Overview

The new UltraCart Loyalty System allows you to setup a loyalty program where your customer(s) can earn points based on the purchases they make. Your customer can then use these points to receive discounts in the form of coupons or gift certificates on future purchases. The configuration has three basic areas for now: Tiers, Rewards, and Campaigns. We will go over each section below in more detail.

To setup the Loyalty progam, navigate to:

Main Menu → Configuration → Checkout → Loyalty

Below is the page you will see when you first navigate to the Loyalty page. We will go into more detail about each section below.

General Setting

Field Name	Description

Field Name	Description
Active	Enable the Loyalty Program to be active.
Reward Type	Points or Cash
Points Per Dollar	The number of points the customer will earn for each dollar they spend.
Signup Points	The number of points the customer will earn just for signing up for the loyalty program.
Vesting Points	The number of days before the points become available for the customer to us.

Loyalty Tiers

Allows you to setup different loyalty tiers for customer so that one group can earn more points or have different rewards. Simply click on the "Add Loyalty Tier" button to be taken to the setup page as shown below. This section will look different based on the Reward type. Below is an example of both types.

Cashback (Recommended)

Points

Field Name	Description

Field Name	Description
Name	This is will be the name for the tier that is created.
Default Tier	Determines if this tier is the Default or not. All new customers will start with the Default Tier.
Points Per Dollar	The number of points the customer will earn for each dollar they spend.
Cashback Rate	The percentage of the customer order they will get back as cashback / gift card.
Vesting Days	The number of days before the points become available for the customer to use.
Qualify at Purchase Amount	Customer will qualify for this tier when their purchase amount exceeds this dollar amount. *This is an accumulative threshold
Qualify at Purchase Within	Customer will qualify for this tier if they have a purchase within this number of days. *This is an accumulative threshold
Qualify At Purchase of Item	The customer will only receive points / cash if they purchase the item listed.
Pricing Tier	The customer is assigned to this pricing tier when they qualify for the reward tier.

Rewards

Allows you to setup the different rewards a customer can earn using the points they have earned.

This only applies to reward points. You will not see this section if you are using the Cashback method.

Field Name	Description

Field Name	Description
Active	Determines if this reward is active or not.
Reward Type	Can currently set the reward type of Coupon or Gift Certificate
Reward Points	The number of points needed to redeem this reward.
Description	The Description the customer will see for this reward.
Gift Cert. Amount / Coupon Code	Depending on the reward type, the customer will either receive a coupon code or a gift certificate amount.
Gift Cert. Exp. / Coupon Exp. Days	The number of days the customer has before this reward expires. *Optional.

Customer View in My Account Customer Portal

The customer can view their accrued Loyalty Rewards points by logging into their My Account Customer Portal customer profile.

The process of a customer claiming and using a loyalty reward is:

The customer logs into the "My account, Customer portal"
They click on 'Loyalty Reward' in the My Account menu
They will see a summary of the 'Current Points' and also 'Points needed for next reward'. Available rewards appear just below the points summary section.
If there are available rewards appearing, the customer will click the 'Claim Reward' button.
The claimed reward will appear in in the next section 'Claimed Rewards'
The customer can begin the shopping with the coupon by clicking on either the coupon description or coupon code (they are both hyperlinked), which will apply the coupon to the cart for immediate shopping/redemption. (Alternatively, they can copy the code and enter it into the apply coupon field in the shopping cart checkout.)

StoreFront Theme

You must be running an update to date StoreFront Visual Builder based theme such as Element, Hero, Lifty, Jewel, Poppy or Natural VB or Native. The MyAccount loyalty functionality is not present in non-visual builder themes like MrTeas.

Merchant’s View of Loyalty Program Transactions

How to view loyalty program transactions? You can view them from the Loyalty program configuration page, by clicking on ‘Transaction’s' hyperlink in the bread crumb trail:

On the transactions page, you can filter the transactions list by ‘email’, ‘order id', 'item id', and 'description’.

Otherwise, you can browse the transactions in the transactions list:

The Loyalty Ledger provides a comprehensive, auditable history of all loyalty point transactions for your customers. Within this view, you can track point accumulations, redemptions, manual adjustments, and the specific orders or administrative actions that triggered them.

This guide outlines how to interact with the ledger table, customize your view, and understand each data field.

Navigating and Customizing the Ledger View

The Loyalty Ledger table includes interactive controls designed to help you quickly locate, organize, and filter transaction records.

Sorting Records

You can sort the ledger data dynamically by clicking on any of the clickable column headers.

Toggle Direction: Clicking a column header once sorts the data in ascending order (e.g., oldest to newest dates, lowest to highest points, or alphabetical order). Clicking the same header again reverses the sort to descending order.
Visual Indicators: A small arrow icon next to the column title indicates the current active sorting column and the direction of the sort.

Adjusting Row Display Counts

To control how much data is displayed on a single page, use the Show dropdown menu located at the top-right and bottom-right sections of the table interface.

You can select from 5, 10, 25, 50, or 100 rows per page.
Increasing the row count allows for easier scrolling through large histories, while decreasing it improves page load performance on slower connections.

Loyalty Ledger Field Descriptions

The table below breaks down every column available in the Loyalty Ledger view, detailing the type of information presented and its administrative context.

Column Header	Description	Data Example / Context
Actions	Contains quick-action buttons allowing you to manage or view the specific entry. Typically includes a View button to inspect details or a Delete/Void action if the entry is eligible for reversal.	`View` / `Delete` buttons
Ledger Dttm	The exact date and timestamp when the loyalty ledger transaction occurred and was committed to the database.	`01/12/2024 15:24`
Loyalty Points	The number of points added to or subtracted from the customer's balance. Positive numbers reflect earned points; negative numbers reflect redemptions or manual deductions.	`3`, `1,500`, `-300`
Memo	A descriptive text entry explaining why the points were altered. This can be automatically generated by system actions (e.g., order purchases) or typed manually by an administrator.	`Points earned from order`, `Redemption for Gift Card`
Order Id	The unique UltraCart Order ID associated with the point transaction. Clicking this link redirects you directly to the order's full summary page.	`F-12345-67`
Invoice Id	The corresponding Invoice ID tied to the transaction. This is useful for financial auditing alongside your order records.	`0421807001CUC11`
User Id	Identifies the entity that created the entry. System-generated events will display `System`, while manual adjustments will display the username of the specific backoffice user.	`System`, `admin_user`

Tip: If you are auditing points for a specific order, sorting by the Order Id column or using the top filter bar can immediately isolate all ledger lines tied to that single customer purchase.

Merchant’s View via the Customer Profile Editor

The merchant can view the loyalty status and activity of an individual customer profile from the ‘Accounting / Tracking’ tab in the customer profile editor. The Loyalty program details appear towards the bottom of the tab, where the Past Ledger, Future Ledger and Manual Ledger Entry form:

Ledger Entries in the Customer Profile Editor

Please note that since this is a ledger, there isn't a delete option, you’ll enter either positive or negative entries to make adjustments to a customers' cashback or points totals.

The location of the ledger entry differs for Cashback and Points programs, se below for details.

Loyalty Cashback Ledger Entry

The Ledger Entry tool allow for manual adjustments to the customer profile Loyalty / Cashback ledger

Q: How can we cancel a credit that has been applied to a customers' cashback ledger?:
A: To cancel a credit to a customer profile:

Navigate: Operations → Customer Profiles → Manage
Find the customer profile and click edit
Click on the Accounting/Tracking tab
Scroll down and use the "New Ledger Entry" section.
(Note: The amount should be entered as a negative amount to reduce their balance and as a positive to increase their cashback balance.)

Loyalty Points Ledger Entry

For Loyalty points programs, the ledger resides in the Loyalty Program configuration page, not in the customer profile editor.

Main Menu → Configuration → (middle menu) Checkout → (Second section) Loyalty

Click 'Transactions' to access Loyalty Points ledger.

The global ledger is displayed. You can use the filter to filter on the following:

Email Address
OrderID
Item
Description

To enter a new transaction, click the 'new Transaction' button.

*Field (Required)**	Description

*Field (Required)**	Description
Description*	Enter a short description of the ledger entry.
Email*	Customer Email Address
Order ID	OrderID, if applicable to a specific order
Item ID	ItemID, if applicable to a specific item
Loyalty Points*	Enter a positive value or negative points, depending upon the desired adjustment
Timestamp Date/ Time*	Enter a date and time. If you want the points to be immediately available, backdate according to the number of vesting days you have configured for your point program, other wise enter the current date.

Campaigns

Campaigns allow you to setup specials where customers can earn extra points or cashback from purchases made during a set time period or for a specific set of items. For example; Black Friday sales.

Frequently Asked Questions

Question: To be able to reduce our refund rate, we are planning on giving the option to our clients to keep the money as "credit" for future purchases. Can you please let me know if there is any option that we can apply this new procedure?

Answer: If the Loyalty program is activated in Cashback mode, then the refund screen will allow you to issue store credit, which the customer can use during the checkout process. Cashback is the recommended loyalty program mode.
NOTE: You don't need to necessarily give the customer earned credit on the purchases.

You may need a few additional elements added to your checkout to support the customer using their store credit, therefore you should review the changelog for your storefront theme, which is viewable from the themes tab of the storefront menu.

Loyalty Program