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How To Create a New Fund Type

Account Settings > Fund Types

IMPORTANT: Before setting up new fund types or making changes to existing fund types please check with your primary Vividly Admin.

Step 1: Navigate to Account Settings

  1. Click the profile icon in the upper right corner of your screen
  2. Select "Account Settings" from the dropdown menu
  3. Navigate to the “Fund Types” tab (formerly the "Account Assignment" tab)

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Step 2: Add GL Accounts (If Needed)

Before creating fund types, ensure the required GL accounts exist:

  1. Go to “Manage GL Accounts” in the upper right of the Fund Type list

  2. If not, add it by:
    • Typing the new GL account number in the text field
    • Press Enter
    • The account will automatically be added to your available options

 

 

 

Step 3: Create the New Fund Type

 

  1. Click "Add Fund Type" button at the top of the Fund Types screen

  2. Fill in the required fields:

    • Fund Type Name:
      1. Enter the name as you want it to appear in promotion creation
      2. Use only alphanumeric characters, spaces, and dashes
      3. This name will become your dropdown option when creating promotions
    • Associated Account:
      1. Select the appropriate GL account from the dropdown
      2. This ties the fund type back to your accounting software
      3. Users will be able to add a new GL account from this screen as well if it does not exist
    • Write-Off Account:
      1. Recommendation: Set this to the same GL as your Associated Account
      2. This simplifies the process even if you never write off
      3. Required if you want the ability to write off deductions to this fund type
    • Promotion Fields
      1. These fields will be what appears when creating promotion lines with this fund type
      2. Configure the available fields by selecting:
        1. Rate-based fields (for percentage-based promotions)
        2. Lump sum fields (for fixed amount promotions)
        3. Date fields (buy-in dates, etc.)
        4. Pricing sections (base and promoted prices)
        5. Other relevant fields based on your business needs
    • Reminder (optional description):
      1. Add helpful notes for your sales team here
      2. This appears as a small reminder when users create promotions
      3. Example: “Remember to plan the highest book price!” or “Be sure to check for a scanback fee!”

 

 

Step 4: Enable Forecast Integration (If Applicable)

If your portal has forecasting capabilities and you want this fund type to work with forecast features your fund type must include at minimum:

  • Lift field (required for forecast integration)
  • In-Store date field
  • Rate field

To Configure Forecast Inclusion:

  • Navigate to Account Settings > Forecast
  • In the "Date Ranges and Forecast Inclusion" section, you'll see all fund types that have lift enabled
  • For each fund type, configure:
    Include in Forecast Checkbox:
    • ✅ Checked: Promotion will show as "Y" in forecast table and be treated as incremental volume
    • ❌ Unchecked: Promotion volume flows through as base volume (no "Y" indicator, no lift shown)
    • Common Practice: EDLPs are often left unchecked to keep them as part of base volume

Date Range Selection:

  • Choose which date range determines when lift appears in the forecast:
    • Buy-in: Lift shows during buy-in period (common for deals/allowances)
    • In-Store: Lift shows during in-store performance period (common for TPRs/scans)
    • Scan-back: Lift shows during scan-back period (common for scan allowances)

Important Notes:

  • If a fund type must be deleted, contact Vividly support or your CSM
  • You can map multiple fund types to the same GL account for granular reporting
  • Only assign GL accounts to fund types if you plan to use them - unused assignments clutter your system
  • Each GL account can only be assigned to one fund type, but you can create multiple fund types for the same GL
  • Changes take effect immediately and will be available for all users

Best Practices:

  • Be sparing with fund types - create only what you'll actively use
  • Use descriptive names that clearly indicate the purpose
  • Consider future reporting needs when naming fund types
  • For forecast integration, ensure you include the minimum required fields (Lift, In-Store, Rate)
  • Consider whether fund types should be included in forecast as incremental or base volume
  • Choose appropriate date ranges based on how you want lift to be reflected in forecasting
  • Regularly review and optimize your fund type structure as your business evolves