--- title: "Updated Interface - Promotion Creation SOP: A Complete Guide" description: How to create a new promotion in Promotions Planning --- [Skip to content](https://knowledge.govividly.com/updated-interface-promotion-creation-sop-a-complete-guide#main-content) [Submit a Support Ticket](https://knowledge.govividly.com/kb-tickets/new?hsLang=en) [Open the Vividly portal](https://knowledge.govividly.com/support?hsLang=en) [![hubspot\_survey\_logo\_vividly-4](https://knowledge.govividly.com/hs-fs/hubfs/hubspot_survey_logo_vividly-4.png?width=150&height=32&name=hubspot_survey_logo_vividly-4.png)](https://knowledge.govividly.com/?hsLang=en) Open main navigation Close main navigation - [Submit a Support Ticket](https://knowledge.govividly.com/kb-tickets/new) - [Open the Vividly portal](https://knowledge.govividly.com/support) Search the Vividly Knowledge Base - There are no suggestions because the search field is empty. 1. [Vividly Knowledge Base](https://knowledge.govividly.com/?hsLang=en) 2. [Promotions](https://knowledge.govividly.com/promotions?hsLang=en) 3. [Creating New Promotions](https://knowledge.govividly.com/promotions?hsLang=en#creating-new-promotions) August 25, 2026 # Updated Interface - Promotion Creation SOP: A Complete Guide ## How to create a new promotion in Promotions Planning ### **Getting Started** **![New UI Promo creation - Getting started](https://knowledge.govividly.com/hs-fs/hubfs/New%20UI%20Promo%20creation%20-%20Getting%20started.gif?width=670&height=289&name=New%20UI%20Promo%20creation%20-%20Getting%20started.gif)** 1. Navigate to **Promotions → Planning** in the top navigation. 2. Click **"+ New Promotion"** or **"+ Add"**. 3. The interface opens directly on **Tab 1: Promotion Details**. The form is organized into two tabs: - **Tab 1 — Promotion Details:** Basic information and promotion lines (what you're offering, to whom, and at what cost). - **Tab 2 — Files, Status & Labels:** Supporting documents, internal comments, tags, and promotion status. You can switch between tabs at any time. A **Promotion Insights panel** on the right side of Tab 1 displays a live summary of your expected spend, revenue, trade rate, and gross margin as you build your lines. **Note:** Promotion names must be unique within your company. If you're re-entering a recurring deal, add the year or a version number to differentiate it. --- ### **Tab 1: Basic Information** The top section of Tab 1 captures the identity, timing, and ownership of the promotion. ![](https://knowledge.govividly.com/hs-fs/hubfs/image-png-May-07-2026-07-29-18-6764-PM.png?width=670&height=48&name=image-png-May-07-2026-07-29-18-6764-PM.png) - **Promotion Name** should follow a consistent naming format so your team can easily search, filter, and duplicate past promotions. The recommended format is: ***Customer Name + Product (or Product Group) + Promotion Type + Month + Year*** **Ex:** *Target Snacks Scan Sep 2026* or *Kroger EDLP Dec 2026* **Note:** Month and Year should reflect when the promotion is running — this informs lift comparison and analytics in **Promotion → Details → Analytics**. ![](https://knowledge.govividly.com/hs-fs/hubfs/image-png-May-07-2026-07-32-12-2578-PM.png?width=670&height=281&name=image-png-May-07-2026-07-32-12-2578-PM.png) - **Promotion Dates** — depending on your account setup, you will see one of the following: - **Event Duration (Start Date / End Date):** You can set a date range that spans multiple months for a single promotion — for example, a promotional agreement running January through March. This field depends on the earliest and latest dates set in the fund type (Buy-in, Scan-back, In-store). - **Event Month (Month / Year dropdown):** For accounts using monthly planning, select the month and year the promotion runs. **Important:** If a longer promotion requires different First Receivers for different periods, create separate promotions — one per window. - **![](https://knowledge.govividly.com/hs-fs/hubfs/image-png-May-07-2026-07-34-16-9554-PM.png?width=670&height=240&name=image-png-May-07-2026-07-34-16-9554-PM.png)** **Customer** identifies the end customer for the promotion — this may be a retailer, distributor, or end user. Select from the searchable dropdown. The Customer field activates after dates are selected. **Remember:**  - For **direct customers** (e.g., Costco), the customer and first receiver are the same entity. - For **indirect customers** (e.g., Whole Foods buying through UNFI), the customer is the retailer and the first receiver is the distributor. Vividly links the two automatically so deductions from the distributor match back to the correct retailer promotion. - **First Receiver** identifies the distributor who processes the promotional claim. It auto-populates if only one distributor exists for the selected customer. For customers served by multiple distributors, select all that apply — this ensures the deduction can match regardless of which distributor processes the claim. **Note:** If using duration-based dates, the selected First Receivers apply across the entire promotion window. - **Contacts** *(optional)* — use this field for brokers or external contacts associated with the promotion. Internal team members should be managed on the Customer Profile, not here. Contacts added here will auto-fill the CC field if you generate an email from the promotion. --- ### **Tab 1: Promotion Lines** **![Add promotion lines - New UI](https://knowledge.govividly.com/hs-fs/hubfs/Add%20promotion%20lines%20-%20New%20UI.gif?width=670&height=286&name=Add%20promotion%20lines%20-%20New%20UI.gif)** A promotion can contain one or more **lines**. Think of the promotion as the parent container and each line as a specific offer or tactic within it — for example, a scan-back discount on one product group and a display fee on another are two separate lines within the same promotion. The first line (Line 0) is created automatically. Click **"+ Add Line"** in the **Lines** section to add more. ![](https://knowledge.govividly.com/hs-fs/hubfs/image-png-May-07-2026-07-41-00-5346-PM.png?width=670&height=276&name=image-png-May-07-2026-07-41-00-5346-PM.png) #### **Fund Type** - Select the fund type that applies to this line (e.g., Scan Back, Ad Fee, EDLP, Off-Invoice). Fund types are the financial categories your admin has configured in **Account Settings → Fund Types**. - Selecting a fund type dynamically shows or hides the fields required for that specific type — so you only see what's relevant. - Once a line is saved, the fund type cannot be changed. Create a new line if you need a different fund type. ![](https://knowledge.govividly.com/hs-fs/hubfs/image-png-May-07-2026-07-41-59-4868-PM.png?width=670&height=286&name=image-png-May-07-2026-07-41-59-4868-PM.png) #### **Product Selection** - **Product Group** *(recommended)*: A pre-defined group of products. Vividly recommends using Product Group whenever possible — it's what gets pulled into **Insights → Promotion Analytics 2.0**. **Remember: All Products c**an be used as a **Product Group** where applicable — for example, admin fees or operational costs not tied to specific items. ![](https://knowledge.govividly.com/hs-fs/hubfs/image-png-May-07-2026-07-43-54-1383-PM.png?width=670&height=207&name=image-png-May-07-2026-07-43-54-1383-PM.png) - **SKU Level (Custom Products)**: Individual SKUs. Useful when a group doesn't exist or the promotion applies to specific items only. **Note:** If your account has **product hierarchies** enabled, you may also see options to plan at a higher level — such as a brand or category. Spend will automatically be spread evenly across all valid products within that group. #### **Performance Dates** **![](https://knowledge.govividly.com/hs-fs/hubfs/image-png-May-07-2026-07-45-38-4084-PM.png?width=670&height=311&name=image-png-May-07-2026-07-45-38-4084-PM.png)** Dates are automatically populated based on your promotion's Month/Year or Start Date, but can be adjusted per line. - **Scan Back dates:** When the retailer is reimbursed based on units scanned at checkout. - **In-Store dates:** When the promotion is active on shelf for consumers. - **Buy-In dates:** When customers or distributors can purchase product at the promotional allowance rate. Use **Auto-fill dates** and **Copy date to other lines** to apply the same dates across multiple lines and date fields quickly. ![](https://knowledge.govividly.com/hs-fs/hubfs/image-png-May-07-2026-07-46-51-9157-PM.png?width=670&height=231&name=image-png-May-07-2026-07-46-51-9157-PM.png) Date types can share the same values or differ depending on the deal. For example, Scan Back and In-Store dates often align, while Buy-In dates may have a longer window to account for orders ahead of the in-store period and inventory depletion. **Note:** Performance dates on each line control what appears in the **Promotion → Details → Analytics** tab. ![Promo analytics tab](https://knowledge.govividly.com/hs-fs/hubfs/Promo%20analytics%20tab.gif?width=670&height=288&name=Promo%20analytics%20tab.gif) #### **Spend Amount** Each line uses either a rate-based calculation *or* a lump sum — not both on the same line. Both methods can exist across different lines within the same promotion. ![](https://knowledge.govividly.com/hs-fs/hubfs/image-png-May-07-2026-07-53-07-6839-PM.png?width=670&height=215&name=image-png-May-07-2026-07-53-07-6839-PM.png) ##### **Spend Rate + Total Expected Units (Rate-Based)** Total Expected Spend is calculated as: *Spend Rate × Expected Units* If available, you can substitute Spend Rate with **% Discount Off List Cost**, which auto-calculates the rate based on product pricing. - Check **"Auto-Update Volume from Forecast"** to keep expected units updated nightly if this promotion is tied to your Forecast. - Click **"Forecast Sales"** to automatically populate Expected Units from the Forecast tool, if applicable. ##### **Expected Lump Sum Spend** A fixed dollar amount for the line — no volume calculation required. Common for ad fees, slotting, or display costs. ![](https://knowledge.govividly.com/hs-fs/hubfs/image-png-May-07-2026-07-53-51-1302-PM.png?width=670&height=225&name=image-png-May-07-2026-07-53-51-1302-PM.png) **Example of a hybrid promotion:** A $0.50 scan-back on 12-packs plus a $500 display fee requires two lines — one with Spend Rate for the scan, and one with a Lump Sum for the display fee. ##### **Pricing *(recommended, not required)*** ***![](https://knowledge.govividly.com/hs-fs/hubfs/image-png-May-07-2026-07-56-28-9377-PM.png?width=670&height=124&name=image-png-May-07-2026-07-56-28-9377-PM.png)*** Enter **Base Price** (everyday, non-promoted price) and **Retail Promoted Price** (the price displayed at the retailer during the promotion). **Note:** Adding pricing enables accurate ROI tracking, execution monitoring (expected vs. actual price), and performance analysis in **Insights → Promotion Analytics 2.0 → Bump Chart**. ![](https://knowledge.govividly.com/hs-fs/hubfs/image-png-May-07-2026-07-58-27-1845-PM.png?width=670&height=277&name=image-png-May-07-2026-07-58-27-1845-PM.png) ##### **Lift *(if required by your fund type)*** Enter expected lift as a whole number representing a percentage (e.g., enter `15` for 15% lift). Actual lift is a calculated field — it populates automatically once POS data is uploaded and appears in **Promotion → Details → Analytics** with a lift comparison chart. ![](https://knowledge.govividly.com/hs-fs/hubfs/image-png-May-07-2026-08-01-22-2557-PM.png?width=670&height=180&name=image-png-May-07-2026-08-01-22-2557-PM.png) **Auto-fill Lift** can pre-populate lift based on your Lift Grid (configured under **Manage → Lift**, using product group and customer) or an AI-powered model built on your historical POS data. Contact your CSM if you're interested in the AI model. Check **"Auto-Update Lift Prediction"** to keep lift updated if changes occur in the Lift Bucket or Forecast. ##### **Promotion Insights Panel** As you build your lines, the right side of Tab 1 displays a live summary of **Total Expected Spend**, **Total Expected Revenue**, **Trade Rate**, and **Gross Margin** — updating in real time so you can see the financial profile of the promotion as you work. ![](https://knowledge.govividly.com/hs-fs/hubfs/image-png-May-07-2026-08-06-08-6339-PM.png?width=670&height=205&name=image-png-May-07-2026-08-06-08-6339-PM.png) --- ### **Tab 2: Files, Status & Labels** **![](https://knowledge.govividly.com/hs-fs/hubfs/image-png-May-07-2026-08-07-17-4575-PM.png?width=670&height=278&name=image-png-May-07-2026-08-07-17-4575-PM.png)** Click **Tab 2** at any time to access this section — you do not need to complete Tab 1 first. #### **Files** - Upload contracts, deal sheets, emails, or supporting documents by dragging and dropping or clicking to browse. Allowed formats: XLS, CSV, PDF, and images (up to 20 MB each). - Each file can be marked as **"Contract"** and associated with the entire promotion or with specific lines. **Important:** Click the **"Upload"** button after selecting your files to save them before switching tabs or submitting. #### **Comments** Add internal notes or context in the comment box. Click in the **"Enter your comment here"** textbox to type your comments. Comments are timestamped, attributed to the author, and cannot be deleted — they form a permanent audit trail visible in the promotion's Activity Log. ![](https://knowledge.govividly.com/hs-fs/hubfs/image-png-May-07-2026-08-09-11-8065-PM.png?width=670&height=343&name=image-png-May-07-2026-08-09-11-8065-PM.png) **Important:** Be sure to click **"+ Add Comment"** before navigating away; unsaved comments will be flagged with a warning. #### **Contract Number *(if available)*** Enter the retailer's contract or offer number for additional reference and traceability. #### **Tags *(optional)*** Apply organizational labels for filtering and tracking (e.g., *"AOP Planning"*, *"Q4 Focus"*, *"Post Audit"*, *"Missed Promotion"*). ![](https://knowledge.govividly.com/hs-fs/hubfs/image-png-May-07-2026-08-11-21-9990-PM.png?width=670&height=313&name=image-png-May-07-2026-08-11-21-9990-PM.png) **Remember:** Tags are created and managed in **Account Settings → Promotions**. Only tags configured there will appear in the dropdown. #### **Status** **![](https://knowledge.govividly.com/hs-fs/hubfs/image-png-May-07-2026-08-12-17-8667-PM.png?width=670&height=282&name=image-png-May-07-2026-08-12-17-8667-PM.png)** Defaults to **Pending**. Update based on your internal approval process: - **Pending** — Awaiting internal review. - **Submitted** — Sent for approval. - **Approved** — Approved for execution. Will automatically move to **Running** once performance dates begin. - **Running** — Promotion is currently active. - **Completed** — Promotion dates have passed. - **Cancelled** — Promotion is no longer active. Update this promptly so Finance does not continue accruing against a cancelled deal. When all information is complete, click **"Save Promotion"** (to save as a draft) or **"Submit"** (to move the promotion into the approval workflow). The promotion will be assigned a unique Promotion ID and become visible in your Promotions list. --- ### **Best Practices for Promotion Creation** - **Enter promotions monthly.** Even for annual deals such as an EDLP, create one promotion per month so reporting and analytics remain accurate. If your account uses duration-based planning, a single promotion can span the full period. - **Enter everything agreed upon with retailers and distributors** — including ad fees, slotting, operating costs, and allowances. Every planned dollar should have a promotion in Vividly. - **Follow your naming convention strictly.** A consistent name format makes **Advanced Search** far more effective and speeds up finding and duplicating past promotions. - **Use multiple lines** for promotions that combine different fund types or products within the same event. - **Use Contacts for brokers only.** Do not add internal team members in the Contacts field — internal owners should be set on the Customer Profile. - **Refer to your fund type requirements** in **Account Settings** → **Fund Types** to confirm all required fields for each line type before submitting. - [Release Notes](https://knowledge.govividly.com/release-notes?hsLang=en) - [Business](https://knowledge.govividly.com/business?hsLang=en#main-content) - [Revenue Dollars](https://knowledge.govividly.com/business?hsLang=en#revenue-dollars) - [Point-of-Sale (POS) Data](https://knowledge.govividly.com/business?hsLang=en#point-of-sale-pos-data) - [Deductions Spend](https://knowledge.govividly.com/business?hsLang=en#deductions-spend) - 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