Game One funded Promo Order Entry Process

Game One-Funded Promo is money allotted to a customer based on their signed all-school partnership agreement. Most agreements include a certain allotment of funds that will be loaded into the customer's Promo Customer Account (separate from orders the customer pays for with school funds). Once a customer's promo account is setup, the funds will be pre-loaded and available for use. As a sales rep, you will place orders against this promo customer account to spend down the balance. 

To enter a promo order, start the order under the customer's regular account, then update the Bill-To customer to the customer's promo account. at retail value in order to track sales against budgeted funds. Based on the promo type being used, you will need to set the Rep ID, Selling Price and Special Type accordingly. See the chart below (click for larger image). 

Below are specific how-tos for entering promo orders for the following:

• RSM/BDF/SPL Promo Funds Order Entry Process (VIDEO)
  • Using Promo on Future Orders
• 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 above
   2. Order Description: Include the word "Promo"
   3. Customer PO: Please enter the promo type you're using (SPL/RSM/BDF)
   4. Special Type: Select the Special Type according the chart above
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:

Using Promo on Future Orders

If you need to place a futures orders that uses promo from next year's budget, be sure to set the Bill by Date to 8/1. Be sure to use the correct Special Type (the one for next year's budget). 

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. Do not update the Bill-to Customer and No Special Type code is necessary. 
2. Enter a blank order under the Promo Customer Account using the process above. In the freight tab,  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 freight 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 a "discretionary fund" that is preloaded based on a rep's sales from the previous year. This account can be used for samples and quality issues not covered by the company. Each rep is setup with a Rep Promo Account (Example: Sales Rep ID + GO - 1111GO, 2222GO). Rep discretionary funds will be added at COGS value, so all orders placed against a rep promo account must be entered at COST.

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. **DO not use your personal account or you will be required to pay for the order.

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: 25REPPRO
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: Please enter the promo type you're using (RSM/BDF)
   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.

FAQs

Q: What's the best way to not overspend a promo budget?
A: Before keying in an order, make sure you check the promo dashboard to know exactly how much money you have to spend.

Q: Can two types of promo pay for the same order? Example: $1200 comes from RSM Promo and $500 comes from SPL Promo.
A: No - please be sure to enter these as separate orders to ensure the correct promo type is getting used.

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: When does a customer's promo budget expire?
A: In most cases, ASP promo is loaded 7/1 and expires 6/30. Orders must be in the system by 6/15 in order to use the remaining promo. On 6/30, all promo remaining will be removed from the account. In some cases, an agreement may be valid for different dates, so please work with your RSM if you have questions about expiration.

Q: When does my REP PROMO promo budget expire?
A: Rep Promo will be loaded on 1/1 and will expire 12/31. Orders must be in the system by 12/15 to use the remaining promo. On 12/31, all promo remaining will be removed from the account. 

Q: Does Promo roll over to the next year?
A: No - all promo will expire based on the periods listed above.

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: 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: Can items purchased with promo funds be returned?
A: No, promo orders are final sale only for all promo types.

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. If you still have funds, consider using your REP PROMO budget to cover this order.