Create Lines
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See “Example - 2023 VIP Lines.xlsx”
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You will need 4 Lines: RB 8 oz, RB 12 oz, RB 16 oz, and RB 20 oz. If you do not already have these Lines set up, you will need to create them.
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Create Import Files
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​Markets Import File
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See “Example - 2023 VIP Markets.xlsx”
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Market records carry the RB VIP Code that will be associated with invoice transactions that utilize promotion(s) associated with the Market.
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This import file should contain one line for each separate Market that you need to support the 2023 VIP promotional structure, along with the 2023 VIP Code that goes with that Market.
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Pricing Program Markets: Display Drive Promotions will still be referred to as “Pricing Programs”. These Pricing Program Markets will have different VIP Codes starting with RBNA20DD1, RBNA20DD2, etc.
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​Zones Import File
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​See “Example - 2023 VIP Zones.xlsx”
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Zones will be used to specify which customers qualify for which specific 2023 VIP Program. In this approach to setting up the 2023 VIP promotional structure, there should be one Zone record for each Market created.
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This import file should contain one line for each separate Zone that you need to support the 2023 VIP promotional structure, along with a column “Add to New Customers” set to a value of 0 to ensure that new customers are not automatically added to the Zone.
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​Promotions Zones Import File
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​See “Example - 2023 VIP Promotions Zones.xlsx”
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Promotions Zones record link a Zone to a Market.
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This import file should contain one line for each separate Zone and Market combination. There should only be as many lines in this file as there are Zones (or Markets) as in this approach, there is a 1-to-1 relationship between Zones and Markets.
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​Promotions Import File
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​See “Example - 2023 VIP Promotions.xlsx”
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Promotions are where we bring it all together: Markets (with their Zone and VIP Codes) and the 2023 Pricing structure. As in years before, Encompass recommends that VIP Promotions are set up as “Price” type promotions, where the Amount on the promotion record is the actual price to retailers. For example, a product has a full price of $50. To create a record where the retailer gets a $4.00 discount and you get a $2.00 bill back, create a Price type promotion for that product with an Amount = $46.00 and Participation = $2.00.
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Again this year, RBNA has also asked that distributors “set up zero discount promotions on 16/20oz for VIP stores so that VIP promo codes (e.g. RBNA2056BN) is sent on all SKU's per invoice”. This is supported in Encompass using the same Price type promotions as for the 8oz and 12oz products, only where the Amount field contains the Full Price and the Participation =$0. The example import file shows entries for the “zero discount” promotions highlighted with BLUE letters.
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The approach recommended by Encompass will organize Promotions that are organized by product Lines (8oz, 12 oz, 16 oz, and 20 oz), so that for each Market (e.g. 2023 TDiamond Premium FDC Cooler) you will generally have four (4) promotions associated with that Market, one for each Line. In the case of Pricing Programs (new Display Drives), a single Market will have one promotion for each Line / Display Drive combination (again, see Example - 2023 VIP Promotions.xlsx file).
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The example file contains the columns required to properly import promotions into Encompass using Table Import. The file should contain a single record for each unique promotion (Market -> Line -> Date Range). Be sure that values in the Lines column exactly match the names of the Lines in your system (see Section I above). You will need to enter the proper Amount, Participation, and Start/End Dates values based on the information you received from RBNA. Also, it is important that the data in the Active column is 0. This will create each promotion as Inactive, allowing you to review and confirm the data in the created promotions.
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Import the Files
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Once you have created the 4 import files and confirmed that they contain all the required: Markets, Zones, Promotions Zones, and Promotions (check this one twice!), you will need to import these files.
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Unsure of how to map the fields? Take a look at the screenshots in this guide: Red Bull VIP Promotions Setup - Encompass
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Confirm Data and Next Steps
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Once the data is in Encompass, there are only a couple of steps left to complete the 2023 RedBull VIP Promotional setup.
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1) Confirm the imported data - Take a look at each of the tables for which data was imported--Markets, Zones, Promotions Zones, and Promotions--and confirm that the data you intended to import was actually imported. The Promotions were imported in the Inactive status, so you will need to change the default view of the Promotions table to see the data that you imported.
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2) Add Customers to Zones
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You will need to add customers to the appropriate Zones for each of the Zones records that you created importing the Zones import file.
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3) Add Promotions Locations to the Market or to the Promotion Record
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Once the Market has been created you will need to add Promotions Locations for each Market record that you created importing the Markets import file (Step 1 of Section II) or you will need to add Promotions Locations for each Promotion record that you created importing the Promotions import file.
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4) Activate the imported Promotions
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Once the imported data is confirmed and all the customers are associated with the appropriate Zones, you can activate the promotions imported during this process. You are ready to go!
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