Telus TPM Documentation
Setting up a new Contract:
Click Create on the Contract menu.
In the contract creation process:
Single Template Scenario: When only one default template is configured in the system, users will be automatically redirected to the Contract Create screen upon initiating the contract creation process.
Multiple Template Scenario: If multiple templates are available, the system will display a Contract Template Selection dialog box. Users must then: a) Choose the appropriate template from the provided dropdown menu. b) Click the “Select” button to confirm their choice. c) Upon confirmation, they will be directed to the Contract Create screen with the selected template.
Contract Create
Contract Structure Overview:
Contract Header The Contract Header is comprised of four primary sections: a) Family Information b) Date Information c) Version Information d) Termination Information
Supplementary Tabs: The contract interface includes several supplementary tabs for comprehensive management: Products, Lumpsum, Growth, Distributors, Exclusions, Backouts, Client Defined Fields, History, Notes & Attachments, Letters, Contact, Exposure, Claims
Please note: During the initial contract creation process, certain tabs may be inactive or inaccessible. Full tab functionality is typically enabled as the contract progresses through various stages of development and approval.
Below are the details for each section.
Contract Header Information
Contract Creation: Key Data Entry Sections
When initiating a new contract, users are required to input data into three critical sections:
Family Information: Encompasses details applicable to all subsequent renewals and amendments of the contract. Includes configuration settings for accrual reporting.
Date Information (R): Focuses exclusively on the contract's effective start and end dates.
Version Information (A): Contains comprehensive data pertaining to amended versions of the contract.
Nomenclature Distinction: It is important to differentiate between two key identifiers:
Contract Family TITLE: A consistent identifier that remains unchanged across all iterations of the contract. Contract Version NAME: A unique identifier assigned to each amended version, allowing for distinct recognition of individual contract iterations.
Family Info
The information displayed here applies to all renewal and amend versions of the contract.
Contract Title: Enter in a Title for this contract.
Contractee: To select a Contractee, click the search button to open the Company Search.
Company Selection Process
Company Grid Navigation:
View the displayed grid containing active companies configured by the System Administrator A filter row is positioned at the top of the grid for refined searching
Selection Procedure: Locate the desired company or company grouping within the grid Click the appropriate company row to highlight your selection Identify the intended contractee from the available options
Confirmation: Complete the selection process by clicking the “Select” button to proceed
Note: Only active companies that have been previously configured by the System Administrator will be displayed in this grid.
Contractee Selection and Classification
Automatic Field Population: Upon selection of a contractee, the system will automatically populate two key fields: a) Contractee Company Type: Identifies the business category of the contractee (e.g., Distributor, Operator, Broker) b) Contractee Type: Specifies whether the selected entity is a: “Company Grouping” (if part of a larger group) “Company” (if operating independently)
Handling Unlisted Companies: In the event that the desired company is not found in the Company Search: A new operator request can be initiated by clicking the '+' button This feature's availability is contingent upon client-specific settings
Important Note: The majority of manufacturers restrict this option in Trade Promotion Management (TPM) systems, as per standard client configurations
Operator Request Process and Contractee Information
Initiating an Operator Request: Upon clicking the '+' button, the Operator Request dialog box will appear
Completing the Request: Populate all mandatory fields in the Operator Request form Click “Save” to submit the request
Automatic Contractee Assignment: Upon successful submission, the newly created company will be automatically designated as the contractee for the contract in progress
Accessing Contractee Details: To view the contractee's address and additional information, locate and click the Info icon (ℹ️)
Accessing Detailed Company Information Upon clicking the Info icon, the Company Information dialog box will be displayed, providing comprehensive details about the selected company:
Information Categories
Standard Fields: Basic company information
Alternate Address: Secondary or additional address details
Client Defined Fields: Custom fields as specified by the client
Hierarchy: Organizational structure (if an aggregate grouping is defined)
Company Group Exception: If a company group is selected as the contractee, the Info icon will not yield any displayable information
If there is an aggregate company grouping, the Hierarchy tab will be enabled and display a count of records.
There is an option to see Other Contract Exposure when creating a contract. After selecting a Contractee and entering Start and End dates, click the icon.
This will display the products being claimed on other contracts with that contractee for that timeframe.
The Other Contract(s) Direct Rate is a sum of the rate for all contracts with the selected contractee.
Select a Contract Type by choosing a value in the dropdown. The values displayed here will depend on what is set up for the manufacturer.
Contract Types and Payment Mechanisms
Autopay Contracts Feature: Enabled Payment Calendar functionality
Requirement: Selection of manufacturer-defined payment frequency
Application: Designed for Direct Customers or Brokers
Process: TELUS TPM automatically generates claims and payments based on distributor sales data
Note: No manual claims/billbacks required
Standard Contracts Application: Compatible with all company types
Process: Requires company-initiated claims/billbacks for payment processing
Payment: Manual claim submission required
Off Invoice Contracts Application: Exclusive to Direct Customers
Process: TELUS TPM system generates automated claims based on distributor sales
No direct payments processed
Approved contracts transmitted to manufacturer's ERP
Benefit: Enables distributors to receive reduced pricing on invoices
Growth Standard Contracts Feature: Supports Growth pricing structure
Claims: Manual entry permitted
Requirement: Complete baseline claim data needed for growth rate calculations
Restriction: Claims processing available only after contract expiration
Growth Autopay Contracts Feature: Incorporates Growth pricing structure
Claims: Generated post-contract expiration Requirement: Payment Calendar (configured in Client Settings) must extend beyond contract end date
Process: Automated calculation of potential payments
Street Coupon Contracts Purpose: Manages unit-level deals for street-level customers
Implementation: Requires Account Manager involvement
Note: Additional setup procedures required for program processing
Select a Cost Basis Type by choosing a value in the dropdown. The values displayed here will depend on what is set up for the manufacturer.
Delivery Terms and Pricing Implications
Delivered Option
Definition: Manufacturer assumes responsibility for product delivery to distributor location(s)
Cost Structure: Includes integrated freight component in pricing
Contract pricing reflects total cost inclusive of delivery
Application: Select when contractual pricing encompasses complete delivery costs
FOB (Freight On Board) Option
Definition: Distributor assumes responsibility for product collection from manufacturer's facility
Cost Structure: Excludes freight charges from base pricing
Results in reduced overall pricing
Application: Select when- Customer manages product collection independently
Freight costs are excluded from contractual agreement
Pricing structure specifically omits delivery charges
These delivery terms directly impact the final pricing structure and should be selected based on agreed-upon distribution arrangements and cost allocation between parties.
Accrual information - go to the Accrual process section of Help
Date Info
Contract Date Configuration
Date Entry Process:
Navigate to the Date Info section
Input Start Date and End Date using either: Manual date entry Calendar selection interface
Template-Based Date Restrictions: a) Date Range Templates: Contract dates must align with template-defined parameters System validation ensures compliance with specified date ranges Non-compliant dates trigger error notifications indicating acceptable date parameters b) Explicit Timeframe Templates: Start and end dates are automatically populated Fields are locked for editing during contract creation
No manual date modifications permitted
Version Info
Contract Identification: Title and Name Configuration
Initial Contract Creation
Contract Title Field: Mandatory input
Contract Name Field: Optional input
Differentiation Scenario: If distinct identifiers are required: a) Enter unique text in both Contract Title and Contract Name fields b) Click Save to confirm entries
Unified Identification Scenario: If title and name should be identical: a) Enter desired text in Contract Title field only b) Upon saving, system automatically replicates Contract Title text into Contract Name field
Important Note: This auto-population feature is exclusive to the initial contract creation process Not applicable during subsequent contract editing sessions
System-Generated Fields:
Contract ID: Automatically assigned upon saving Contract State: Populated post-save, indicating current status
Actions
This section contains any Actions that can be performed on the Contract.
Contract Tabs Defined:
Contract Management: Key Functional Tabs
Products Purpose: Input SKUs/Product IDs associated with the contract
Lumpsum Function: Record event-based financial allocations Application: Ideal for transactions not requiring specific SKU tracking upon claim submission
Distributors Relevance: Applicable to contracts with deviated rebates (indicated by blue columns on the product tab) Purpose: Designate eligible distributors for the contract
Exclusions (Autopay contracts only) Function: Specify partial or complete exclusions of contracted business for designated companies
Backouts (Autopay contracts only) Purpose: Define percentage-based payout reductions for specific company/product combinations
Client Defined Fields Nature: Customizable fields as per manufacturer requirements Function: Capture contract-specific data points
History Purpose: Comprehensive log of all contract modifications
Notes & Attachments Function: Repository for original contract documentation and internal communications Users: Contract creators and approvers
Letters Content: Contract type-specific correspondence options Availability: Enabled post-contract save Note: Varies by manufacturer
Contact Purpose: Track customer communication details for future reference Fields: Email, Name, Phone Number Status: Optional information
Exposure Content: Projected exposure, actual figures, and stacked reporting data
Claims Function: Display all claims generated under the current contract
Products
Product Selection Interface
Display Configuration:
Location: Right-hand grid section
Content: Displays manufacturer-configured: Individual Products Product Groupings
Product Addition Methods: a) Single Item Selection: Left-click desired product/grouping Drag selection to left panel b) Multiple Item Selection: Hold Ctrl key: Select non-consecutive items Hold Shift key: Select consecutive items Drag selected items to left panel
To view the products within a product grouping, hover the cursor over the product grouping.
Product Pricing - Fixed Rate vs. Fixed Price
Pricing Mechanisms and Product Addition
Fixed Rate Pricing
Definition: Predetermined rate per unit of measure (UOM), independent of product cost
Application: Customer payment based solely on contracted rate
Example: $1.50 per case rebate, regardless of purchase price
Caution: $0 Fixed Rate prevents any rebate allocation
Fixed Price Pricing Definition: Specified price for product or product grouping
Rebate Calculation: Difference between fixed price and actual sales price
Example: Fixed Price: $22.00 per case Actual Price: $25.00 per case Resulting Rebate: $3.00 per case
Caution: $0 Fixed Price equates to providing product at no cost
Monitoring: Utilize Tableau for contract verification Path: TPM Standard Reports → Contract Reports → Zero Fixed Price Contracts
Show Purchases Feature Applicability: Direct Customer contracts only
Prerequisites: a) Populated contract start and end dates b) Selected contractee
Functionality: Adds products to contract Sets estimated quantity based on actual purchase quantity
Activation: Click “Show Purchases” button after meeting prerequisites
Show Purchases: Data Retrieval Process
Initial Setup: Access the Show Purchases window
Configure date parameters: From Date: Beginning of desired sales period
To Date: End of desired sales period
Note: Date range must fall within available sales data period
Data Generation: Click the “Load” button to retrieve sales information
Results Display. The system will generate a grid showing: Product listings Purchase quantities Units of Measure (UOM)
Product Selection and Contract Integration
Individual Product Selection:
Activate checkbox adjacent to desired product rows Bulk Selection Options: a) Select All: Choose all displayed products b) Select None: Deselect all products c) Select Invert: Toggle selection status of all products d) Select On Contract: Highlight products currently listed on the contract's Product tab
Utility: Facilitates updating estimated quantities with actual sales data
Benefit: Prevents unintended addition of extraneous products
Contract Integration: After finalizing product selection, click “Add Selected to Contract” button
Product Integration Confirmation Process
System Response: Show Purchases window automatically closes Selected products populate contract display System generates confirmation message detailing: Number of items added Number of items updated
Visual Indicators
Newly added rows: Highlighted Modified rows: Highlighted Status: Checkboxes automatically selected for affected rows Required Action: Review highlighted entries Validate product selections Input or adjust pricing for new and modified rows
How the estimated volume is calculated:
Estimated Quantity Calculation and Contract Integration
Calculation Methodology: a) Daily Purchase Quantity = Total Purchase Quantity / Number of Days in Specified Range b) Estimated Contract Quantity = Daily Purchase Quantity × Contract Duration (in days) c) Final Value: Rounded to nearest whole number
Example: Annual Purchase: 810 units
Daily Quantity: 2.219 units
Contract Period: 01/01/2018 - 01/31/2018 (31 days)
Estimated Quantity: 2.219 × 31 ≈ 69 units
Contract Modification Scenarios:
For existing products during edits, amendments, or renewals: a) Option to update estimated quantity with new purchase data b) Option to retain original estimated quantity
Note: Pricing remains unaffected by quantity updates
Unit of Measure (UOM) Considerations: System accommodates UOM discrepancies (e.g., pounds vs. cases) Automatic conversion applied when adding products via Show Purchases
Product Uniqueness: Each product or product grouping limited to one entry per contract
Product Grid Options
Hide/Show Products
To Hide/Show the Products section, click the Hide Products/Show Products button at the bottom left of the screen.
Select Product Rows
The product rows can be selected by checking the individual boxes, or they can be selected by clicking Select All, Select None or Select Inverted. The Select Inverted button will check any un-checked rows and un-check any checked rows.
Mass Update
Click Mass Update to update multiple rows at once. First, select the products by checking the box at the beginning of the product rows. Then click the Mass Update button.
The Mass Update popup will display. First check a box to enable the field, then select/enter the values. Click Apply to update the selected products.
Estimated Quantity Adjustment Methods
Volume Update Options: a) Actual Data-Based Updates-Availability: Limited to contract renewals only b) Base Data-Based Updates
Process: Select estimated quantity checkbox, Choose “Base data” option, Enter percentage adjustment value
Example: 50% input increases base volume by half
Calculation Implementation:
System applies specified percentage increase to base volume Adjustments reflect proportional changes to original quantities
Note that depending on the Claimant Type, not all fields may be available.
Delete Product
To Delete a product, check the box at the beginning of the product row then click the Delete button on the bottom left of the screen. .
Hidden Columns in the Product Grid
Grid Column Customization
Default Hidden Columns: Allow Inactive Product, Won, Competitive Info, Base Quantity, Objective Quantity
Column Display Process: a) Access Settings: Position cursor within grid to activate cog icon. Click cog icon to open column settings menu b) Column Selection: Navigate to desired column names. Enable visibility by activating corresponding checkboxes
Product Grid Column Specifications
Standard Identification Columns: Item Identifier-Purpose: Product SKU reference number
Item Name-Purpose: Product description
Item Type-Options: Product or Product Grouping
Unit of Measure (UOM)-Specification: Manufacturer-defined options Note: Determines contract pricing basis
Item Price-Purpose: Reference price only Note: Not reflective of contract-specific customer pricing
Volume-Related Columns: 6. Estimated Quantity-Purpose: Projected volume for contract duration Impact: Critical for accurate reporting
Lift Quantity-Feature: User-editable field-Purpose: Record expected incremental volume
Base Quantity-Nature: Non-editable-Source: Data feed population post-save-Purpose: Projects non-promotional sales volume
Direct Rebate Columns (Blue): 9. Rebate Direct Value Type-Options: Numeric or Percent-Application: Contractee-specific deals-Scope: Based on direct manufacturer purchases
Rebate Direct Value-Purpose: Specifies rebate amount/percentage-Format: Based on selected value type
Rebate Direct Type-Options: Fixed Rate or Fixed Price-Impact: Determines rebate calculation method
Deviated Rebate Columns (Pink): 12. Rebate Deviated Value Type-Options: Numeric or Percent-Application: Distributor-specific deals-Scope: Based on contractee sales
Rebate Deviated Value-Purpose: Specifies rebate amount/percentage-Format: Based on selected value type
Rebate Deviated Type-Options: Fixed Rate or Fixed Price-Impact: Determines rebate calculation method
Additional Tracking Columns: 15. Allow Inactive Product-Purpose: Product Grouping management-Function: Controls inactive product eligibility
Won-Purpose: Bid tracking-Impact: Affects Probable Exposure calculations-Access: Editable by authorized users
Competitive Info-Purpose: Bid winner tracking
Access: Editable by authorized users
Growth Contract Specific Columns-Rebate Growth Value Type-Options: Numeric or Percent
Rebate Growth Type-Options: Fixed Rate or Fixed Price
Growth Button-Purpose: Configure tiered growth programs-Reference: See Growth Programs documentation for details
Forecast Information
For clients who send Forecast information and have the client setting checked, additional columns will be available in the Contract Product grid.
Forecast Quantity Integration and Calculation
Forecast Quantity Display Prerequisites:
Calculation Methodology: a) Daily Quantity = Total Forecast Quantity / Number of Days in Forecast Period b) Contract Forecast Quantity = Daily Quantity × Contract Duration (in days)
Example: Forecast: 50 units for 01/01/2018-02/28/2018 (59 days), Daily Quantity: 50 / 59 ≈ 0.84 units/day, Contract Period: 01/01/2018-01/31/2018 (31 days), Contract Forecast Quantity: 0.84 × 31 ≈ 26.27 units
Unit of Measure (UOM) Considerations: System performs automatic UOM conversion if contract and forecast UOMs differ
Product Grouping Calculations: Forecast quantity represents sum of all products within grouping Exclusion mechanism: Prevents double-counting when individual products and their grouping are on the same contract
Company Grouping Aggregation: For Company Grouping contractees, forecast quantity represents sum of all constituent companies
Uptick Column: Purpose: Displays variance between Estimated Quantity and Forecast Quantity
Mass Update Feature- Function: Aligns Estimated Quantity with Forecast Quantity Process: Select relevant product rows and click “Mass Update” Options: Set Estimated Quantity equal to or increased from Forecast Quantity
Forecast Quantity Modification Process
Row Activation:
Quantity Adjustment:
Finalize changes: Click “Apply” button
Critical Update Requirements: System requires contract save for Forecast Quantity updates when modifying:
Product Grouping Pricing Options
Product Grouping and Pricing Hierarchy Management
Pricing Precedence
Principle: Lowest-level pricing takes priority
Zero-Rate Implications:
Product Hierarchy Verification:
Empty Grouping Caution: Risk: Pricing on contract may not be applied as intended Recommendation: Verify product group contents before finalizing contract
Competitive Info
Add data to the Competitive Info section to track data for the manufacturer who won the bid.
Don't forget to click Save!
LumpSum Tab
Lump Sum Allocations: Non-SKU Based Funding
The Lump Sum tab allows for the allocation of funds to contractees that are not associated with specific SKUs. This feature provides flexibility for non-product-based financial arrangements.
Process:
Note: Lump sums can be added multiple times within a contract. Each instance requires a unique, manually entered description.
Product-Level Allocation (Optional Feature)
For clients requiring all expenditures to be allocated at the product level, lump sums can be distributed across products by percentage. This functionality is governed by a client-specific setting.
When enabled:
Configuring Product Allocations
Product Allocation Configuration
Product Selection Tabs
Allocation Requirements and Constraints
Click OK to save the data.
Removing Product Allocations
Distributors Tab
Distributor Eligibility for Deviated Pricing Contracts
When establishing contracts with deviated fixed rates or pricing, designating authorized distributors ensures accurate validation of billback claims and rebate eligibility.
Available Distributor Views:
Example: Selecting a corporate group (e.g., Sysco Corporation) automatically includes all associated OpCos
Exclusions Tab
Contract Exclusions Management
Purpose: Exclusions modify standard contract rates for specific entities within the contract, accommodating tiered memberships or existing manufacturer agreements. These adjustments can range from reduced rates to complete payment exclusions.
Example Scenario:
Exclusion Configuration Results
Reduction Percent
Rate Reduction Calculation Guide
The entered reduction percentage decreases the standard contract rate proportionally. Example:
Formula: To achieve a lower target rate, enter the percentage reduction that will decrease the standard rate to the desired level.
Backout Tab
Backout Configuration for Cross-Contract Volume Adjustments
Purpose: Backouts adjust earnings on the current contract based on volume claimed under separate contracts. This mechanism ensures accurate financial reconciliation across multiple agreements.
Scenario Example:
Configuration Process: Company-Level Backouts
Backout Entry Results
Upon completion, the grid displays:
Reduction Percent
Backout Rate Calculation Guide
The entered reduction percentage decreases the standard contract rate proportionally for backout calculations. Example:
Formula: To achieve the target backout rate, enter the percentage reduction that will decrease the standard rate to the desired level.
Note: The reduction percentage represents the proportion by which the original rate should be decreased, not the final backout rate itself. This ensures accurate adjustment of earnings based on cross-contract volume claims.
Client Defined Fields Tab
Custom Contract Fields (User Defined Fields)
Your organization may implement custom tracking fields to capture contract-specific information:
Field Requirements:
Note: These customizable fields are configured according to your organization's specific requirements and can be set as either mandatory or optional based on business needs.
History Tab
Contract Audit Trail
This section provides a comprehensive chronological record of all contract-related activities.
Tracked Information:
Each entry in the audit trail includes:
This detailed log ensures full transparency and accountability throughout the contract lifecycle.
Notes & Attachments Tab
Notes and Attachments: Cross-Version Continuity
Key Features:
Adding New Entries: To include additional notes or attachments, select the “Add” button located at the bottom left of the interface.
This functionality maintains a cohesive record of all relevant information, regardless of contract version.
Note Editor and Attachment Management
Note Creation:
Attachment Process:
Key Features:
Additional Attachment Options and Notifications
Alternative File Upload Method:
User Notification:
Recipient Selection for Note Notifications
Accessing the Selection Interface:
Recipient Search and Selection:
Finalizing Note Creation and Notification
Confirmation of Notified Users:
Saving and Display:
Note and Attachment Options
Cancellation:
Flexibility in Documentation:
Options include:
Letters Tab
Post-Approval Contract Communications
Contract Letters Distribution System
Two Types of Notification Letters:
Navigation Features:
Note: Private Label Group products are exclusively visible on letters to distributors within their designated groups, ensuring confidentiality and appropriate information distribution.
Accessing Contract Letters
For detailed information on letter construction, please refer to the Client Letter Administration guide. client_letter_admin
Post-Approval Letter Retrieval Process:
Optional Letter Customization
Additional Verbiage Feature (If Enabled):
Note: This feature's availability is determined by manufacturer-specific letter settings and may not be accessible for all contracts.
Letter Generation and Access
Export Format:
Generation Process:
Accessing the Generated Letter:
Exiting Letter Download Interface
To return to the main interface:
This action will close the download window and return you to the previous screen.
Contact Tab
Contract Contact Information
This section provides key details for the primary contact associated with the contract:
Purpose: To maintain a centralized record of the key contact for this agreement. This information facilitates:
By keeping this information readily accessible, you ensure smooth communication channels throughout the contract lifecycle.
Exposure Tab
Exposure Generation
To calculate contract exposure:
This action initiates the contract exposure calculation process.
Exposure Data Generation and Display
Process Results:
Volume Management: For contracts with extensive company listings:
Note: This selective display capability ensures efficient system performance while maintaining access to critical information.
Exposure Analysis Overview
Summary Tab Contents:
For a comprehensive understanding of the Exposure tab and its calculations, please refer to the “Probable Exposure Explained” section in the Help Documents.
Claims Tab
Contract Claims Management
Claims Overview: This section displays all claims associated with the current contract version.
Accessing Claim Details:
Submitting a New Claim:
Saving your Contract
Finalizing Contract Actions
Save Contract:
Contract Removal:
Note: Ensure all required information is accurate before saving or reverting, as these actions directly affect contract status.
Submitting your Contract
Contract Submission Process
When the contract is finalized and ready for review:
System Actions:
Confirmation:
This action moves the contract into the formal review and approval workflow.
