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Manage Products: Overview

This article describes in detail all the fields, functionalities and best practices of the "Products" page in the "Manage" section of Vividly. 

Keywords

    • SKU (Stock Keeping Unit): Unique identifier for each product variant

    • UPC (Universal Product Code): Standardized barcode identifier

    • Product Hierarchy: Hierarchical structure for relating product groups. 

    • Product Group: Collection of related products for pricing, reporting and promotion planning purposes.

    • Product Margin: Profit that a brand makes from a product after deducting all its costs.

    • Unit size: Size of a product in a unit level.

    • Pack or case size: Number of units of product per case or pack. 

Description

The Products section serves as the central repository for all product-related information, including item master data, pricing, UPCs, and product hierarchies. This module is fundamental to promotion planning and reporting accuracy.

 

Fields and Navigation

Product list basic information fields:

  • Product Name (“Name”) field: Field where you add the name of the product, which will be the primary identifier for the product displayed throughout the system.

  • Product Size (“Size”) field: Field that specifies the pack unit size. This page only manages products on a unit level. Other features can make the proper calculations to consider a case level (pack size).

  • Units per case field: Field where it’s defined how many units are contained in each case for inventory and promotion calculations.

  • Product codes field: Alternative identifiers (UPCs, SKUs, ERP item numbers) that enable system mapping when data is uploaded in other features of Vividly.

  • Product groups field: Shows which product group(s) the product belongs to; products must be assigned to at least one product group for promotion planning. Note: This field can only be edited in the “Product groups” / “Product Hierarchy" page.

Product list action buttons: 

  • Search bar: Allows to search product items by name or any other product details. 

  • Delete action (Trash icon): Removes products from the system, but only if they have no dependencies (no promotions, pricing, or data uploads associated).

  • Load from file button: Bulk upload tool for adding multiple new products simultaneously via Excel file. It does NOT update existing products.

  • Add/ create button (Plus icon for products): Manually add a single new product by entering name, size, units per case, and codes. You can later edit to add additional details. 

  • Download Products option (within the cog/settings icon): Exports all product data to Excel/CSV format for external reference.

Product profile fields:

To clarify, this is a right product menu that appear after clicking a product. It includes the same fields as in “Product list” information plus the following fields: 

  • Product Margin: Optional field for tracking product-level margin data; typically used for advanced reporting or reconciliation purposes.

  • Product Number: Internal product identifier that typically ties back to the accounting/ERP system for reconciliation.

  • Profit Center: Field that maps to accounting platform profit centers for more robust financial tracking and reporting.

  • Custom product field (notes): Flexible free-text field for any additional product information or notes specific to brand needs.

Related Articles

Best Practices

  • Maintain accurate and up-to-date product information.

  • Add product codes proactively for future data mapping. 

  • Create an "All Products" product group
    • Set up a catch-all product group (with pricing toggle OFF) for tracking non-working trade items like spoils, fees, or promotions that don't tie to specific product groups

  • Use discontinued naming convention to avoid deleting products (Add: “ZZ_” or other).

  • Use bulk upload for efficiency if creating multiple products. 

  • Follow an order of operations. We suggest: Create product first, second create the product group, third assign the products to product groups and fourth add the pricing last. 

  • Export products regularly to review them.

  • Turn on "Use for Pricing" toggle for all revenue-receiving product groups
  • Understand product deletion restrictions
    • Products with dependencies (in product groups, having uploads, or tied to promotions) cannot be deleted. Plan for this by using the discontinued naming convention from day one