Game One funded Promo Order Entry Process

GO-Funded Promo Orders are entered under the customer's regular account but billed to the customer's promo account at retail value in order to track sales against budgeted funds. All customers with approved GO promo will have a corresponding "Promo" Account which can be found by typing the regular customer number + GO. (Example: 123456 = 123456GO). Promo credit(s) are loaded into this account at the start of the agreement and spent down as orders are entered against the credit. 

It is important that ALL customer promo orders using Game One credits are entered at RETAIL value. (Note this is a change from the previous process which instructed you to enter the order at zero cost. )

Please refer to this article when entering promo orders for the following:

• RSM/BDF/SPL Promo Funds Order Entry Process (VIDEO)
• Customer Paying for Deco Order Entry Process
• Rep Promo Funds Order Entry Process
• Non-Agreement Promo Order Entry Process
• FAQs

RSM, BDF, SPL Promo Funds Order Entry Process

1. Run Order Entry
2. In Step 1, select the regular customer account (Ex: 123456)
3. On the Order Info Screen, enter the following info:
   1. Correct Rep ID: Select the rep according to the promo chart below
   2. Order Description: Include the word "Promo"
   3. Customer PO: "Promo"
   4. Special Type: Select the Special Type according the chart below
4. Use the Main Hamburger > Update Bill To and change the Bill-to Customer to the "Promo" Account. (EX: Customer is 123456, set the Bill-To customer to 123456GO). 
   1. Why would I not just select this customer in step 1? We are asking everyone to start promo orders under the regular customer account since that is where all customer art is stored. We do not want art requests being created under the customer's Promo Account. 
5. In Style Entry, add the promo items to the order (including deco, if applicable)
   1. Set the item price to RETAIL (or higher). See: How to locate Retail pricing of an item.
   2. NOTE: If the decoration needs to be increased to the retail price, send the quote/order to your Account Manager to increase deco pricing and provide them the amount you want to charge. 
6. Freight will auto-calculate to 5.5% and can be increased manually if preferred. 
7. Review & Complete the order. 

Watch the Process:

Customer Paying for Deco Order Entry Process

If your customer only receives blank goods in the promo agreement and must pay to decorate their promo, you will follow this process:

1. Enter a decorated order under the Regular Customer Account using the CUSTG SKU and add decoration. Your account manager will email you a copy of the CUSTG PO once generated. No Special Type code is necessary. 
2. Enter a blank order under the Promo Customer Account using the process above. In the freight tab, be sure to change the ship-to address to the decoration facility and add the CUSTG PO number in address line 2.
   1. If the inventory is coming from GO stock, commit to HD and set the order to will call. Make sure the warehouse manager knows the will call product fulfills the CUSTG PO.
   2. If the inventory is coming from the vendor, commit to MF and treat as a dropship order.

IMPORTANT: Please wait until you receive the CUSTG PO from your Account Manager before starting step 2. 

Rep Promo Fund Order Entry Process

Sales rep promo is loaded as credit onto a Rep Promo Account customer (Example: If a rep ID is 1111, the account is 1111GO). Rep discretionary funds will be added at COGS value, so all orders placed against a rep promo account must be entered at COGS value. 

Follow the order entry process outlined above, but update the Bill-to customer to your Rep Promo Account (Ex: 1111GO) instead of the customer's promo account.

1. Run Order Entry
2. In Step 1, select the regular customer account (Ex: 123456)
3. On the Order Info Screen, enter the following info:
   1. Correct Rep ID: Select your rep ID
   2. Order Description: Include the word "Rep Promo"
   3. Customer PO: "Rep Promo"
   4. Special Type: 26REPPRO
4. Use the Main Hamburger > Update Bill To and change the Bill-to Customer to your Sales Rep Promo Account (Ex: 1111GO).
   1. Why would I not just select this customer in step 1? We are asking everyone to start promo orders under the regular customer account since that is where all customer art is stored. We do not want art requests being created under the rep promo accounts.
5. In Style Entry, add the promo items to the order and set the item prices to COST.
   See: How to locate an item cost. 
6. Leave freight at the calculated 5.5%.
7. Review & Complete the order. 

Non-Agreement RSM/BDF Promo Order Entry Process

When promo has been promised to a customer outside of an all-school partnership agreement, it should be entered on the customer's regular account at zero dollars so it won't generate an invoice. Please follow this process:

1. Run Order Entry
2. In Step 1, select the regular customer account (Ex: 123456)
3. On the Order Info Screen, enter the following info:
   1. Correct Rep ID: Select the correct rep (RSM = RSM ID, BDF = BDF ID)
   2. Order Description: Include the word "Promo"
   3. Customer PO: "Promo"
   4. Special Type: Select the Special Type based on which budget the money is coming from (26RSMPRO/26BDFPRO)
4. In Style Entry, add the promo items to the order (including deco, if applicable)
   1. Set the item price to ZERO 
   2. If the order has deco, ask your Account Manager to zero out the retail value
5. Review & Complete the order.

 

PROMO TYPE BREAKDOWN

 

FAQs

Q: Who do I contact to get a promo account and promo funds added?
A: Start with your RSM who will follow the proper channels to request the account and funds from the Billing team. 

Q: Why did we change the process?
A:  The promo process was changed to make it easier to enter promo orders and accurately track promo budgets balances against every promo type (SPL/RSM/BMF/Rep). This method also ensures the Cost of Goods is accurately split between the company and the sales rep. 

Q: Why did my margin and sales take a dip when the promo credit was applied?
A:  The promo balances were loaded at a "Retail" amount as a MA Claim (Misc Allowance Claim, which is a "credit" to the account). MA Claims have a margin impact at the time they are entered. This impact is reversed as orders are entered against the credit. 

Q: What if my customer doesn't use the agreement promo and instead relies on promo provided by the brands? 
A: At any point, you can request the promo credit be closed out by your Billing Analyst. The remaining balance will be depleted, positively impacting your sales numbers. 

Q: Does the promo balance expire?
A: Yes. Most promo balances will expire on June 30 of each calendar year. At that time, any remaining balance will be wiped out and new credits will be added if applicable for the next year of the agreement. 

Q: How can I see the open balance for all my promo accounts?
A: The Promo Dashboard will be available on demand in SalesDeck. It will display all promo customers, promo balances, including any open order balances that will impact the promo amount. You will be able to see the remaining amounts from all promo types as well (BDF/RSM/SPL). 

Q: How is freight handled on promo orders?
A: The system will calculate the freight based on 5.5% of the total order value. The freight charged will be pulled from the promo funds. If freight is not charged, the sales rep will be costed for it. On RSM/BDF/SPL promo, reps can choose to increase the freight to draw down the promo balance faster. On Rep Promo, leave the 5.5% calculated amount. Please note: Reps will not benefit or earn any commissions for charging more than the standard 5.5%. It will just pull down their promo spend quicker.

Q: I don't have an ASP agreement with a customer but want to provide them with some free goods. Can I still use 26SPLPRO?
A: No. 26SPLPRO can only be used with contracted ASP agreements. You can use your REP PROMO budget to cover this order.