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Export Promotions 

How to export promotions and potential export use cases

Summary

Vividly lets you export your promotions data to Excel (.xlsx) or CSV directly from Promotions Planning. The export can be triggered from any of the promotions views. The export always reflects exactly the promotions visible in your current view — including any active filters. By default, Declined and Cancelled promotions are not visible in the Columns or List view and will not be included in the export unless you use Advanced Search to filter for them. The Excel file contains two tabs: Promotion Breakdown (line-level detail) and Promotion Whole (high-level summary).
 
 

Understanding What Gets Exported

The export mirrors your current view. The export includes only the promotions currently visible in the view you are in. Filters, searches, and the view type all determine what is included.
 
Scenario What the export contains
Columns or List view — no filters applied All active promotions (Pending, Submitted, Approved, Running, Completed). Declined and Cancelled are excluded.
Columns or List view — filtered by customer, month, etc. Only promotions matching your active filters. Declined/Cancelled still excluded unless filtered via Advanced Search.
Advanced Search applied (e.g., Status = Declined) Only promotions matching those Advanced Search filters

Steps to Export

Option A — Export from the Columns or List View

  1. Navigate to "Promotions" → "Planning". The Columns view is the default landing view.
  2. Optional: Apply filters or use Advanced Search (click the magnifying glass icon twice) to scope the export to specific promotions.
  3. Click the "Export" button in the top-right corner of the page.
  4. Select "Excel" to download an .xlsx file, or "CSV" for a flat file.
  5. Check your email. You will receive a message from Vividly with a download link. (Delivery typically takes a few minutes. Large exports may only be available via email.)

Option B — Export from the Calendar View

  1. Navigate to "Promotions" → "Planning".
  2. Switch to the "Calendar" view using the interface selector (computer monitor icon, top-right).
  3. Optional: Change the Group By value from Promotion Status to Customer Type.
  4. Optional: Change the Calendar view from Consolidated to Timeline. 
  5. Click "Export as PDF"  or "Export as PNG".
  6. Check your downloads folder for the file.

To Export Declined or Cancelled Promotions

  1. Navigate to "Promotions" → "Decline" or "Cancelled" .
  2. Optional: Apply filters or use Advanced Search (click the magnifying glass icon twice) to scope the export to specific promotions.
  3. Click the "Export" button in the top-right corner of the page.
  4. Select "Excel" to download an .xlsx file, or "CSV" for a flat file.
  5. Check your email. You will receive a message from Vividly with a download link. (Delivery typically takes a few minutes. Large exports may only be available via email.)

Note — Advanced Search persists across views: Advanced Search filters remain active when you switch between Columns, List, Submission, and Approval views. Click "Reset Fields" when done to return to the full unfiltered view.

 

Note: By default, your view will be limited to promotions planned in the the current year, previous year, and next year. If you already have a saved default view, that will take precedence. 

 

Expected Result

You receive an email from Vividly with a download link. The Excel file contains two tabs:
 
Tab What It Contains
Promotion Breakdown Line-level detail — one row per promotion line. Includes product, customer, fund type, expected spend, and actual spend (deductions). Use this tab for granular analysis, accruals, and pivot tables.
Promotion Whole High-level summary — one row per promotion. Shows overall promotion details without line-level breakdown.
 

Common Use Cases in Excel

  • Monthly Trade Accrual / Liability Tracking — Use the Promotion Breakdown tab to support monthly accrual entries. It shows total expected spend alongside actual spend from deductions, making it straightforward to book accurate trade liability.
  • Expected vs. Actual Spend Variance — Add a calculated column to show the differential between expected and actual spend. Identify promotions that are over- or under-spending before month-end close.
  • Granular Promotion Reporting — Slice and filter by product group, customer, and fund type for internal reviews or broker-level reporting at a finer level of detail than on-screen views provide.
  • Pivot Table Analysis — The line-level structure of the Promotion Breakdown tab is built for pivot tables. Pivot by customer, product, month, or fund type for custom trade spend summaries.
  • Bulk Editing Promotions — Export a filtered set of promotions, modify fields (e.g., spend rate) in Excel, then re-import using "Update Existing" in the Promotion Uploader. Keep the Line Key column intact. See the Promotion Upload SOP for full instructions.