Convenience stores are regularly offered discounted pricing on a product or a range of products either via a buying group, or through deals negotiated with suppliers directly. These deals are then passed onto the customer in the form of a promotion.
This discounted price is often referred to as a “Buy In” price and is usually offered for a set period of time, which is generally during and leading up to the promotional period.
Throughout this process, the customer gets a great deal, the supplier turns over more stock, and you receive the best price available – it feels like a win-win situation for everyone.
But how do you make sure that you are receiving this special “Buy In” pricing from your suppliers? What if an incorrect invoice is overlooked when entering supplier tax invoices?
The team at Beacon have been working very closely with our customers and three major buying groups to ensure that we have you covered.
Beacon has developed a four-step system that, when utilised correctly, will ensure that if you do get overcharged during a “Buy In” period – you will know about it.
- Step 1. Ensure that the Buy In price, supplier, and period are entered into your promotions
- Step 2. Ensure that warning messages pop up when a promo price is overridden
- Step 3. Print view your Supplier Tax Invoices to check for the promo cost warning message
- Step 4. Periodically run the “Promo Buy In Price Overridden” report
In more detail:
Step 1. Ensure that the Buy In price, supplier and period are entered into your promotions
If you are using the Enhanced Promotion Import tool to bring in your promotions from a buying group (UCB, New Sunrise or Fix), these fields will be populated during the import process. If not you will need to fill out the fields highlighted above when creating promotions.
As long as the Buy In Price, Supplier and Buy In Period are set in your promotions, Beacon will bring up the special Buy In price on any supplier tax invoices for that supplier during the Buy In period.
You can see how the promotional pricing is displayed below:
Step 2. Ensure that warning messages pop up when a promo Buy In price is overridden
You will need to ensure the option for the warning message is enabled within your Beacon Back Office module.
To enable this option:
Open the Additional Options screen via Setup > System Setup > Additional Options
On the right side of the screen click the + next to Creditors to open the available additional options, then tick the box next to “Warn if promo buy in price overridden by user”
NOTE: Do not change any other additional options or anything else on this screen without consultation with Beacon Support
Now when entering a supplier tax invoice if a promotional price is overridden a warning message will display:
Step 3. Print view your Supplier Tax Invoices to check for the promo cost warning message
We recommend viewing your supplier tax invoices in Print View to check for any manual overrides of promo Buy In pricing.
When an invoice or draft invoice is printed, you will be warned in the top left corner under the suppliers details as below:
Step 4. Periodically run the “Promo Buy In Price Overridden” report
We recommend printing the following report periodically to ensure that no promo Buy In prices have been overridden.
To run this report go to Reports > Transactions > Suppliers
Put in the relevant Date Range on the left side and select “Promo Buy In Price Overridden” from the drop down Event Type list on the right
This will bring up a list of all overrides during the period selected which you can then follow up with staff and suppliers.
Hopefully through utilisation of Beacon’s 4 step process you can ensure that you always receive your promotional pricing.