How to Create an Agreement and Promotion

Table of Contents

Introduction

Today you'll be learning how to create an agreement or promotion using the Agreements and Promotions functionality in Pricefx.

What do we mean by Agreements and Promotions?

The Agreements & Promotions module allows you to define and manage the complex area of on-invoice conditions, such as:

• Discounts at different customer and/or product hierarchies.

  Price promotions and campaigns.

  All kinds of special price conditions.

  Customer or product specific overviews of all existing conditions or special prices.

All “on-invoice” special conditions can be managed either on a very detailed, product-customer combination level or on a much higher, general level (i.e., general special discount per customer group for a part of or full product portfolio). Other special conditions as timely limited promotions or “3 for 2 promotions” can be defined, managed and monitored.

The Agreements & Promotions module responds to the need for a tight connection with the structures of on-invoice conditions defined in connected backend systems.

Navigating to Agreements and Promotions

Let's have a look at how we manage this within the system.

On the Agreements and Promotions Menu, navigate to Condition Types to be presented with a full list of condition types that you have access to edit or view.

Click on the Name or Label to display the Agreement/Promotion's details.

You can customize the structure and content of the Agreements & Promotions table to suite your needs. You can:

• Organize Agreements/Promotions into folders in the Categories tree

  Add/remove fields (columns)

  Resize columns

  Sort the table

  Use a simple filter

  Create advanced filters

  Save your customized layout and filters as a preference and manage these preferences

Create an Agreement or Promotion

Let's walk through the steps to create a new Agreement/Promotion. You have two options. Firstly you can select an existing agreement and click on the Duplicate button to create a duplicate that you can then edit. This is useful if you have an existing agreement that you need to extend or simply to maintain the same information for a different client.

However here we're going to go through a the second option which is to create a brand new agreement.

To do that click the New Agreement/Promotion button. The draft document will autosave as you work through the creation process.  At the very top of the page, you can edit the name of the Agreement.

We'll call this one Demo Agreement 2022.

Next to the name, the current document ID and workflow status is displayed

Below that you can see that the document's details are split into several tabs, which will we work through one by one.

We start with the Start and End Date for the agreement and here we'll set it to 1st of January to 31st March.

Then we have the calculation date. This is the date on which the system will run the calculation against the transaction data to determine whether or not the agreement conditions were met. Let's make this date the 30th of April. That will ensure that any outstanding transactions or queries from the period have had time to be investigated and finalized before the calculation takes place

And then the External Reference allows you to put in a reference for the agreement.

And then moving on to the User Group (View Details) and User Group (Edit). This allows you to specify a group of colleagues who are able to view or edit this agreement. It's essential to understand that if you leave this blank it leaves your agreement open to edit and view for everyone .So it's definitely worth adding a level of control in here.

Then we move on to the input parameters. The Input Parameters allow you to specify information, such as the products that this agreement covers. The information input here is then the default across the agreement, although you can make adjustments to individual parameters later. 

And then finally we have the description box, which is a free-format text box for you to provide additional information related to the agreement.

Items Tab

Then if we move onto the Items tab, you select the Condition Types (by clicking on Add Items) to be included in the Agreement.

The Condition Types are the basic building blocks of any Agreement and you can find out more specifics about them on their own dedicated tutorial.

Here we can see add conditions to this agreement and we can view the specifics of each one by selecting it and then opening the details and setting sidebar.

The sidebar allows us to configure the items or view the details for the agreement.

If we select no items and open the sidebar, we can see details, input parameters and Calculations for the whole agreement.

However if we select the first item, Competitor Discount and then open the sidebar, we can now see the input parameters for this specific condition type. So in this case we've selected a specific customer and product with a discount of 2%.

The Product field has been left blank and so this condition will default to the products specified under the header tab.

You can add as many conditions here as you need, changing the clients, the products and the conditions as much as you need.

And if your Agreement has many items and are beginning to get messy or confusing, you can organize them into folders and subfolders. So let's add a new folder and call it Demo 1.

And now if we wanted we can set input parameter the folder and item level.

If we select the Demo 1 Folder and open the side bar we can see the + symbol and that allows us to add and set the parameters that we need. So let's select a customer and per unit discount.

And now we add a new item or condition to this folder. Let's select Promotion Discount and then let's select it and see what happens.

The parameter values have now automatically been inherited from the parent folder are displayed as a placeholder text in the input field. We can still go in and amend it manually if needed.

Once you have the conditions for the agreement set you can calculate the agreement.

At any time in the process you can hit the recalculate button. It appears at different point in the sidebar, but is also permanently available at the top of the page. This will help you to spot issues early on in case of errors, or track progress as you go.

The other options that you have on this page is to mass edit existing attributes, so if you needed to change the discount percentage across all products, or wanted to change customer or products, this can be done via the mass edit option.

You can also copy all the items to the clipboard, or paste items from the clipboard. This is useful if you have items in another agreement and you want to copy them across. You can simply copy them to clipboard and then paste from the clipboard where you'd like to place them.

The Action buttons allow you to perform operations with the Agreement, such as: Recalculate, Save, Submit or Import items. You can also export and email an approved Agreement. You can send it to another user as an ordinary email attachment or via an electronic signature system for sign-off. For both options an export template will have been defined and the e-signature option must be configured by administrator. After sending via an e-signature system, you can check the Signature Status on the Details panel of the Items tab.

Attachments

On this tab you can add and view attached files. If you have the right permissions these attachments can also be included in an email.

Workflow

Shows all approval steps, their status and all possible approvers.

Messages

On this tab you can communicate with other users about matters regarding this Agreement.

Some additional information for after you've saved the agreement.

1. When the Agreement is saved, Price Records are generated as defined by the rebate calculation logic.
   You can monitor the progress of sales and forecasted rebate in the saved Price Records.

   Once defined, click Submit to send the Agreement for approval (provided that an approval workflow is defined and there is no error or a critical alert on any line). If enabled, you can add a comment..

Thank You

That concludes our tutorial on how to create an agreement. If you'd like to find out more about other functionality mentioned in this tutorial, please visit our knowledgebase where you'll find tutorials covering a range of topics and Pricefx Function