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)
- Standard Requirements (necessary for ALL entries)
- You can download the Promotion Upload Template directly from the Promotion Upload module in your Vividly portal.
Step 2: Gather your Master Data in the Manage section
- 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, click here to read about the Manage > Customers section.
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 details, click here to read about the Account Settings > Fund Types section.
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 :)
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.
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 Export icon at the top-right of the page, and click “Excel” to download existing promotions within the filtered view
- Import the file by clicking Import > Update Existing, making sure to keep the line key column and any columns with changes to be uploaded
Video Summary - Upload New Promotions
Video Summary - Troubleshooting Upload Errors