Free Items

NOTE

Important: If you are considering migrating your ERP to Unified pricing management, please contact your Sana representative before making any changes. We want to ensure a smooth transition by working with you on an individualized plan tailored to your business needs.

Free items are a type of discount that allows businesses to offer products at no charge to customers on the sales orders as part of a promotional deal or campaign. This discount type is typically used as an incentive to encourage purchases, promote specific products, or create bundle offers. Unified pricing management allows for flexibility in how and when free items are applied to ensure the promotion aligns with business goals.

Examples

Buy a Whirlpool 24.5 cu. ft. French Door Refrigerator for $1,699.99 and get a free Keurig K-Elite Coffee Maker (worth $129.99).
Purchase 2 bottles of Estée Lauder Advanced Night Repair Serum (1oz) for $115 each, and get a third bottle free.

Configure Free Items

To set up free item discounts, in Microsoft Dynamics 365 for Finance and Operations click: Pricing management > During-sales pricing > Discounts > Free item.

This article outlines the key settings required to configure free item discounts. For more detailed information on how to set up free item discounts, please refer to the official Microsoft documentation.

The table below provides description of the fields on the General, Free item setup, Validation period FastTabs and in the general area.

Field	Description
Discount	Provide a unique identifier for the free item discount. If number sequences are set up, Microsoft Dynamics 365 for Finance and Operations automatically generates the ID numbers.
Name	Provide a descriptive name for the free item discount.
General FastTab
Status	Use this field to either enable or disable the free item discount. Only enabled free item discount is available for calculations. New free item discount is initially disabled and can only be enabled once all required fields are filled out.
Currency	Select a currency for which the free item discount should be valid.
Discount account	Select the necessary discount account. You can post discount amounts for a transaction to a separate general ledger (GL) account. This field overrides the similar field that's available for price structures (price trees). For more information, refer to the official Microsoft documentation: Price Component Posting.
Coupon code required	Enable this option if you need to use coupons. The free item discount can be linked to the coupon. In this way the free items discount will be applied to an order when a customer enters the coupon code in the shopping cart in the Sana webshop. The free item discount will be triggered only if the coupon code is entered. If you need to apply free item discounts to the shopping cart without coupons, then disable the Coupon code required option. If the Coupon code required option is enabled, the Status field, Effective date and Expiration date fields will not be available. To create coupons, in Microsoft Dynamics 365 for Finance and Operations click: Pricing management > During-sales pricing > Coupons.
Price component code	Select the price component code that the free item discount applies to.
Claimable	If this setting is enabled, the free item discount will be made claimable. This means the discount is vendor-sponsored and can be charged back to the vendor.
Discount claim group	If the Claimable setting is enabled, select the appropriate claim group.
Claim offset posting	If the Claimable setting is enabled, choose the offset account where the claim should be posted.
Max criteria type	If a maximum free item discount per order is applicable, choose the type of limit you want to apply. The following options are available: Amount Quantity
Max	If a maximum free item discount per order is applicable, enter the value for the limit.
Max quantity unit	If the Max criteria type field is set to Quantity, select the unit of measure that corresponds to the value entered in the Max field.
Free item setup FastTab
Criteria type	Select the necessary criteria type. The following options are available: Quantity Amount This setting determines whether the free item discount will be applied based on the quantity of products ordered or the amount spent. Depending on the selected criteria type, you need to specify either the amount or the quantity in the Required header quantity/amount field on the Free item setup FastTab. Also, depending on the selected criteria type, either the Required line quantity field or the Required line amount field will be available on the Lines FastTab.
Calculation type	Select the necessary calculation type. The following options are available: Stepped – applies free item discounts based on tiered ranges of quantities or amounts. As customers meet or exceed a specific threshold, they receive a set number of free items. The system calculates free items by applying the appropriate discount for each qualifying range, with the number of free items increasing as the customer’s order quantity or amount moves into higher thresholds. Normal – applies a single, flat free item discount based on the first qualifying quantity or amount range. Unlike the Stepped calculation type, it does not scale the number of free items as the customer orders more. Once the customer meets the minimum threshold for a given range, they receive the same number of free items regardless of how much more they order within that range.
Repeatable	Determine how often a customer can receive a free supplementary quantity based on the Required header quantity/amount, Required line amount, and Required line quantity settings. The following options are available: No: The customer will be eligible for at most one supplementary quantity when all header and line requirements are fulfilled. Repeatable by header: The first supplementary quantity is granted when all header and line requirements are met. After that, an additional supplementary quantity is provided each time both the header requirement is met as a multiple, and at least one line requirement is met as a multiple. Repeatable by line: The first supplementary quantity is granted when all header and line requirements are met. An additional supplementary quantity is granted each time both the header requirement is met as a multiple and all line requirements are met as multiples.
Required header quantity/amount	Specify the minimum quantity of products or the minimum amount a customer must purchase to qualify for a free item discount. It represents the threshold that must be met at the header level (for example, the total order or total value of products in the cart).
Supplementary quantity	Specify the number of additional products that the customer will receive for free once they meet the required quantity or amount. This field determines how many extra items the customer will receive as part of the promotion, in addition to what they already purchased.
Validation period FastTab
Use the fields on the Validation period FastTab to define the period during which the free item discount is valid. You can configure the validation period using either standard or advanced rules.

After configuring the general settings, proceed with setting up the lines.

Header Price Attribute Group Settings

All lines within a pricing rule apply to the same set of customers, which you can configure in the header price attribute group settings. These settings can be accessed by selecting Header price attribute group on the Action Pane. The Edit price attributes dialog box appears, allowing you to configure the logic for identifying the customers to whom the current pricing rule will apply. The limits set here will apply to all lines and products covered by the rule.

Configure the Header price attribute group settings:

Step 1: In the Group type field, choose the customer selection type you want to set up. The available options depend on the price attribute combinations associated with the selected price component code:

Group: By selecting this option, the dialog box will present a set of header attributes that you can assign values to, enabling you to narrow down the group of customers the pricing rule applies to.
All: The pricing rule will be applied to all customers.

Step 2: If you selected the value Group in the Group type field, in the Price attribute group field choose a price attribute group. The available options depend on the attribute groups enabled for the selected price component code. The value you select will determine the set of attributes you can work with in the dialog box.

Step 3: If you selected a price attribute group, its attributes will appear on the Header price attribute group FastTab. For each row, enter or select one or more values in the Condition column to specify the rules for customer selection.

Step 4: Select Preview matching results to see a preview of the settings you have configured. A dialog box will display a list of customers that meet the conditions you have configured.

Line Price Attribute Group Settings

Use the Lines FastTab to specify pricing rule that will apply to each product.

Click New on the Lines FastTab to add a line. The Edit price attributes dialog box appears, allowing you to configure the logic for determining which products the current line will apply to.

Configure the Line price attribute group settings:

Step 1: On the Header price attribute group FastTab, review the logic used to select the customers to whom the current pricing rule applies. The values set here will apply to all lines within the current pricing rule.

Step 2: In the Price attribute group combination field on the Line price attribute group FastTab, select the combination of price attributes that will define the products for the current line. The available combinations are determined by the price component code selected for the current pricing rule. Select the price attribute group combination where the right side of the name corresponds to how you want to define the collection of products the line will apply to. The left side of the price attribute group combination name is related to the header price attributes, and they are common to all lines for the pricing rule.

Step 3: On the Line price attribute group FastTab, enter or select one or more values in the Condition column to define the rules for selecting products. The displayed set of attributes is based on the price attribute group combination you selected. The attributes will not be available on the Line price attribute group FastTab, if the selected price attribute group combination applies to all products.

Step 4: Select Preview matching results to see a preview of the settings you have configured. A dialog box will display a list of products that meet the conditions you have configured.

Once you have defined the products and customers the line will apply to, configure the settings required to create the line.

Create the Lines

The table below provides description of the fields on the Lines FastTab.

Field	Description
Free item group	Select the necessary free item group. The items from this group will be added to an order as free items when the discount conditions are met. You can create the free item groups on the Free item lines FastTab.
Required line quantity	For free item discounts where the Criteria type field on the Free item setup FastTab is set to Quantity, specify the minimum quantity of items that must be ordered to qualify for the discount.
Required line amount	For free item discounts where the Criteria type field on the Free item setup FastTab is set to Amount, specify the minimum total amount that must be spent to qualify for the discount.
Site	The site and warehouse where the product is stored.
Warehouse	The site and warehouse where the product is stored.
Unit	Select the unit of measure of a product for which the discount will be valid.
Line type	Using this field, you can either include or exclude a line from the discount. The following options are available: Include Exclude

On the Free item lines FastTab you can define which items will be automatically added to an order as free items when the discount conditions are met.

The table below provides description of the fields on the Free item lines FastTab.

Field	Description
Product	Select the product that will be given as a free item when the discount conditions are met.
Product variant	If a product has some variants, in this field you can select the specific variant of the product which will be used as a free item.
Unit	Select the unit of measure of a product.
Site	The site and warehouse where the product is stored.
Warehouse	The site and warehouse where the product is stored.

The purpose of the Claim posting line details FastTab is to enable precise control over how free item discounts are posted in the system, ensuring that the appropriate financial entries are made for claims, non-claims, or additional claims based on the selected configuration.