Managing and retiring discount templates

Over time, you may need to update your discount templates—adjusting percentages, retiring old ones, or cleaning up unused templates. Usystems allows you to edit and retire templates while keeping a complete record for audit and reporting purposes.

Before you start

• You need Admin permission or a custom role that allows discount template management.
• Understand that changes to a template affect only new documents; old documents keep the discount they originally received.
• Plan your template updates during quiet periods to avoid confusion with your team.

Editing an existing template

1. Go to Settings → Discount Templates Open in Usystems

2. Find the template you want to edit in the list.

3. Click the template name or an Edit button.

4. Update the template details:

   • Name: change the template name if needed.
   • Discount value: adjust the percentage or fixed amount.
   • Description: update the explanation of when this template applies.

5. Click Save or Update.

Your change is now active for any new document that uses this template.

Retiring (soft-deleting) a template

When a discount template is no longer used, mark it as retired instead of permanently deleting it. This keeps your historical records intact.

1. Go to Settings → Discount Templates Open in Usystems

2. Find the template you want to retire.

3. Click the template and look for a Retire, Delete, or Archive option.

4. Confirm the action (you may be prompted to confirm that you understand this is a soft delete).

A retired template:

• Cannot be applied to new documents.
• Still appears in reports and historical records (documents created with it retain their discount).
• Can be restored if needed by your system administrator.

Viewing template usage

Some setups allow you to see which documents have used a specific template.

1. Go to Settings → Discount Templates Open in Usystems

2. Click a template to view its details or usage history (if available).

Tips & common mistakes

• Old documents, old discounts: Changing or retiring a template does not affect documents that were already created. This is by design—historical accuracy is preserved.
• Naming updates: If you change a template's name, your team may not see the old name in document histories, which is fine for clarity.
• Plan ahead: Retiring a template is immediate. If you think you may need it again, ask your admin if a restore is possible.
• Validation before changes: Check recent documents to see if a template is still actively used before retiring it.