Membership
A member’s bill earns points because of a setting that is not in any of these applets. The membership applets keep the members, the rules and the vouchers. The points themselves are written afterwards, by the backend, from a bill or invoice finalised in your sales or point-of-sale applet. This page says whose screen each applet is, what each one writes into the others, and where to look when the number on a member’s card is not what you expected. The Membership module explains the whole machinery. Each page listed at the foot of this one is the reference for one applet.
None of these applets posts a journal or moves stock. A points redemption or a voucher reaches your ledger only as a line on the bill it pays, under that bill’s own journal.
Which applet is whose
| Applet | Who opens it | Open it when | What it writes into the rest of BigLedger |
|---|---|---|---|
| Membership Admin | Marketing and customer-service staff | You register a member, set up a point currency and its value, correct a balance, or look up why a member’s points are what they are | Members, which the till and the storefront look up. A member saved without a customer is linked to one found by login, phone or e-mail, or to a new customer. Manual adjustments write point lines with type ADJ |
| Commission Scheme | Whoever designs sales-agent pay or a points promotion | Commission or extra points should depend on branch, member class, item or document type | Nothing by itself. The Sales Commission run reads it to pay money, and a scheduled points run reads it to write point lines |
| Voucher Management Applet V2 | Marketing and customer-service staff | You create vouchers, generate or import serial numbers, assign them to members, or trace one serial | Tickets. A ticket is marked redeemed when the bill that uses it is finalised, where that step is switched on for your tenant. The bill’s own settlement or discount line is what posts |
| Voucher Management | The same people, on tenants that installed the earlier build | As V2, for vouchers, tickets and scanned events only | The same tables as V2 |
| MLM Admin Applet | Whoever owns a member-gets-member programme | You run a referral programme and need to see who introduced whom | The referral tree. It pays nobody: an MLM-type commission scheme does, through the Sales Commission run |
| OCR Cash Bill | A reviewer in your loyalty team | Members photograph receipts from other shops and earn points for them | Point lines when the reviewer presses FINAL, and only where its follow-on job is switched on |
The setting that decides whether a bill earns points
When a bill is finalised, a follow-on job looks at it. On this standard path it writes points only when three things are true:
- the bill carries a member;
- its document type and status are the ones your company’s member-point configuration names;
- the line has a point amount and a point currency, put there by a Pricebook price set with a Point treatment, or by the cashier redeeming points.
The company configuration is a record written through the company API. We searched every applet for a call to it and found none, in these applets or in Organisation. With no record, points are earned on finalised sales orders. In the live estate, almost every point earned from a document was earned on a cash bill, not on the sales order the default names. A retailer who leaves the default earns nothing at the till, and the first bill you test will show it.
Each company names one document type and one status. If GadgetSphere Sdn Bhd sets it to the cash bill, its walk-in sales earn points and its invoices to corporate buyers do not. The wholesale company, GadgetSphere Distribution Sdn Bhd, has its own record and can earn on invoices. Inside one company, points for the second document type are a manual adjustment or a CSV upload in Membership Admin, done by whoever owns the loyalty programme, against a list of the month’s invoices.
A company can delay the points. The company record has a number of days for point assignment. Above
zero, Finalise queues the bill for that many days later instead. The points then arrive as an ADJ line
with no source, and the company setting is read when the delayed job runs, not at Finalise.
Fixing the setting reaches back only in part. On the standard path the job runs once, when the bill is finalised, and a bill it skipped stays skipped. Two things do reach back. The scheduled Commission Scheme points run takes every bill of the configured type it has not yet processed, whatever its date. A bill still waiting on a delay is read with the new setting. For the rest, the backend has endpoints that re-run points for a list of bills or for a whole company. We found no applet that calls them, so ask BigLedger support, or credit the members by adjustment. Decide before you change the setting. A manual credit plus either a re-run or the commission run pays the same points twice.
What happens to the number on a member’s card
Every point is a line on the member’s Point Transaction tab in Membership Admin. A bill’s lines from the standard path name the document point-update job in their Source column. The balance the till shows is a stored figure, one per member and point currency, rebuilt from those lines each time a new line is written. Most of the time the two agree. Points Setup names the three moments they do not, and how a supervisor spots each.
The one that surprises people is a void. Where your void is set up for points, voiding a bill removes its points from the expiry schedule, but its point lines stay, and the balance is rebuilt from the lines. The member keeps the points, with one narrow exception that Points Setup describes. If a bill is voided and re-issued with the same member on it, the member earns twice.
The member on the bill is not always the customer
The till asks for a member. The invoice goes to a customer. They are two records, linked, and neither copies the other after the link is made. Points follow the member on the document. The e-invoice reads the identity on the customer record. A walk-in who joins at the till gives her identity-card number for the card. If her phone or e-mail matched a customer already on file, or she adds the number later, the number stays on the card and the e-invoice cannot see it. Only a customer the enrolment created itself carries the number across. Put the identity on the customer record as well, before the first e-invoice for her.
The same split decides where points go. Re-issue a bill to a company’s account, and the points go to whichever member the new bill carries, or to nobody if it carries none.
When two applets seem to do the same job
A Pricebook Point treatment or a Commission Scheme points treatment. Use the Pricebook for the ordinary earning rate: the points are on the bill line from the moment the cashier rings it up. Use a Commission Scheme for a rule the Pricebook has no rule type for, such as one on the document type, or for points worked out on the whole bill’s amount. Its points arrive later, from a run that must be scheduled in the Scheduler. Both read the same document type from the company setting. With no record, the commission run takes sales orders in any status, not only finalised ones.
Voucher Management or Voucher Management Applet V2. They write the same tables. V2 adds, among others, the Recurring Voucher and Import Tickets menus. Open the one your tenant installed. The V2 page documents both, and the earlier build’s page lists where they differ.
MLM Admin or the referral code on a member. The referral code on a membership card is a separate
mechanism, and MLM does not read it. A programme that pays uplines needs MLM Admin’s tree and an
MLM-type scheme.
When something looks wrong
| What you see | Usual cause | Where it is fixed |
|---|---|---|
| A member’s bills earn no points, ever | The company configuration names another document type, or there is none, or the points follow-on job is not switched on for your tenant or company | Organisation, through the company API |
| Some bills earn and some do not | The lines that earned nothing had no point amount: no price set matched them | Pricebook |
| The till offers more points than the member’s lots add up to | A lot has passed its end date and the expiry run has not been, or a bill was voided | Points Setup |
| A ticket used on a bill still reads as not redeemed | It was outside its redeemable dates when the bill was finalised, which skips it with no message, or the redemption step is not switched on for your tenant | Voucher Management Applet V2 |
| A recurring voucher was never created | The recurring-voucher run creates none today | Make each period’s voucher by hand or by import |
| An MLM invitation is still at Created after the run | The send failed, or the program has two active endpoint links | MLM Admin |
| A receipt is FINAL and the member got no points | The OCR follow-on job is not switched on, or its company, branch or Pricebook is not set | OCR Cash Bill |
The symptom, cause and fix guide walks each of these in full, starting with a member who says their points are missing.
What none of these applets will do, and who does it instead
- Move a member up a tier. A member class is set by hand. Whoever owns the programme decides who moves, on a fixed date each period, and changes the class in Membership Admin. No report joins sales to members, so the decision starts from an export; Reports says which. They know the round is done when every member who met the threshold carries the new class.
- Put a points liability in your accounts. Points post nothing. Someone in finance values the outstanding balances at each month end and records the movement by manual journal. What you owe your members gives the procedure and the check that proves it.
- Check that a referral scheme is lawful. MLM Admin pays any tree ten levels deep. The programme owner takes the scheme design to a legal adviser before the first invitation goes out. The MLM Admin page says what to bring.
- Notice an unusual adjustment. Manual adjustments write no audit-trail entry and raise no alert.
Somebody who does not work a till reads the month’s
ADJlines, by their creator, since delayed bill points areADJlines too. The Membership Admin page says what they are looking for.
Check that a member’s bill earned points
This takes a minute, and is worth doing after any change to the company setting or to an earning rule.
- Finalise a bill at the till with a member on it, for an item that earns points.
- In Membership Admin, open that member and go to the Point Transaction tab.
- You should see a
REWARDline for that bill’s branch, with the point-update job in its Source column, and the member’s balance up by the same amount. A follow-on job writes it, so it can appear a little after the bill. If your company delays point assignment, look instead for anADJline that many days later.
No line at all, with no delay set, means the bill was skipped: check the company setting first. A line with the wrong number points at the Pricebook price set that matched.