Font Size: | 26 |
| Confirmation: | None or Admin Pin |
| Execute Once: | Checked |
| Clear Selection: | Checked |
| Toggle Values: | unchecked |
| Ask Text Input: | unchecked |
| Ask Numeric Input: | unchecked |
| Values: | <blank> |
| Mappings: | |
|---|---|
| Enabled States: | Staff Benefit Discount |
| Visible States: | Staff Benefit Discount |
Actions
Action 1 of 7
| Action Name: | SBD - Ask Question |
|---|---|
| Action Type: | Ask Question |
| Question: | [:title] |
| Buttons: | [:buttons] |
| Description: | [:explanation] |
| Automation Command Name: | [:command name] |
| The remaining fields: | <blank> |
Action 2 of 7
| Action Name: | SBD - Execute Automation Command |
|---|---|
| Action Type: | Execute Automation Command |
| Automation Command Name: | [:command name] |
| Command Value: | [:command value] |
| The remaining fields: | <blank> |
Action 3 of 7
| Action Name: | SBD - Update Benefit Balance |
|---|---|
| Action Type: | Update Entity Data |
| Entity Type Name: | Customers |
| Entity Name: | {ENTITY NAME:Customers} |
| Field Name: | Benefit Balance |
| Field Value: | [:balance amount] |
Action 4 of 7
| Action Name: | SBD - Update Benefit Month |
|---|---|
| Action type: | Update Entity Data |
| Entity Type Name: | Customers |
| Entity Name: | {ENTITY NAME:Customers} |
| Field Name: | Benefit Month |
| Field Value: | {DATE:yyyy-MMMM} |
Action 5 of 7
| Action Name: | SBD - Staff Benefit Discount Calculation |
|---|---|
| Action type: | Update Ticket Calculation |
| Calculation Type: | Staff Benefit Discount |
| Amount: | [:amount] |
| The remaining fields: | <blank> |
Action 6 of 7
| Action Name: | SBD - Staff Benefit Discount Status - Ticket State |
|---|---|
| Action type: | Update Ticket State |
| State Name: | SBDStatus |
| Current State: | <blank> |
| State: | [:state] |
| The remaining fields: | <blank> |
Action 7 of 7
| Action Name: | Display Ticket |
|---|---|
| Action type: | Display Ticket |
| Ticket Id: | [:ticket id] |
Rules
- Rule 1 of 7
Name: SBD - Staff Benefit Discount - Ask Amount - Step 1 - Benefit Balance
Event Name: Automation Command Executed
| Constraints: | ||
|---|---|---|
Automation Command Name |
Equals | SBD - Staff Benefit Discount |
{REMAINING TOTAL} |
Greater | [=TN('{ENTITY CUSTOMDATA BY NAME:Customers.{ENTITY NAME:Customers}:Benefit Balance}')] |
Actions: 1
| Action Name: | SBD - Execute Automation Command |
|---|---|
| Constraint: | <blank> |
| command name: | SBD - Staff Benefit Discount - Step 2 |
| command value: | [?Discount Amount;\d{0,2}(\.\d{1,2})?;{ENTITY DATA:Customer:Benefit Balance};ONC;] |
- Rule 2 of 7
SBD - Staff Benefit Discount - Ask Amount - Step 1 - Remaining Balance
Event Name: Automation Command Executed
| Constraint: | ||
|---|---|---|
Automation Command Name |
Equals | SBD - Staff Benefit Discount |
{REMAINING TOTAL} |
Less | [={ENTITY CUSTOMDATA BY NAME:Customers.{ENTITY NAME:Customers}:Benefit Balance} +.01] |
Actions: 1
| Action Name: | SBD - Execute Automation Command |
|---|---|
| Constraint: | <blank> |
| command name: | SBD - Staff Benefit Discount - Step 2 |
| command value: | [?Discount Amount;\d{0,2}(\.\d{1,2})?;{REMAINING TOTAL};ONC;] |
- Rule 3 of 7
SBD - Staff Benefit Discount - Ask Amount - Step 2 - Error
Event Name: Automation Command Executed
| Constraint: | ||
|---|---|---|
Automation Command Name |
Equals | SBD - Staff Benefit Discount - Step 2 |
Command Value |
Greater | {REMAINING TOTAL} |
Command Value |
Greater | {ENTITY DATA:Customers:Benefit Balance} |
Actions 1:
| Action Name: | SBD - Ask Question |
|---|---|
| Constraint: | '[=TN('{ENTITY DATA:Customers:Benefit Balance}')]' < '{TICKET TOTAL}' |
| title: | You Have Entered An Amount That Is Too High.\rPlease Enter An Amount Less than or equal to <b>$ [= '{ENTITY DATA:Customers:Benefit Balance}' > '{TICKET TOTAL}' ? '{TICKET TOTAL}' : '{ENTITY DATA:Customers:Benefit Balance}' ]</b> |
| explanation: | <blank> |
| buttons: | OK |
| command name: | SBD - Staff Benefit Discount |
- Rule 4 of 7
SBD - Staff Benefit Discount - Ask Amount - Step 2 - Correct
Event Name: Automation Command Executed
| Constraint: | ||
|---|---|---|
Automation Command Name |
Equals | SBD - Staff Benefit Discount - Step 2 |
Command Value |
Less | [={REMAINING TOTAL}+.01] |
Command Value |
Less | [=TN('{ENTITY DATA:Customers:Benefit Balance}')+.01] |
Actions 2:
| Action Name: | SBD - Staff Benefit Discount Calculation |
|---|---|
| Constraint: | <blank> |
| amount: | [:CommandValue] |
| Action Name: | Display Ticket |
|---|---|
| Constraint: | <blank> |
| ticket id: | <blank> |
- Rule 5 of 7
SBD - Update Staff Benefit Balance
Event Name: Ticket Closing
| Constraint: | ||
|---|---|---|
{TICKET STATE:SBDStatus} |
Equals | Staff Benefit Discount |
Remaining Amount |
Equals | 0.00 |
{TICKET DETAILS:CA.Staff Benefit Discount} |
Is Not Null | <blank> |
Actions 1:
| Action Name: | SBD - Staff Benefit Balance |
|---|---|
| Constraint: | <blank> |
| balance amount: | [=F(TN('{ENTITY DATA:Customers:Benefit Balance}')+TN('{TICKET DETAILS:CA.Staff Benefit Discount}'), '0.00')] |
- Rule 6 of 7
SBD - Update Data on Entity Selected
Event Name: Ticket Entity Changed
| Constraint: | ||
|---|---|---|
{ENTITY DATA:Customers:Benefit Amount} |
Is Not Null | <blank> |
Actions 3:
| Action Name: | SBD - Staff Benefit Month |
|---|---|
| Constraint: | '{ENTITY DATA:Customers:Benefit Month}' != '{DATE:yyyy-MMMM}' |
| Action Name: | SBD - Update Benefit Balance |
|---|---|
| Constraint: | '{ENTITY DATA:Customers:Benefit Month}' != '{DATE:yyyy-MMMM}' |
| balance amount: | [=F(TN('{ENTITY DATA:Customers:Benefit Amount}'),'0.00')] |
| Action Name: | SBD - Staff Benefit Discount Status - Ticket State |
|---|---|
| Constraint: | <blank> |
| state: | Staff Benefit Discount |
- Rule 7 of 7
SBD - Remove Calculation When Staff Changed
Event Name: Ticket Entity Changed
| Constraints: |
|---|
<none> |
Actions 2:
| Action Name: | SBD - Staff Benefit Discount Calculation |
|---|---|
| Constraint: | <blank> |
| amount: | <blank> |
| Action Name: | SBD - Staff Benefit Discount Status - Ticket State |
|---|---|
| Constraint: | '{ENTITY DATA:Customers:Benefit Amount}' == '' |
| state: | <blank> |
Reports
Manage → Reports → Add Report
[Staff Benefit Discount Report:1,1,1,1]
>Ticket No|Items Total|Staff Discount|Ticket Amount
@{REPORT TICKET DETAILS:EN.Customers.asc:(TS.SBDStatus=Staff Benefit Discount)::,}
>$1 - Current Benefit Amnt: {REPORT ENTITY DETAILS:EC.Benefit Amount:(EN=$1)}
{REPORT TICKET DETAILS:T.TicketNumber,=[T.TotalAmount]-[CA.Staff Benefit Discount];0.00,CA.Staff Benefit Discount,T.TotalAmount:(TS.SBDStatus=Staff Benefit Discount) && (TEN.Customers=$1):{0}|$ {1}|$ {2}|$ {3}}
>{REPORT TICKET DETAILS:=[T.TotalAmount.sum]-[CA.Staff Benefit Discount.sum];0.00,CA.Staff Benefit Discount.sum,T.TotalAmount.sum:(TS.SBDStatus=Staff Benefit Discount) && (TEN.Customers=$1):Total|$ {0}|$ {1}|$ {2}}
Report Sample:
