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Promotion Upload SOP: A Complete Guide

Step 1: Prepare Your Promotion Data

  • Ensure you have all required details ready and formatted correctly. The required fields for Promotion Upload are separated into two groups: Standard Requirements, and the Promotion-Specific Requirements
    • Standard Requirements (necessary for ALL entries)
      • Promotion Name  
      • Month & Year  
      • Customer Name & First Receiver  
      • Promotion Type (e.g., Scan, Advertising Fee, Off-Invoice, EDLP, etc.)  
      • Product Group (OR individual item)
    • Promotion-Specific Requirements (vary by promotion, and by fund type)
      • Start & End Dates (Buy-In, In-Store, Scan Back)
      • Unit Spend Rate OR Lump Sum Spend
        • Total Expected Unit Sales, ONLY IF promotion has a Spend Rate
      • Base Price & Retail Price
      • Auto-Update Forecast (TRUE/FALSE)
  • You can download the Promotion Upload Template directly from the Promotion Upload module in your Vividly portal.
  • Screenshot 2025-10-09 at 1.59.10 PM



 

 

 

 

 

 

 

 

 

Step 2: Gather your Master Data

  • Master data includes customer names, product groups, and pricing details. This data ensures your promotions align with existing records in Vividly.
    • Customer & Product Data
    • Pricing & Spend Rates: Found in the Trade Promotion Planning section.
    • Historical Promotion Data: Use Promotion Analytics to reference past promotions and expected performance.
  • For more details, visit Vividly University’s Customer Management guide.

 

Step 3: Verify Account Assignments

  • Account assignments determine which fields are required for each fund type. To check:
    • Select your profile icon at the top-right of the screen and go to Account Settings
    • Navigate to the Account Assignment tab, and review the required fields for each promotion type
    • Follow the Account Assignment table to create each promotion, ensuring ONLY the required fields are filled for each fund type
  • For more information, refer to Vividly University’s Account Assignments guide.

Step 4: Upload the Promotion File

  • Follow along the instructions of your Custom Template and create your upload file
  • In your Vividly portal, navigate to the Promotion Uploader section at the top-right of the Promotion Planning screen.
  • Upload your newly created file; review the field mapping screen to ensure all data is pulled to the right place!
  • Troubleshoot any potential errors in the confirmation screen, or select Next Step to finalize your upload and await your confetti :) 
  • For a detailed video walkthrough, visit here in Vividly University.

Step 5: Troubleshooting any Errors

  • If you encounter issues during the upload, consider the following:
    • Mismatched Product Groups: Ensure product names match those in Vividly’s master data.
    • Missing Required Fields: Double-check that all mandatory columns are filled.
    • Incorrect Additional Information: Review Account Assignments to ensure there are no extraneous sections populated
      • i.e. both a Lump Sum AND a Spend Rate entered, Buy-in Dates for a fund type that does not require them, etc.)
    • File Formatting Issues: Ensure the file is saved as an Excel (.xlsx) file and follows the correct structure.
    • Bulk Edit Errors: If making bulk edits, ensure only Line Keys and Spend Rate are modified.
  • For detailed troubleshooting support, visit the Continued Education page in Vividly University.

Step 6: Review and Adjust Promotions

  • After uploading, promotions are assigned a unique code for tracking.
    • Use Promotion Analytics to compare expected vs. actual performance
    • Forecast customers: Ensure Promotion Status is updated to Approved or Running, to reflect in Vividly forecasting
    • If needed, edit promotions in bulk by exporting, modifying, and reuploading promotions using the Update Existing option of the Promotion Uploader
      • Export Instructions: Use the Search/Advanced Search function to narrow to desired promotions, select the Gear icon at the top-right of the page, and click “Download Promotions.”
      • An excel file will be sent to you via Email, accordingly.
  • For more details, check out Vividly University’s Advanced Duplication Guide.

Step 7: FAQs and Additional Resources

By following these steps, you can efficiently upload and manage promotions in Vividly. We understand the complexities of learning a new platform, and as such, our live Customer Support is available from 9am-8pm EST to assist with anything you need. Please let us know if you need further assistance!