Manage Promotion Calendars

Overview

Promotion Calendars are used to create, track, and view sales promotions that are not immediately deducted from the original sales invoice.  Entries from the Promotion Calendar can be linked to chargebacks posted on sales credit memos or costs posted on purchase invoices.

Configuring Promotion Calendars

There are 5 default categories that can be used for the Promotion Calendar entries. The Salesforce Administrator can modify, delete, or add new picklist values for the Category field to meet your company's requirements. 

Creating Promotion Calendar Entries

Promotion Calendar entries can be created manually or through the Salesforce Data Import Wizard by importing data to the Promotion Calendar custom object.

The following details are optional when creating a record:

1. Distributor, Retailer, and Item Category - These fields are used to group data in the calendar view.

2. Item and UOM (if the promotion is for a specific Item).

3. Starting Date and Ending Date of the Promotion.

4. Total Amount of the Promotion, Total Quantity Expected, and the Amt. Per for each item; the Quantity multiplied by the Amt. Per will calculate the Amount.

Viewing the Promotion Calendar 

After providing details for the Promotion Calendar, you can view the information in a Calendar View. In the Promotion Calendar All list, click Promotion Calendar by Month.

The Calendar View shows the data grouped by Distributor, Retailer, Item Category, and Item.  

1. You can search records based on the main grouping fields.

2. Click an entry to view and/or modify the detailed record.
   

   

3. Click a Month header to create a new calendar entry; provide the required details in the Create New screen.
   

   

Creating Promotion Accruals

You can create Promotion Accruals for an existing Promotion Calendar entry. Promotion Accrual entries define when and at what amount a promotion accrual detail was provided to your back-end accounting system.

Sales Chargeback

On processing a sales chargeback for a Promotion, a Sales Credit Memo is created and applied to a Promotion Calendar Entry. A Sales Credit Memo is created using the standard process to create a sales credit memo.  

While entering the credit memo lines, a service item for a specified promotion category can be linked to the Promotion Calendar. The promotion calendar entries associated with the Account defined on the sales credit memo will be available for selection.

On posting a credit memo, the Promotion Calendar is tracked on the sales invoice line object, and the Amt Charged from SI on the Promotion Calendar is also updated for reporting purposes.

Purchase Invoices

If a vendor requires an upfront payment for a promotion, a purchase invoice is created and applied to a Promotion Calendar Entry. A Purchase Order is not required to be created while processing the upfront expense for a promotion.

A Purchase Invoice can be created directly from the Purchase Invoice page.  

When entering the purchase invoice lines, a service item for the specified promotion category can be linked to the Promotion Calendar. The promotion calendar entries associated with the Account defined on the purchase invoice will be available for selection.

On posting the purchase invoice, the Promotion Calendar is tracked on the purchase invoice line object and the Amt Charged from PI on the Promotion Calendar is updated for reporting purposes.

Reporting

GF2013 Promotion Calendar with Accrual

This report shows the promotion amount defined on the Promotion Calendar, and the respective Accrual entries that are created.

GF2014 Promotion Calendar vs. Chargeback

This report shows details from the Promotion Calendar, the Accrual Entries and the Chargeback Entries. A calculation is done to show the amount that must be accrued for the promotion considering the Chargebacks associated with the promotion.