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Deductions Processing - Scanning & Matching (Stand-Alone)

Scanning & Matching in the Deductions Processing section

Purpose - This SOP outlines the process for scanning backup deduction files and matching them to planned promotions within the Vividly platform using Deduction Processing as a stand-alone tool.

Step 1: Select the Backup Source Template

  1. Log in to your Vividly portal.
  2. Navigate to Business > Deductions Processing.
  3. Click Select Template.
  4. Choose one of the following options:
    • Auto Classification (Recommended): Allows the system to automatically detect the file format.
    • Manual Selection: Choose your specific backup source (e.g., UNFI West MCB, KeHE MCB, Kroger, Whole Foods, etc.).
  5. If unsure which template to select:
    • Click on the customer template under All Templates to preview examples.
  6. (Optional) Click the Star icon beside a template to mark it as a favorite for quick access later.

Step 2: Upload & Scan Backup Files

  1. Upload Files:
    • Drag and drop PDF files into the upload area, or click the upload arrow to manually select files.
    • Important: All files in a single upload must share the same backup source/template.
  2. Upload Limits:
    • Up to 500 files per upload (or 250 files depending on your plan).
    • Max file size: 100 MB
    • Max pages per file: 200 pages (for newer sources)
    • Supported formats: PDF (primary), some Excel files (limited to specific sources such as Whole Foods and UNFI East).
  3. Enter Additional Information (if prompted):
    • Promotion Month/Year associated with upload file(s)
    • Spend Date associated with upload file(s)
    • Check Number (optional but recommended)
    • Fund Type(s): Select one or more (e.g., MCB, Scan, EDLP MCB, Slotting).
  4. Review and Scan:
    • Verify your uploaded files using the preview pane.
    • Click Scan and Extract to start processing.
    • Processing time varies by file size (typically seconds to minutes).
    • Once complete, view results under Processed Scans.
  5. Processed Scan Results Display:
    • Check number
    • Process date
    • Backup source
    • Configuration (type of backup)
    • Processor name
    • Number of pages and files scanned
    • Success/failure status
  6. Download Extracted Data:
    • Click the arrow to expand scan details.
    • Use the Download icon to export data as an Excel file.
    • Two file types are generated:
      1. Individual File Extracts (for each uploaded file)
      2. Concatenated_Scan File (consolidated Excel file containing all data)
    • An email copy of the extracted file is also sent to your inbox.

Step 3: Match Deductions

  1. Navigate back to Scan & Match and down to Match Deductions.
  2. Click Upload Deductions.
    • Drag and drop your file, or click to select from your computer.
    • Recommended file: Use the Concatenated_Scan file generated in Step 2.
  3. File Requirements:
    • Format: Excel (.xlsx) or CSV (.csv)
    • One worksheet only
    • Maximum size: 100 MB
  4. Assign Backup Source Group:
    • Choose from the dropdown: UNFI, KeHE, Kroger, Whole Foods, or Other Retailers.
  5. Field Mapping:
    • Map Vividly’s required fields to your file’s column headers.
    • Mapping is saved after your first upload for future use.
    • Update mappings only if your file format changes.
  6. System Matching Process:
    • The Deductions Matcher automatically matches deductions to planned promotions using the following key criteria:
      1. Customer Name
      2. Product
      3. Promotion Type
      4. Promotion Month/Year
      5. Spend Rate
  7. Review Match Confidence Levels:

Match Type

Description

Output

High Confidence

All criteria matched

Single Matched Line Key ID

Low Confidence

One or more fields missing (e.g., product, spend rate, month-year)

Multiple Matched Line Key IDs

Needs Attention

No matches found (missing or invalid data)

No Matched Line Key IDs
      8. Common Reasons for “Needs Attention”:
  • Promotion not planned in Vividly
  • Deduction represents an invalid or disputed expense

       9. Export Matched Data:

  • Once verified, click Export Matching Data to download your results.
  • Click Next to finalize and automatically return to the homepage.

Quick Tips

  • Use Auto Classification whenever possible for speed and accuracy.
  • Confirm that uploaded files belong to the same template before scanning.
  • Save your commonly used templates to favorites.
  • Review “Low Confidence” matches and select the correct option.
  • Review “Needs Attention” items to identify unplanned or disputed deductions early.
  • Indirect retailers who are not mapped in Vividly will automatically default to the Distributor All Other Bucket.