How to: Create a Member Club

To create a member club

  1. Click the icon, enter Member Club List, and select the relevant link.
  2. Click the New action, and fill in the Code and Description fields. The code is the unique identifier for the club.
  3. In the Club Type field, select one of the three types available on the drop-down menu:
    • Loyalty Club: The club is administered in the system and liability belongs to the company.
    • Staff: This is a club to keep track of staff benefits and discounts.
    • External Club: This is a club which your company has an agreement with, and where members can collect points or get discounts. The administration of the club is external, and in most cases you will not keep a member register in your system.
  1. In the Card Setup Type field, select Club or Scheme. You can have different cards for different schemes, or use the same cards for all schemes in the club.
    • Choose Club if you only want one setup and the same cards for the whole club.
    • Choose Scheme if you want a specific card number series for each scheme.
  1. In the Show Points on Receipt field, select an option from the drop-down list: 
    • No: The system will not print any information about the points on the receipt.
    • Issued Points: The system will print information about the issued points in the current transaction on the receipt.
    • Point Summary: The system will print a summary of this member's points on the receipt.

  2. Fill in the remaining fields on the General FastTab, as needed.

    When new customers join the club, they will automatically be linked to the default club scheme. The system will use a default customer price group, if no price group has been specified on a lower level. Similarly, a default customer discount group will be used, if no discount group was specified on a lower level. See How to: Create Member Schemesfor more information about member schemes.

    Note: In the Point Calculation FastTab, the Point Calculation check box is selected by default. If you clear the check box, the system will not calculate any points for the members. An example of an instance where you would want to clear the check box, is when a staff discount is the only benefit offered to staff members.

  1. Fill in the fields in the Point Calculation FastTab as described in the following table:

    Field Description
    Point Expiration This field specifies how long the points will be valid. For example, if you enter "1Y", the points will be valid one year from the transaction time.
    Point Rounding Type Here you select how points will be rounded after calculation. For example, 87.51 can be rounded to 88 (Nearest), 88 (Up) or 87 (Down).
    Point Rounding Precision There are four options here: 
    1: whole numbers
    10: multiple of 10 (111.2 will be rounded to 110)
    0.1: the number is rounded to one decimal
    0.01: the number is rounded to two decimals
    Min. Trans amt. for Calculation The minimum transaction amount that is needed for points to be calculated.
    Period Calc for Up-/Downgrade Here you specify the time period after which periodic upgrades or downgrades between schemes in the club are executed. The member can be upgraded more frequently based on settings on the Member Schemes card, but the downgrade will only happen after this period. If a member is upgraded to a new scheme, a new starting date for a possible downgrade will be inserted.
    Transferred Point Type You can choose how points are regarded: as Award Points (earned through purchases) or as Other Points (points bought or transferred).
    Award Points are used when upgrades and downgrades are calculated and can be used everywhere in the application.
    Other Points are not used in upgrade or downgrade calculations, but can be used as award points for offers and tenders. It is possible to transfer points from one account to another account in the same club, and if the points are counted as award points on the new account, they would be counted twice in the upgrade calculation.
    Transferred Point Expir. To simplify an otherwise possibly complex transfer of points, you can specify a new expiration period for new entries independent of the expiration of the source entries.
    Min Remain. Period for Trans. This is to avoid the transfer of points that have almost expired. Here it is possible to specify that only points that have a minimum period of time (1M, for example) left before they expire can be transferred.
    Transfer Value Factor Example: Transfer 100 points from A to B with Transfer Value Factor 0.90. This will remove 100 points from A and add 90 points to B. If the field value is 1 or 0 the system will transfer all points.
    Disc. Benefit Point Type An offer can give points as a benefit; this field specifies which point type is given.
    Card Expiration If the card has a limited lifetime, you can specify the expiration here. The expiration date is calculated from the date when the card was activated.
    Unassigned Card Exp. You could give the member card to a customer in one of your stores and let the customer use it for limited time without registering the card. The expiration date calculation is based on the value in the First Date Used field on the Membership card.
    Member Point Tender Type The type of tender to use when a transaction is paid, totally or partly, with member points.
    Expiration Period Type Specifies how many member points will expire in the selected period type.
    Void Member Point Apply Method You can choose to apply voided points to the oldest entries or to the actual points awarded to the transaction that is to be voided:

    Oldest Entry: This is the default.

    Actual Entry: Tries to apply the original entry against the voided points. If this is not successful, oldest entries are used as in the default.
  1. In the Numbering FastTab, fill in the Card Registration field. The available values are:
    • None: The system will not keep any information about the member.
    • Register: The system will keep all valid cards in a register for validation, but the cards are not linked to any members.
    • Linked to Contact: The system will keep all cards in a register, and the cards are linked to a member contact.
  2. The Contact Handling field has three options:
    • Member Contacts Only: There is no link to the Business Central-Contacts and no restrictions on the number of contacts for each account.
    • Contact same as Account: This could be the case for a staff club where there is only one contact for each account. The contact record is then created automatically at the same time when the account is created, and the same number is used for contact record and the account.
    • Use NAV-Contacts: All contacts are first created in the Business Central-Contact management system, and you can select a Business Central-Contact for an account. The system updates common information in both tables when one is edited.

  3. You must create three number series: one for the account, another for the contact card, and the third for the card no. series. To create a new number series, first click the arrows in the Account No. Series and Contact No. Series fields, and then click New at the bottom of the dialog box. Make sure you select the check box in the Default Nos. column for each number series.

    Note: When you create a new number series, it is important to make sure that the starting and ending numbers are large enough to meet the company's requirements (for example, XX000001-XX999999).

  1. Fill in the remaining fields on the Numbering FastTab as described in the following table.

    Field Description
    Barcode Mask A look-up list used to identify the card link when a card number is entered into system.
    Card No. Series A look-up list that displays the No. Series card. The system uses the next available card number from the numbers series specified here.
    Note:
    If there is a mismatch between the Barcode Mask and the Card No. Series fields, the system will issue a warning.
    Starting Card No. Here you specify the start of all card numbers that belong to the currently selected club, for example a four digit number, "4598".
    Card No. Length Defines the length of the card number.
    The Starting Card No. and Card No. Length fields help you validate and find the correct club. If the length of a card number is 16, for example, and starts with 4598, all cards with the card number format 4598XXXXXXXXXXXX will be accepted.
    Reason Codes Accounts Here you specify reason code groups, which are used for blocking member accounts, member contacts and/or member cards.
    The method is similar in all cases: you select a check box in the General action menu for these cards, and then the Reason Code card opens. If you don't select a reason code, a warning message is displayed and the Blocked check box is not selected.
    Reason Codes Contacts Here you specify which reason code group to use for blocking member contacts.
    Reason Codes Cards Here you specify which reason code group to use for blocking member cards.
    Reason Codes Point Journals Here you specify which reason code group to use in point journals.

The Statistics FactBox to the right on the card shows real-time statistical information about the currently selected club.

The next step is to set up member schemes. See How to: Create Member Schemes.