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Coupons

Coupons are a great way to simultaneously attract new customers, increase loyalty and generate revenue. plentymarkets has a comprehensive coupon module in the Orders » Coupons menu. In this menu, you can create campaigns with various possibilities for discount. Coupons all have codes which belong to a campaign and which can either be redeemed once or multiple times. Coupons are redeemed during the order process. The corresponding discount value is displayed at this time.

1. Possible uses for coupons

A coupon has a code which belongs to a campaign and which can either be redeemed once or multiple times. Coupons are redeemed during the order process. The discount value is displayed at this time. Coupons can be sent to customers as special offer codes within emails or gift cards can be sold as items in your online store. The customer then receives the coupon code as a PDF document.

The following overview shows various possibilities for using coupons:

Table 1. Possible uses for coupons
Coupon Usage Via email Online store PDF

Code

Redemption

yes

yes

no

Coupon

Sale and redemption

yes

yes

yes

Voucher

Sale

yes

no

yes

Template variables for displaying voucher codes in email templates

When you insert the template variable $ItemVoucherCodes in the email template, the codes of a voucher are displayed per order item. The codes are separated by commas. Use the template variable $VoucherCodes to display all codes of all vouchers of an order. The codes are separated by commas.

2. Preparing items for purchase with coupons

Before you begin working with coupons, decide which of your items should be purchasable with a coupon or gift card.

Preparing items for purchase with coupons:

  1. Open the Item » Edit item menu.

  2. Open the item that should be purchasable with a coupon.

  3. Click on the Global tab.

  4. Select the setting Possible from the drop-down list Promotional coupon/POS discount.

  5. Save () the settings.
    → It is possible for the customer to purchase this item with a coupon.

Do not permit to purchase item with a coupon

Go to Item » Edit item » Open item and click on the Global tab. Set the Promotional coupon option to Not permitted if you want to prevent the item from being paid with a coupon. If the customer places such an item in the shopping cart, the coupon’s value is not applied to this item. It makes sense to prevent some items from being paid for with a coupon, e.g. special offers or other items that should not be discounted further.

If you want to make an item available for purchase with a coupon only, select the Purchasable with coupon only setting.

3. Creating a campaign

Because each coupon belongs to a campaign, you have to create a campaign first. Go to Orders » Coupons to create a campaign. Once you have created a campaign, 2 other tabs are displayed apart from the Settings tab: Codes and Templates.

Creating a campaign:

  1. Go to Orders » Coupons.

  2. Click on New campaign ().

  3. Carry out the settings. Pay attention to the information given in Table 2.

  4. Save () the settings.
    → The email folder is created and displayed in the overview.

Do not delete campaigns

Each coupon belongs to a campaign. To avoid problems with coupons that have already been redeemed, campaigns should not be deleted.

Table 2. Settings for new coupon campaigns
Setting Explanation

Campaign

Name

Enter the name of the campaign.

Description

Enter the description of the campaign.

Concept: Code

In the upper drop-down list, select the setting for the codes:
One code = One coupon code is generated per campaign and can be redeemed multiple times.
Several codes = Individual coupon codes are generated that can only be redeemed once.

Concept: Redemptions

In the lower drop-down list, select the setting for the redemption(s):
Several redemptions per customer = A customer can redeem the entire coupon amount multiple times.
Important: If the coupon is sent to several customers, they can all redeem the coupon as often as desired. This option can result in high costs to your business once all of the amounts are totalled.
One redemption per customer = A customer can either redeem the entire coupon amount once or partial amounts. If the coupon is sent to several customers, they are all able to redeem a partial amount as often as desired. However, as soon as one customer has redeemed the entire coupon amount, it is no longer possible for any other customers to redeem the coupon.
Note: If customers are not registered, but log in with a guest account, they are treated as new customers in the system. If the coupon amount is not used up completely, the coupon can be used several times because one redemption is possible per customer - i.e. new customer, new coupon.
Important: All of your customers can simultaneously redeem partial amounts that are below the entire coupon amount. However, once a customer has redeemed the entire coupon amount the coupon can no longer be redeemed. This option can result in high costs to your business once all of the amounts are totalled.
Redemption until value is depleted = The entire coupon amount can only be redeemed once. If a customer redeems partial amounts, then all of the partial amounts put together may only be as high as the entire coupon amount itself. The coupon can not be redeemed by several customers.
One single redemption = Only one redemption is possible. No further redemptions are possible, even if only a small, partial amount was used.

Use

Select single orders or subscriptions or both options.

Minimum order value

Minimum order value that must be reached in order that the coupon can be redeemed.

Validities

Start date

The date when the campaign should be activated.

End date

The date when the campaign should be deactivated.

Code validity in weeks

Number of weeks for which the coupon codes are valid. For example, enter 12 if you want the coupon codes to be valid for 12 weeks.
Important: There is a difference between the validity selected here and the options start date and end date selected above. Be sure not to mix up the validity with the start and end dates. For example, the validity can be one year (entry: 52) and the campaign can be started and ended as many times as desired throughout the year.

Coupon

Coupon type

Select Coupon or Voucher.
The difference here is that coupons are redeemed in the online store and vouchers are redeemed through third parties. Vouchers are especially popular in the hotel industry where they are simultaneously used as reservations.
Note: Depending on the coupon type selected, different options and settings are visible.

Code assignment

Only visible if you selected the option Voucher as the coupon type.
Select whether the coupon codes should be newly generated or existing codes should be used.

Coupon variety

Select Promotional coupon or Gift card. This determines how coupons are redeemed in the order and displayed in PDF documents.
Select Gift card for campaigns with coupons that are sold via the online store.
This setting has an impact on how the coupon is calculated in the online store. An example explains the calculation method.

Code length

Select the number of characters to generate for coupon codes. Coupon codes can have a length of 6, 16, 24 or 32 characters.

Discount type

Select the discount type.
Fixed amount = Enter the fixed amount.
Percentage value = Enter the percentage value of the invoice amount. Enter 10, if 10 percent should be discounted from the invoice amount.
Piece = Enter the number of items, e.g. 3 items for the price of 2.
Shipping = Free shipping is applied to the order.

Discount value

Enter the discount value for the coupon.
Activate the option incl. shipping costs if the shipping costs should be included in the discount value as well.

Filter

Items coming from price comparison portals

Allow = Allow whether coupons can also be redeemed for items coming from price search engines, i.e. items that are also offered on other marketplaces.
Do not allow = Coupons cannot be used for items coming from price comparison portals (default setting).
_Note: Price comparison portals are all referrers > 1\. This means that besides price comparison portals, also marketplaces and platforms are included. The referrers Manuel entry (referrer ID 0) and Online store (referrer ID 1) are not affected by these settings.

Categories

Categories for which coupons can be redeemed. The sub-categories of a selected category are included automatically. It is also possible to only add sub-categories.
Click on Delete next to the category ID and the category name to delete the category from the campaign. Only the link is deleted, not the category itself.

Item

Add up to 20 items. This allows you to create coupon campaigns that can only be redeemed for specific items: Enter the item ID in the text field and click on Add. Repeat these steps for as many times as necessary.
Click on the item ID to open the item in the Item » Edit item menu. Click on Delete on the right side to remove the item from this campaign and from the list.

Clients (stores)

Select the clients that are allowed to redeem the coupon. You need to select at least one client.

Customer classes

Select the customer classes that are allowed to redeem the coupon. You need to select at least one customer class.

Customer types

Select the customer types that are allowed to redeem the coupon. You need to select at least one customer type.

Email template

Variable

Select the template variable for email templates. The option No variable is pre-selected. Once a variable has been selected, it can no longer be used for other campaigns.

Example for calculating coupons for special offers and gift cards

In the Settings tab of the campaign, you can select the coupon variety Promotional coupon or Gift card. The coupon variety that you select determines how the coupon is calculated in the online store. For example, promotional coupons are calculated similarly to discounts.

Example for calculating coupons for special offers and gift cards

A customer receives a coupon for EUR 15.00. The customer purchases items in your online store totalling EUR 25.00 excluding VAT. The customer purchases 2 items. One of the items costs EUR 17.95 and is taxed at a rate of 19% VAT. The other item costs EUR 7.05 and is taxed at a rate of 7% VAT. If the customer uses a gift card, the coupon value will be subtracted from the total amount including taxes. If the customer uses a promotional coupon, the coupon value will be subtracted first and the remaining amount will be taxed.

Table 3. Comparison of promotional coupons and gift cards
Gift card Coupon for special offers

Amount before subtracting the coupon value

EUR 28.91 including VAT

EUR 25.00 excluding VAT

Amount after subtracting the coupon value

EUR 13.91 including VAT

EUR 10.00 excluding VAT

EUR 11.56 including VAT

Remaining amount to be paid by the customer

EUR 13.91

EUR 11.56

4. Searching for a campaign

To search for campaigns, select the search parameters in the Orders » Coupons menu. If you do not change the default filter settings, all of the campaigns are searched for and displayed. A search filter for coupon codes is available in the order search.

Searching for a campaign:

  1. Go to Orders » Coupons.

  2. In the Filter area, enter the ID or the coupon code or select the filter options in the drop-down lists. Pay attention to the information given in Table 4.

  3. Click on Search ().
    → The contacts that correspond to the search criteria entered are displayed.

Table 4. Searching for a campaign
Setting Explanation

ID

Enter the ID of the campaign.

Coupon code

Enter the coupon code.

Client

Select the client from the drop-down list to only show campaigns of this client.

Customer class

Select the customer class from the drop-down list to only show campaigns for this customer class.

Date from / to

Select the start date and end date of the campaign. Or: Enter the date manually.

Coupon variety

Select Promotional coupon or Gift card to only show campaigns with this coupon variety.

Coupon type

Select Coupon or Voucher to only show campaigns with this coupon type.

Concept

Select One code, Several codes or All.

Discount type

Select the discount type to only show campaigns with this discount type. Possible options: Fixed amount, Percentage, Piece, Shipping or All.

5. Displaying the campaign overview

In the Orders » Coupons menu in the tab Campaigns, the most important information about the created campaigns are displayed in the overview. Table 5 explains the campaign overview. Use the Edit view function and decide which fields are displayed in the overview.

Table 5. Important information in the campaign overview
Setting Explanation

ID

ID of the campaign. The ID is automatically assigned by the system and cannot be changed.

Name

Name of the campaign.

Start

Shows the date when the campaign was activated the first time.

End

Shows the date when the campaign is deactivated again.
Important: Be sure to not mix it up with the validity; this is not the same thing. Pay attention to the explanation of the Code validity in weeks option in Table 2.

Coupon type

Shows the coupon type. Possible values: Coupon or Voucher.

Coupon variety

Refer to the explanations in Table 2 and to the example underneath the table for further information about the coupon varieties Promotional coupon and Gift card.

Concept

The concept specifies whether a coupon canonly be redeemed once or multiple times. Refer to the explanations given in Table 2.

Discount

Shows the discount type as well as the corresponding value.

Minimum order value

The minimum order value that needs to be reached in order for the coupon to be redeemed.

Redemptions

The red number stands for the number of redeemed coupons. The green number stands for the number of coupons that have not yet been redeemed.

Export

Click on Export () at the end of the line in the campaign to export the campaign data to a CSV file.

Delete

Click on Delete () to delete the campaign.

6. Editing the campaign

You can edit already existing campaigns at any time.

Editing the campaign:

  1. Go to Orders » Coupons.

  2. Use the filter settings listed in Table 4 to search for the campaign that you want to edit.

  3. Click in the line of the campaign.
    → The Settings tab opens.

  4. Carry out the settings. Pay attention to the information given in Table 2.

  5. Save () the settings.

7. Generating coupon codes

You find the coupon generator in the Orders » Coupon menu in the Codes tab. There are 2 ways to generate coupon codes with the coupon generator. They are described below.

Valid characters for coupon codes

Coupon codes may contain any combination of lower and upper case letters, numbers and the special characters _ and -.

7.1. Manually generating coupon codes

Generate several coupon codes at the same time. The codes are automatically generated and added to the code list.

Manually generating coupon codes:

  1. Go to Orders » Coupons.

  2. Click on the campaign for which you want to generate coupon codes.

  3. Click on the Codes tab.

  4. In the Generate coupon codes manually area, enter the number of coupon codes that you want to generate.

  5. Save () the settings.
    → The coupon codes are generated and added to the list of coupon codes.

More codes than redemptions

The number of open coupons can exceed the maximum number of redemptions. As such, there may still be open coupon codes left over once the maximum number of redemptions has been reached. These codes can no longer be redeemed.

7.2. Manually entering external coupon codes or coming up with your own codes

You can add own or external codes. On the one hand, these can be codes that you received and that were not generated in plentymarkets. On the other hand, these can be individual codes that you came up with on your own.

Manually entering the coupon code:

  1. Go to Orders » Coupons.

  2. Click on the campaign for which you want to enter a coupon code.

  3. Click on the Codes tab.

  4. In the Enter coupon code manually area, enter a code with 6 to 32 characters.

  5. Save () the settings.
    → The coupon code is generated and added to the list of coupon codes.

7.3. Importing and exporting coupon campaigns and coupon codes

Use the ElasticSync in the Data » ElasticSync menu to import coupon codes. This allows you to import large quantities of coupon codes at once rather than to enter them manually one after the other. To do so, crate a sync of the type Coupon code.

To import campaigns, use the sync type Campaigns.

If you want to export existing coupon campaigns, use the data format Campaign in the Data » Dynamic export menu. To export coupon codes, use the data format CampaignCoupon.

8. Sending coupon codes via email

Coupon codes can automatically be embedded in emails. When sending an email, a new coupon code is always generated and sent.

This makes it possible to send each customer an automatically generated coupon code via your newsletter. To do so, you have to assign a template variable, e.g. $CouponCode1.

Afterwards, insert the this template variable $CouponCode1 in an email template. A new coupon is automatically created for the campaign every time the email is sent.

One template variable per campaign

One template variable can only be assigned to one campaign.

Assigning a template variable to a campaign:

  1. Go to Orders » Coupons.

  2. Click on the campaign that you want to assign a variable to.
    → The Settings tab opens.

  3. Select in the Email template area, a variable from the drop-down list.

  4. Save () the settings.

9. Selling coupons in your online store

Before you sell coupons in your online store, you first need to create a coupon campaign and set the coupon variety to Gift card. For further information, refer to Table 2.

Additionally, it is required to set up a free text field and a coupon template for the campaign. Proceed as described below to sell coupons in your online store.

9.1. Creating a coupon item

Now create a coupon item and give it the name Coupon1, for example. Enter a price and a short description. Link the coupon item to a category. Create a separate category for coupons, if required. These parameters are displayed in the online store just like for any other item.

9.2. Linking the coupon item to a campaign

Linking the campaign to the coupon item is done via a free text field. Proceed as described below to activate and select the free text field and to link the coupon item to the free text field Kampagne ID.

9.2.1. Activating free text fields

The texts are saved in the Setup » Items » Free text fields menu.

Activating free text fields:

  1. Go to Setup » Item » Free text fields.

  2. Only Kampagne ID may be entered as name.

  3. Select the data type Number.

  4. Enter the number of characters.

  5. Save () the settings.

Only Kampagne ID may be entered as name

Pay attention to the exact writing of the name, including capital and small letters. The name Kampagne ID is valid only as specified here. Other names and spellings are not permitted.

9.2.2. Selecting a free text field

Now select the free text field that you want to use for the coupon campaigns. After you have saved the setting, the field Kampagne ID is displayed in the Fields tab.

Selecting a free text field:

  1. Go to Setup » Orders » Settings.

  2. Select Kampagne ID as campaign field.

  3. Save () the settings.

9.2.3. Linking the campaign to a coupon item

Link your campaign to a coupon item.

Linking the coupon item to a campaign:

  1. Open the Item » Edit item menu.

  2. Open the coupon item.

  3. Click on the Fields tab.

  4. Enter the ID of the campaign that you would like to link to the coupon item in the free text field that you have previously selected for the coupon campaigns in the Setup » Orders » Coupons menu.

  5. Save () the settings.

9.3. Setting up the coupon template

You can save a coupon template for each campaign. This is done in the Orders » Coupons » Tab: Templates menu in the expandable section Coupon template of a campaign. The template is the background that is displayed on coupons that you create and save as PDF files. In the expandable Coupon layout area, you determine the elements for the coupon as well as the position of the elements.

PDF version

plentymarkets currently supports PDF versions 1 and lower.4.

Setting up the coupon template:

  1. Go to Orders » Coupons.

  2. In the overview, click on the coupon campaign for that you want to edit the template.

  3. Click on the Templates tab.

  4. Expand the Coupon template area ().

  5. Click on Select file next to Document template Upload.

  6. Mark the document.

  7. Save () the settings.
    Tip: A success message is displayed confirming that the document was uploaded. If an error message and no success message is displayed after clicking on Show template (), contact the support. In some cases, the module for selling coupons may not have been activated in your system.

  8. Expand the Coupon template area ().

  9. Select a character set from the drop-down list.

  10. Enter values for the X and Y coordinates and for the font size.

  11. Save () the settings.
    Tip: A success message is displayed confirming that the information was saved. Click on Display preview () to get an idea of what the coupon will look like. Correct the values as needed until you are satisfied with the result.

Coordinates

Use the X coordinate to define the left page margin. Use the Y coordinate to define the top margin.

9.4. Generating coupons

Customers can buy coupons the same way that they buy normal items. Once your customer has purchased the coupon, they can save the coupon texts for the coupon template.

Note

To save an individual text, the customer has to click change the item in the My account area of the online store by clicking on Change. Write a short note in the description of the coupon item to inform your customers.

Once your customer has purchased the coupon, they can edit the coupon text as follows:

Editing the coupon text in the My account area:

  1. Log into the online store.

  2. Open the*Order history* in the My account area of the online store.

  3. Open the order that contains the coupon.

  4. Click on Change next to the item.

  5. Now a Recipient, a Sender as well as Text can be saved.
    → The information that is entered is displayed on the coupon template.

Once the customer has paid for the coupon, the PDF template is made available for download. This can be recognised by the PDF symbol.

By clicking on Generate PDF, the PDF document is generated and the customer can print or save the coupon.

9.5. Automatically sending coupons as PDF attachments

It is useful to send coupons in the form of PDF attachments, e.g. if you offer gift cards or travel vouchers in your online store.

If you sell coupons that you do not want to provide as PDF attachments in the My account area, but would rather send via email, use an event procedure to generate and send the coupons. For the email despatch, you need an email template. In he email template, select the type Voucher for the option PDF attachment. The coupon is automatically attached to the email template as a PDF attachment.

Tip: Requirements for sending a coupon with an event procedure

In order that coupon codes can be sent via event procedure, a coupon campaign is required. You have to save the campaign for the item in question using a free text field.

9.5.1. Setting up an email template

Proceed as described in the following to set up an email template for the coupon.

Setting up an email template:

  1. Go to Setup » Client » Select client » Email » Templates.

  2. Click on New email template ().

  3. In the New email template window, enter a name for the template, e.g. Travel voucher.

  4. Select an owner or the option All from the drop-down list.

  5. Click on Save ().
    → The email template is created, added to the list and opened.

  6. Select the setting Voucher from the drop-down list PDF attachment.

  7. Click on the Email message tab.

  8. Enter the subject and the content.

  9. Use template variables to add information like the name of the customer.
    Important: Do not enter the template variable for coupons $CouponCode because the coupon is to be sent as attachment.

  10. Save () the settings.

9.5.2. Setting up the coupon dispatch with an event procedure

Now set up the event procedure for the automatic despatch of coupon templates as described in the following.

Setting up the coupon dispatch with an event procedure:

  1. Go to Setup » Orders » Events.

  2. Click on Add event procedure at the bottom left ().
    → The Create new event procedure window opens.

  3. Enter a name.

  4. Select the event as listed in Table 6.

  5. Save () the settings.
    → The event is created.

  6. Carry out the settings as described in [table-event-procedure-coupon-template].

  7. Select the option Active.

  8. Save () the settings.

Table 6. Event procedure for automatically sending coupon templates
Setting Option Selection

Event

Payment > Complete

Filter 1

Order > Order type

Order

Filter 2

Item > Item is included

Enter the item ID.

Procedure 1

Documents > Generate gift card

Note: → This procedure is only carried out for paid orders.

Procedure 2

Order > Change status

Select a status.

Procedure 3

Customer > Send email

Select the email template and the option Customer as recipient.

9.6. Displaying the coupon total on invoices

Each coupon that is sold is displayed as an individual variation on the invoice. To display the sum of redeemed vouchers on invoices, a name has to be entered in the Coupon amount field in the layout of the invoice.

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