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Orbit Finance
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App guides · Loyalty

How to run a loyalty programme in Orbit Finance

Loyalty is a stamp or points scheme for regular customers. Every contact is a member automatically. You set the rules, award stamps or points, and redeem rewards. This module tracks progress only. It does not post to your Profit and Loss, Trial Balance, or Balance Sheet.

Checked against Orbit Finance · 6 November 2026

What is the Loyalty module for?

It is a promise of something free once a customer has bought enough. It is a marketing cost. The real cost is the goods you eventually give away. Orbit Finance tracks the points but leaves your income alone. It does not record unredeemed points as a liability.

How do I set up the programme?

  1. Turn Loyalty on in Settings. Sales must also be on for the screen to appear.
  2. Press Program settings at the top right.
  3. Choose Program type: Stamps or Points.
  4. Set the rates. For stamps, set Stamps per reward and Stamps per visit. For points, set Points per RM1 and Points per reward.
  5. Type a Reward name such as Free coffee.
  6. Press Save. The rule takes effect immediately for every member.

How do I give a stamp by hand?

  1. Find the customer with the search box.
  2. Press the plus button on their row to give one stamp. This only works on a stamps programme.
  3. Watch the progress bar on the row.
  4. Add carefully. There is no undo button. A wrong stamp is fixed by having the customer redeem or by leaving it.

How does the till award points?

  1. Attach the member to the sale on the Point of Sale screen before payment.
  2. Ring the sale up and take the money as normal.
  3. Points are worked out from the total after any discount, at your Points per RM1 rate, and rounded down.
  4. Check the balance in Loyalty to verify the points were awarded.

How do I redeem a reward?

  1. Find the member. The redeem button is active only when they have enough stamps or points.
  2. Press the redeem button. The balance drops by one reward's worth and their Rewards count goes up by one.
  3. Hand the reward over and ring it up at the till as a line at zero or with a full discount.
  4. Check the Rewards given figure at the top of the screen to see the programme cost in units.

What this does to your books

This module posts nothing to your accounts. Saving rules, giving stamps, awarding points and redeeming rewards create no entries, and no liability is held for unredeemed points. The till sale itself posts from the Point of Sale screen, not from here. When you ring the free reward item up at the till, a stocked product moves out of stock at cost: Dr Purchases / Cost of sales (5000) / Cr Inventory / Stock (1300).
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Questions, answered

Does redeeming a loyalty reward affect my Profit and Loss?

No. The redemption itself posts nothing. The cost only appears if you ring the free item up at the till. That entry moves the goods out of stock at cost, showing it as a cost with no sale against it.

Why is there no liability for unredeemed points in my accounts?

Orbit Finance does not record unredeemed points as a liability. It tracks the points and leaves your income alone. This is a simplification for small shops, not a strict accounting rule.

What happens if I change the points per reward rate?

The change takes effect immediately for every member, including existing balances. There is no record in your accounts of what the old promise was. Everyone's progress silently rebases to the new rate.