Discount Codes

Discount codes allow you to offer promotional or institutional reductions that students or finance officers can apply to invoices. Each code defines a discount value (fixed amount or percentage), an optional validity period, and an optional usage limit. When a code is redeemed, Kampus SIS creates an invoice adjustment for the discount amount and tracks the redemption for reporting.

How Discount Codes Work

A discount code is created by a finance administrator and activated when it is ready to use. Students can enter the code on the student portal during the payment process, or a finance officer can apply it directly to an invoice in the back office. Each application is recorded as a redemption, tracking which invoice received the discount and when.

If a discount code was applied in error, the redemption can be reversed from the invoice adjustment or from the redemptions log, restoring the original invoice balance.

Discount Types

Each discount code uses one of two calculation types:

Fixed Amount

Reduces the invoice by a specific currency amount. For example, a code worth LKR 5,000 always deducts exactly LKR 5,000 regardless of the invoice total. Fixed amount codes are currency-specific.

Percentage

Reduces the invoice by a percentage of the current grand total. For example, a 10% code on an invoice of LKR 100,000 deducts LKR 10,000. Percentage discounts are calculated against the invoice total at the time of application.

Create a Discount Code

1. Go to Finance → Discounts.
2. Click New Discount Code.
3. Fill in the code details:
   • Code: The redemption code students or officers will enter (e.g., EARLYBIRD2026). Codes are case-insensitive and must be unique. Use something meaningful and not easily guessable for public-facing codes.
   • Name: A descriptive name for internal identification (e.g., “Early Bird 2026 — 10% off”). Not shown to students.
   • Discount Type: Select Fixed Amount or Percentage.
   • Discount Value: The amount (for fixed) or percentage (for percentage type). For fixed amount discounts, this is in the organisation’s primary currency.
   • Effective From: Optional. The date from which the code can be redeemed. If left blank, the code is valid as soon as it is activated.
   • Effective To: Optional. The expiry date after which the code can no longer be redeemed. If left blank, the code does not expire.
   • Usage Limit: Optional. The maximum total number of times this code can be redeemed across all students. Once the limit is reached, further redemptions are blocked. Leave blank for unlimited use.
   • Status: Set to Active to enable the code immediately after saving, or Inactive to save it without making it available yet.
4. Click Save.

Pro Tip: For large discount campaigns, set a Usage Limit to cap exposure. Monitor redemptions in real time from Finance → Discounts → Redemptions.

Activate or Deactivate a Code

A discount code must be Active before it can be redeemed. You can toggle its status at any time.

Activate a Code

1. Open the discount code from Finance → Discounts.
2. Click Activate. The status changes to Active.

Deactivate a Code

1. Open the discount code.
2. Click Deactivate. The status changes to Inactive.

Deactivating a code prevents future redemptions but does not affect redemptions that have already been made. Previously applied discounts remain on the invoices where they were applied.

Note: A code past its Effective To date is automatically unavailable for redemption even if its status is Active. You do not need to manually deactivate expired codes.

Apply a Discount Code to an Invoice

Finance officers can apply a discount code directly to a student’s invoice from the back office. This is useful when the student cannot apply the code themselves, or when the discount is part of an enrolment arrangement.

1. Open the invoice from Finance → Invoices.
2. Click Add Adjustment.
3. Select Promo Code as the adjustment type.
4. Enter the discount code in the Code field. The system validates the code and shows the calculated discount amount.
5. Click Apply.

The discount is applied as an adjustment on the invoice. A redemption record is created linking the code to the invoice. The invoice balance is recalculated immediately.

Note: Each invoice can only have one promo code redemption. If a different code needs to be applied, reverse the existing redemption first.

Important: The system validates that the code is active, within its effective dates, and has not exceeded its usage limit before applying. If validation fails, an error is shown and the code is not applied.

Reverse a Redemption

If a discount code was applied to the wrong invoice or in error, reverse the redemption to remove the discount and restore the original invoice balance.

From the Invoice

1. Open the invoice and find the promo code adjustment in the Adjustments section.
2. Click Void next to the adjustment and enter a reason.
3. Click Confirm Void.

From the Redemptions Log

1. Go to Finance → Discounts → Redemptions.
2. Find the redemption record and click Reverse.
3. Enter a reason and click Confirm.

Reversing a redemption removes the discount from the invoice and restores the balance. It also frees up the usage count on the discount code if a usage limit was set.

View Redemptions

The redemptions log shows every instance a discount code has been applied across all invoices. Use it to monitor how a code is being used and identify any unexpected redemptions.

1. Go to Finance → Discounts → Redemptions.
2. Filter by discount code, student, or date range as needed.

Each redemption record shows the code, the invoice it was applied to, the student, the discount amount applied, and the date of redemption. Reversed redemptions are shown with a reversal date and reason.

For a summary view of discount usage across campaigns, use the Discount Usage Report.

Permissions

Permissions are assigned to roles under Settings → Users & Roles.

Next: Finance Reports