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Scan Multiple Backups and Import Combined Invoice Lines into DRM

This guide shows you how to scan multiple backup files at once in Business > Deductions Processing, download the combined results, and upload them into Deductions Reconciliation 2.0 to create invoice lines for your transaction. This is most commonly used for backup source templates like Kroger and KeHE Bulk MCB.

Part 1: Scan Multiple Backups


Step 1: Navigate to Scan and Match

Go to Business > Deductions Processing > Upload & Scan Backups

 

Step 2: Select Your Template Source

  • Click Select Template Source
  • Choose your backup type (e.g., "UNFI West MCB", "Kroger")
  • OR select Auto Classification (recommended - automatically detects template)

 

Step 3: Upload Multiple Backup Files

  1. Drag and drop all your PDF backup files at once
  2. You can upload as many files as needed - they'll all be processed together
  3. Review the preview to confirm correct files

Step 4: Configure Optional Settings

  • Promotion Month: Month based on performance dates
  • Promotion Year: Month based on performance dates
  • Spend Date: Check date or Invoice Date
  • Check Number: If available
  • Fund Types: Select applicable types (Scans, MCB, DOP, etc.) Can be left blank.

 

Step 5: Scan and Extract

  1. Click Scan and Extract
  2. Wait for processing:
    • ✅ Green checkmark = Success
    • ❌ Red X = Error (verify template or contact support)

 

Part 2: Download the Concatenated Scan


Step 6: Go to Processed Scans

After scanning completes, click Processed Scans at the top

 

Step 7: Download Your Combined File

  1. Find your scan in the list
  2. Click the Download arrow
  3. You'll get a ZIP file containing:
    • Individual scan files (one per PDF)
    • Concatenated_Scan.xlsx - ALL files combined into ONE Excel file

 

Step 8: Extract and Review

  1. Extract & then open the ZIP file
  2. Open Concatenated_Scan.xlsx
  3. Verify the data looks correct (customers, products, amounts, dates)


Part 3: Upload to DRM 2.0


Step 9: Open Your Transaction

  1. Go to Deductions Processing > Deduction Reconciliation (DRM 2.0)
  2. Click on your transaction

 

Step 10: Upload the Concatenated Scan

  1. Click Import Lines
  2. Select your Concatenated_Scan.xlsx file

 

Step 11: Map Fields

Map the Excel columns to Vividly fields:

  • Vividly Customer Name ✓ [required]
  • Amount ✓ [required]
  • Date ✓ [required]
  • Product Name [optional - recommended]
  • Spend Rate [optional]
  • Spend Rate (%) [optional]
  • Admin Fee [optional]

 

Step 12: Review and Confirm

  1. Fix any red-highlighted errors (unmapped customers/products)
  2. Click Finish to import

Step 13: Verify

Check that invoice lines imported correctly with accurate customers, products, amounts, and dates

 

Key Benefits

  • Scan multiple backups at once - no need to process one at a time
  • One combined file - all backups merged into a single Excel fileAutomatic OCR conversion - PDFs converted to workable data
  • Faster processing - especially for multi-page backups

 

Quick Tips

  • Only Excel (.xlsx) or CSV files can be uploaded to DRM 2.0 using Import Lines
  • Use Auto Classification if you're unsure which template to select
  • You'll receive an email when your scan completes