Astro Loyalty

Rundoo integrates with Astro Loyalty so you ring up a sale once and send the customer and product information straight to Astro, with no double entry: Astro punches the loyalty card and applies any rewards automatically. This page covers how to send a cart to Astro, link a customer the first time, and record Astro rewards and discounts in the cart.

In the POS mode, with a customer loaded and products in the cart, scroll down to the Loyalty section and its Astro Loyalty button.

What Astro Loyalty does (and doesn't) do

The rewards programs, the points, the punch cards, and the customer-facing side all live in Astro, not Rundoo. Rundoo's job is to hand Astro the two things it needs to do the counting: who the customer is and what they bought. When you click Astro Loyalty, Rundoo sends the customer and the cart to Astro, Astro processes any rewards program that involves those products, and it punches the card for you.

You don't have to limit the cart to Astro products. If you send products that aren't part of Astro, Astro simply ignores them, so you can ring a mixed cart normally and let Astro do the thinking about which lines count.

Before it works: products need the manufacturer's UPC

Astro decides whether a product is part of the Astro program by its manufacturer's UPC, so that UPC has to be on the product in Rundoo. If a product is missing its manufacturer's UPC (or is carrying a store-generated or vendor code instead), Astro can't recognize it as an Astro item and it won't count toward a reward.

The UPC lives on the product's Settings tab, under Additional IDs. Open the product in the POS mode, go to Settings, click Add under Additional IDs, and scan or type the manufacturer's UPC (the 12-digit barcode printed on the manufacturer's packaging). Save to commit.

Sending a cart to Astro

1. Load the customer and add the products to the cart in the POS mode as you normally would.

2. Scroll down to the Loyalty section in the cart. You'll see a new Astro Loyalty button.

3. Click Astro Loyalty. Rundoo sends the customer and product information to Astro. Astro punches the card, processes any rewards program tied to those products, and accounts for them automatically. Non-Astro products in the cart are ignored.

4. Process any earned rewards or discounts back in the sale. If the customer is eligible for a free product, a reward, or a discount, apply it in the cart the usual way (see Applying Astro rewards and discounts below), then take payment and close out the sale as normal.

Linking a customer the first time

The first time you use the Astro Loyalty button for a given customer, Rundoo has to link that Rundoo customer to their record in Astro. You only do this once per customer; after that it works seamlessly like any other sale.

If the customer already exists in Astro: when you click Astro Loyalty, Rundoo tells you it couldn't find an automatic match and asks you to link them. Rundoo uses the contact information you sent to surface who it thinks the customer is in Astro. Confirm the match and click Select. From then on, that Rundoo customer is linked to that Astro customer.

If the customer is new to Astro: you'll see the same linking screen, but this time click Create New Astro Account. Astro prefills the new account with the contact information sent from Rundoo. Click Save Pet Owner to create it. That Rundoo customer is now linked to the new Astro account going forward.

Applying Astro rewards and discounts

Astro tells you what a customer has earned; you record it in the Rundoo cart. How you do that depends on the reward.

For a dollar-off coupon or a percent-off discount, add a discount in the cart the normal way, either to the whole sale or to the individual product. See Sales for the three ways to discount a cart (line-level Edit price, the sale-level Add discount button, or an auto-firing promotion).

For a free bag (or any free product the distributor reimburses you for), use the receivable-and-tender workflow in Redeeming a free bag (Astro Free Goods) below. That's the recommended way now, because ringing a reimbursed bag at $0.00 loses track of what the distributor owes you.

Redeeming a free bag (Astro Free Goods)

When an Astro program earns a customer a free bag that the distributor reimburses you for (the free bags show up on Astro's Free Goods Credit Batch report), the recommended way to ring it keeps the money straight: ring the bag at its normal price and take payment for it with a dedicated Astro Free Goods tender, so the bag's value parks in a receivable until the distributor's credit memo clears it. Ringing the bag at $0.00 instead loses track of what the distributor owes you, and understates your sales and cost of goods.

Set it up once

1. Add an Astro receivable account. In the Admin > Chart of Accounts > Accounts tab, click Add account. Name it something like Astro free goods receivable and set the Type to Asset. For the Number, stores on Rundoo's default numbering can use 12610 (it sits with the other receivables in the 11xxx–12xxx range, next to your custom-tender clearing accounts); if your bookkeeper keeps their own numbering, let them pick the number. If you already have a coupon or vendor-credit receivable you use for this sort of thing, you can point at that instead of adding a new account. See Chart of Accounts.

2. Create the Astro Free Goods tender and point it at that account. Custom tenders are set up by Rundoo Support: email support@rundoo.ai and ask them to add a custom tender called Astro Free Goods with the Sales usage, and to set its GL account to your Astro receivable (12610, or whichever account you created above). The GL account a tender posts to lives on the Admin > Chart of Accounts > Mapping tab, so if the tender ever lands on the wrong account you can repoint it there. See Tender methods and Account mapping.

At the register

1. Ring the free bag at its normal price, alongside the rest of the sale.

2. Split the payment. Use Split payment (top-right of the payment panel) to put the free bag's amount on the Astro Free Goods tender, and the rest of the sale on the customer's usual payment (card, cash, or charge account). See Sales → Take payment for the split-payment flow.

Each free bag then adds its price to the Astro receivable (12610).

When the distributor's credit arrives

Book the distributor's credit memo against the Astro receivable to bring it back down (a manual journal entry that credits 12610, or your bookkeeper's usual way of applying a vendor credit). Whatever balance is left on the account is the store's outstanding Astro credits, which you can check against Astro's Free Goods Credit Batch report.

Recommended Rundocs

• Products (where the manufacturer's UPC goes on a product's Settings tab under Additional IDs, and the UPC enrichment tool).

• Sales (ringing up a sale and the ways to apply a discount to the cart).

• Customers (creating and editing the customer records you attach to a sale).

• Loyalty points (Rundoo's own built-in loyalty feature, separate from Astro Loyalty).

• Contractor Rewards (a separate manufacturer loyalty program Rundoo integrates with, run by Benjamin Moore).