Bonus Rules

The Panama custom of "sell 12, deliver 13" (or "sell 24, deliver 26") is everywhere in wholesale, and until now it meant fudging lines by hand. Bonus Rules encode that free-goods logic once so CifraHQ adds the free units automatically on every quote, sales order, and invoice. The customer pays only for what they bought, the tax is charged only on the paid units, and the free line flows all the way through delivery and invoicing without a single manual step.

Where to find it

Go to Master Data > Sales > Bonus Rules.

How to create a Bonus Rule

1. Click New.
2. Choose the Product the rule rewards - this is the first thing you set. If the product is sold in packs or cases, a Packsize dropdown appears so you can pick the size the deal is quoted in (for example, "Caja x18").
3. Optionally widen or narrow who else the rule applies to (all conditions are optional; leave blank to mean "any"):
   • Product Group - applies to any product in this group instead of a single SKU.
   • Customer - applies only to a specific customer.
   • Customer Group - applies to any customer in this group.
4. Optionally add a Description, for example "Sell 12 give 13".
5. Set the reward:
   • Buy Quantity - how many units the customer must buy. Once you've picked a Packsize, this becomes "how many packs to buy" and shows a live Total units count (packs x each) so you never have to do the unit math yourself.
   • Free Quantity - how many units they get free for each buy multiple.
6. Set Start Date and End Date to make it a time-limited promotion (leave both blank for an always-active rule), and confirm Active is on.
7. Save.

For the classic dozen on a product sold loose, set Buy Quantity = 12 and Free Quantity = 1. For a packsize-controlled product, pick the Packsize first and set Buy Quantity in packs - CifraHQ converts it for you.

There's no Code field to fill in - CifraHQ assigns the rule's code automatically, on both new rules and when you edit an existing one. Opening an existing rule for edit also shows its Buy Quantity back in the packsize it was set up with, not as a raw unit count.

How rules are applied

When a matching product is added to a quote, sales order, or invoice, CifraHQ adds a second line marked Bonus for the free units, calculated automatically:

• Free units = the whole number of buy multiples times the free quantity. Buy 12 get 1: order 12 gives 1 free, order 24 gives 2 free, order 25 still gives 2.
• The bonus line stays in sync: change the ordered quantity and the free quantity updates with it. Drop below the threshold and the bonus line disappears.
• Delete the ordered line and its bonus line is removed automatically. The bonus line cannot be hand-edited; if you do not want it, delete it.
• When several rules match, the most specific one wins - a rule tied to a specific product and customer beats a group-wide or catch-all rule.
• For Products sold by the pack, the free units are given as a matching pack when the reward divides evenly into one (buy a case, get a free case); when the reward is smaller than a full pack, CifraHQ gives it as loose units instead of rounding it away to zero - so the customer always gets the free unit the rule promises, no matter what size case they ordered in.

Catching a near-miss

When a product with an active Bonus Rule is added to a quote, sales order, or invoice but the quantity entered hasn't yet reached the next buy multiple, a small amber icon appears next to the line's Quantity field. Hover over it and CifraHQ tells you exactly how many more units would earn a free one - for example, "Add 1 more unit for 1 free unit (Buy 12, Get 1)". A customer never quietly misses out on a bonus just because nobody noticed they were short.

The hint is calculated live from the quantity on the line - there's nothing to save to see it, and it disappears on its own the moment the quantity reaches the threshold.

On the invoice and taxes

The free units appear as their own line at 100% discount, so the line total is 0.00. The customer is billed only for the units they bought, and ITBMS is charged only on the paid units - the free unit is left out of the tax base, which is the treatment the DGI expects for a bonificacion. The free line carries through the whole chain: the warehouse picks all 13 units, the invoice bills 12 and shows 13, and electronic Invoices are accepted by the DGI with the free unit at zero.

Tips

• Use Product Group or Customer Group scope for broad promotions ("any wholesale customer, any product in this line"), and specific Product + Customer rules for a single negotiated deal.
• Time-limited rules are ideal for seasonal pushes: set the Start and End dates and the rule activates and expires on its own.
• The reward is the same product as the one bought. Different-product rewards ("buy 24 sodas, get a free cup") are coming in a later release.

Before you start

Bonus Rules is off until an administrator enables it for your company. An administrator needs to turn on the Bonus Rules setting and make sure the Sales Discount Expense account is configured, so the free line posts correctly. Once that is done, any rule you create takes effect immediately.

Related: Products · Customers · Price Rules · Product Bundles · Quotes · Sales Orders · Invoices