HDC Spring 2017 Gift Card with Purchase Promotion

How to process the HDC Spring 2017 Gift Card with Purchase Promotion

How to process the Harley-Davidson Canada Promotion: Spring 2017 Gift Card with Purchase Promotion

SETUP

1. Are the Promotional Part numbers in your system? 

1. No? Please update the Harley-Davidson Canada Price file:
   1. In System Maintenance > Tools > Update Part Inventory... > HD Canada...;
   2. A Full Part Master Update can be done or you can select Update Since:

 

2. Yes?  Proceed to Step 2 ;

 

2. Investigate how the dealership accounts for Gift Cards - Do you put cards to a clearing / liability account or directly to a bank account? Record the GL account number for reference; 
3. Go to System Settings > Part > Part Category: do you have a Gift Card Category? (Sometimes it is called CARDSPOT, or HDC Gift Card, or National Card): 
   1. No? Create a Part Category:
      1. Go to System Settings > Part > Part Category;
      2. Select the ‘Add new Part Category’ icon;
      3. Name your Part Category (Suggested: Gift Card);
      4. Assign the GL account number you identified in step 2 to both the Sales and COGS GL Account, then save;
      5. Continue to Step 4;
   2. Yes? Continue to Step 4;
4. Go to System Settings > Part > Part Group: Do you have a Gift Card Group? (Sometimes it is called CARDSPOT, HDC Gift Card or National Card):
   1. ​No? Create a Part Group:
      1. ​Go to System Settings > Part > Part Group;
      2. Select the ‘Add new Part Group’ icon;
      3. Name your Part Group (Suggested: Gift Card);
      4. Assign the GL account number you identified in step 2 to both the Sales and COGS GL Account, then Save;
      5. Add the Category you created in Step 3 to the bottom half of the screen, then Save;
      6. Continue to Step 5;

2. Yes? Continue to step 5;

 

5. Add the Part Group to the newly downloaded Part numbers:
   1. ​In Part Inventory screen look up the GWCPURCH (HDC Gift Card) Part Numbers;
   2. In the Part Detail screen of these parts, click on the ‘Other’ tab and select the Part Group you created above:

 

3. Select the Category Tab and set your part group category created above:
   1. ​Add a quantity to the parts to prevent triggering purchase order requests. In the part detail screen, click on the Part Inventory Adjustment Tab, click on the 'Add Item' icon, add your quantity, click Ok and Save:

 

6. Create a new part: HDGCSALE:
   1. Add a description: "For use when Billing HDC for Gift Card with Purchase Promotion";
   2. Add the Part Group created above;
   3. Add the Part Category created above;
   4. Set the Vendor to your own store vendor;
   5. Adjust a quantity into inventory, then save;
7. Create a new Customer for claiming Gift Card Rebates. (Suggested name: HDC Gift Card Promo-Spring 2017);
   1. ​ In the Customer detail screen, select the ‘Account’ tab and add a high credit limit:  

 
HOW TO PROCESS A TRANSACTION: 

1. Create a Part Invoice to the Customer:
   1. ​If the customer qualifies (as per HDC qualifications), add the appropriate GCWPURCH part number and finalize the sale. The item should be added at 0$:

 

2. Claiming Gift Card with Purchase:
   1. ​Create a separate Part Invoice to claim the Card Rebate from HDC:
      1. ​Add the new part number HDGCSALE, add the amount for the gift card and charge applicable taxes. In the Notes box enter the eligible customer invoice number. Set the invoice status to Charge on account. This will create the receivable value owed to the dealer by HDC: