Deal Entry, Edits & Back-Up Documentation
Table of Contents
Getting Started
It’s time to enter your promotional planner for the year!
We’ll begin with a short list of what you'll need to get started:
- List of the Promotions you’re planning to run during the year – for all your Direct Distributors, any of your primary Indirect Retail partners & ‘all others’.
- Individual Contracts showing the details of each Promotion you’re running – Get specific around what is an OI, MCB, SCAN, etc.
- Forecast for the year – Be clear on whether your team leverages Top-Down or Bottom-Up planning.
How to Complete the Annual Planner
- Search for a Customer, Product, and Timeframe using the Filter button.
- Enter a Deal.
- Click Add New Record.
- Select Customer, Product, enter a Description.
- Populate the 4 Date fields (Deal Begin, Deal End, Deal Performance Begin, and Deal Performance End).
- Select a Deal Type and populate the Lump Sum field or Rate and Estimated Cases fields, depending on the Rate Type.
- Click the Green Checkmark button to save the changes.
- Repeat the Enter a Deal process or click the Copy icon in the Deal Actions and modify only the fields that differ.
- Attach any relevant back-up documentation, contracts or e-mail references to Finalized Deals when available.
- Repeat until all Deals have been entered.
- Click the Finalize Data button when finished.
Best Practices
- Double-check the details on the Contract as you’re entering the Deal.
- Use the Tab key to quickly change input cells in the grid.
- Once all Deals are in, update the Forecast numbers in the Volume grid.
- The system will attempt to group records with identical Customer, Description, and Date values into a single Deal with multiple line items.
- Copy Deal records whenever a new line item is needed that should appear on the same Deal or is basically the same Deal but with slight differences (e.g., different Dates, Customer, tactic etc.).
Definitions of Terms
Planner Sections
- Deal: An offer consisting of 1 or more tactics for Product(s) offered to a Customer for a determined length of time.
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- The terms Deal and Promotion may be used interchangeably.
- Live Deals have been committed to the database.
- Staged Deals only exist in the Planner.
- Volume: Cases of Product at a Customer for a particular Period.
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- Actual Volume are the cases of Product that appear on Invoices.
- Promoted Volume are cases offered at a discount.
- Forecasted Volume is the total Cases you plan to ship.
- Non-Promoted Volume are cases not offered at a discount; calculated by subtracting Promoted cases from the Forecast.
- Roll-Up: Rolled-up values showing metrics calculated using the Deals & Volume for the selected Customer.
- Scenario (Planner + LE) Metrics: Shows a blend of the Live/Staged Deals and Volume.
- Latest Estimate (LE) Metrics: Shows the Latest Estimate of the Deals and Volume.
Planner Buttons
- Filter: Open Search filter to select Customer, Product, and Timeframe; click Run to execute the search. The Deals, Volume, and Roll-Up sections will repopulate with data limited to the selected filter values.
- ReCalc: Update calculated fields in the Scenario Plan using only the Deal records with a checkmark in the Calc column.
- Retailer View: Read-only version of the Deals entered in the Planner.
- Finalize Data: Post all Planner Deals to a staging table for overnight processing.
Deal Entry – Header Buttons
- Add new record: Create a new record in the Deal grid. Once inserted, it appears at the bottom of the existing records.
- Refresh: Repopulate the Deal grid with data from the server.
- Copy existing: Copy Live Deals from the previous Fiscal Year to the current Fiscal Year.
- Validate: Perform a mass Deal validation on the Deal records with the checkmark in Valid checkbox.
- Column Options: Brings up dialog window for customizing the available columns.
- Export to CSV: Exports the current grid to a CSV file for download.
Deal Entry – Actions
- Edit: Click the Pencil icon to put the record in Edit Mode. While in Edit mode, click the button with the Green Check to save your changes or the Red Circle-Backslash to cancel your edits.
- Delete: Click the “X” to remove the record from the grid and delete it from the database.
- Approve: Check the box to include the record in the Mass Approval. Use the clipboard icon to Finalize the individual record and make it a Live Deal.
- Copy: Click the copy icon to Duplicate the selected record. Once inserted, it appears at the bottom of the existing records.
- Calc: Check the box to include the Deal record in the Scenario Forecast calculations.
- Valid: Check the box to Include the Deal record in the mass Deal validation.
Deal Entry – Fields
- Customer #: The Customer running the Promotion. If the Customer selected in the Filter is valid for Deals, the field will pre-populate to the Customer from the filter. Click the magnifying glass to select a new Customer.
- Product: The Product on the Promotion. The field will Default to the Product from the Filter if it is valid for Deals. Click the magnifying glass to select a new Product.
- Description: Text box to enter the Description of the Deal being run.
- Start & End Dates: Expected date range that the Promotional shipments or Volume will occur.
- Settle Date: Last date the Deal can be used in Deduction Offsets.
- Begin & End Performance Dates: When the Actual performance occurs at the Customer.
- Deal Type: The type of promotional tactic (Ad, Bill Back, Display, EDLP, etc.) used. Click the magnifying glass to select a new
- Rate Type: Read-Only field displaying the type of Rate (Case Rate, Lump Sum, or Rate per Unit) configured on the selected Deal Type.
- Rate: The Rate offered on the Promotion. Only editable when the selected Deal Type is Rate based.
- Lump Sum: The Lump Sum dollar amount. Only editable when the selected Deal is not based on the Rate or number of Cases.
- Est. Cases: The number of Cases expected to ship. Always expressed in Cases, including when running Scans.
- Total Promo Cases: Read-Only field that calculates the total Cases for Deal including any Overlapping Deals.
- Redeem Pct: The percentage of Cases or Units the Deal Rate should be applied to.
- Estimated Dollars: Read-Only field displaying the Lump Sum amount or total of the Est. Cases x Rate.
- Total Deal Rate: Read-Only field showing the Total Spending (includes all Deal Types on Deal) / Total Cases.
- List Product Cost: Read-Only field showing the List Price + Distributor Upcharge
- Units Per Case: Read-Only field showing the number of units per case for the selected Product.
- List Unit Cost: List Product Cost / Units per Case
- Distributor Upcharge: Text field to enter the % Charge between Distributor and Retailer.
- Everyday Retail Price: Text field to enter the Everyday SRP
- Retail Margin: Read-Only calculated field showing Everyday Retail Price – List Unit Cost / Everyday Retail Price
- Promo Case Cost: (List Price + Distributor Upcharge) – Deal Rates (Includes Overlapping Deals)
- Promo Unit Cost: Promo Case Cost / Units Per Case.
- Net Price: Text box to capture Rates for the Deal Type: Net Price.
- Promo Retail Price: The Retail Sales Price on Promo
- Retail Margin: Read-Only Calculated field showing Promo Retail Price – Promo Unit Cost / Promo Retail Price
- % Discount: Read-Only Calculated field showing Everyday Retail Price – Promo Retail Price / Everyday Retail Price
- Deal #: Defaults to New (do not change it). The system will swap “New” for a valid Deal Number once the record has been Finalized and is a Live Deal.
- Payment Type: Select how the Deal will be paid (Check, Off-Invoice, Deduction Billback, or Payment (all Payment methods allowed).
- Fund: The Fund where the Promotional expense should be applied.
- Promotion: The Promotion (always select the Full Year Promotion) used on the Deal.
Volume Entry – Header Buttons
- Save Changes – Save all updated values (identified by Red Triangle in the top left of the cell) to the database.
- Cancel Changes – Revert all updated values (identified by Red Triangle in top left of the cell) to the database.
Volume Entry – Editable Fields
- Pencil Icons – Identifies the cell as editable. Use the Save/Cancel Changes buttons to commit/reject all changes in one-click.