Telus TPM Documentation
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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:
The estimated quantity of a product on the contract is calculated as follows: The purchase quantity displayed in the Show Purchases window is divided by the number of days in the specified date range to generate a daily purchase quantity. This daily quantity is then multiplied by the number of days the contract covers and rounded to a whole number.
For example, if a product has a purchase quantity of 810 for an entire year, the daily quantity would be 2.219. If this product is added to a contract for the period 01/01/2018 - 01/31/2018, the estimated quantity on the contract would be 2.219 multiplied by 31, resulting in an estimated quantity of 69.
If the contract is being edited, amended, or renewed, and the selected product already exists on the contract, you will have the option to either update the estimated quantity with the purchase quantity or leave it unchanged. If you choose to update, only the estimated quantity will be modified, while the existing pricing will remain intact.
UOM Difference: If the product already exists on the contract with a unit of measure (UOM) in pounds, but the purchases display a value in cases, the estimated quantity on the contract will convert the quantity from cases to pounds when the product is added via Show Purchases.
Note: A specific product or product grouping can only be added to a contract once.
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.
The Estimated Quantity can be updated based on a percent of Actual Data or Base Data. In order to update based on Actual data, the contract must be a renewal. To update using base data, click the estimated quantity checkbox and select Base data. The volume will be increased by the value entered, so in the below example the base volume will be increased by 50%.
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
The Allow Inactive Product, Won, Competitive Info, Base Quantity and Objective Quantity columns are hidden by default. To view these columns in the grid, click on the cog (this displays when the focus is in the grid) at the end of the grid and choose column settings. Select the column to add by clicking the check box next to the column name.
Column Descriptions:
1. Item Identifier: Product SKU number
2. Item Name: Description of the product
3. Item Type: Either Product or Product Grouping.
4. Unit of Measure: This will vary by manufacturer based off the UOM options setup. The pricing you add to the contract will be based off the UOM chosen here.
5. Item Price: The product default price, this is used for reference purposes only. This price does not reflect the price the customer on the contract pays.
6. Estimated Quantity: This is the estimated volume for the full time frame for that contract for that product or product grouping line. This is used many times for reporting so please be as accurate as you can be.
7. Lift Quantity: This editable field allows the user to enter the expected incremental volume for the product line.
8. Base Quantity: Non-editable field that is populated after Save that comes from a data feed and represents what will be sold to a customer without any promotions/rebates.
9. Rebate Direct Value Type: Blue column - Direct columns are filled out when the deal is for the contractee you chose, they will be the one(s) getting the deal. These deals are based off what the contractee bought directly from the manufacturer. When using this option if the contractee is a distributor then it does not matter who they sold the product to. Examples: Earned Income deals. Options are - Numeric or Percent.
10. Rebate Direct Value: Blue column - This field is for the dollar amount (if the direct value type is Numeric) or percent number (if direct value type is Percent)
11. Rebate Direct type: Blue column - Options are Fixed Rate or Fixed Price. Fixed rate is a set rate paid on the contract no matter what price the customer paid for that product. Fixed price is a guaranteed price for that customer so the rate allowed will changed based on the sales price. Example: Fixed price at $10 The direct customer pays $12 the first week and $15 the third week. They will get $2 per UOM for the first week and $5 per UOM for the third week.
12. Rebate Deviated Value Type: Pink column - Deviated columns are filled out when the deal is for the distributors listed on the distributor tab. The deals are based on deals made to the distributors for what they sold to the contractee. Different than direct deals, who the product was sold to matters in this deal. Customers are not paid on all purchases, just ones sold to the contractee. Options are - Numeric or Percent.
13. Rebate Deviated Value: Pink column This field is for the dollar amount (if the direct value type is Numeric) or percent number (if direct value type is Percent)
14. Rebate Deviated Type: Pink column Options are Fixed Rate or Fixed Price. Fixed rate is a set rate paid on the contract no matter what price the customer paid for that product. Fixed price is a guaranteed price for that customer so the rate allowed will changed based on the sales price. Example: Fixed price at $10 The direct customer pays $12 the first week and $15 the third week. They will get $2 per UOM for the first week and $5 per UOM for the third week.
15. Allow Inactive Product: When creating a Contract with a Product Grouping, the creator has the option to Allow Inactive Products or not. When the box is checked, any Inactive Product within that Product Grouping is an eligible Product on the Contract.
16. Won: Checkbox indicates which products were Won (checked) and which were lost (un-checked) on the bid. Users who have access to the Contract and Edit rights can check/un-check this box in both View and Edit mode. Probable Exposure calculations include only products which were Won.
17. Competitive Info: Use this section to enter in Competitive Info for the Product row to track which manufacturer won the bid. Users who have access to the Contract and Edit rights can add this information in View or Edit mode.
If the contract type is Growth you will see a few different columns:
1. Rebate Growth Value Type: Options are - Numeric or Percent.
2. Rebate Growth Type: Options are Fixed Rate or Fixed Price.
3. Growth Button: Use this feature to set up tiered growth programs. Please go to the help section for Growth Programs Explained to get more details on this.
Forecast Information
For clients who send Forecast information and have the client setting checked, additional columns will be available in the Contract Product grid.
The Forecast Quantity is based on the Contractee, Contract Start and End Dates and Products selected from the Forecast file. The contract must be Saved in order for the Forecast Quantity to display/update.
The forecast quantity is calculated for the contract time frame by taking the product for the contractee, calculating a daily quantity, then multiplying that by the count of days in the contract. For example, if the forecast quantity for product 12345 is 50 for a time frame of 01/01/2018-02/28/2018, the quantity is 0.84 per day. If the contract time frame is 01/01/2018-01/31/2018 that is 0.84 X 31 = 26.27.
The quantity displayed is based on UOM and will be converted if the contract UOM is different than the forecast quantity UOM.
For product groupings, the forecast quantity that displays is a sum of the forecast quantity for all products in the grouping. If there is a product grouping AND there are products from that grouping on the contract, the forecast quantity for the product grouping will EXCLUDE the quantity for the products that are on the contract as to not double-count the forecast quantity.
If the Contractee is a Company Grouping, the value displayed will be a sum of the forecast quantity for all companies within the grouping.
The Uptick column displays a difference between the Estimated Quantity and Forecast Quantity.
To update the Estimated Quantity to be equal to or an increase of the Forecast Quantity, select the product rows to update and click Mass Update.
Check the Estimated Quantity box to enable the row, then select a Modification Type of Forecast Data. Enter a percent value to modify (increase) the percent by or use 0.00% to set the estimated value equal to the forecast quantity. Click Apply to update the rows.
Important Note: If any of the following fields are changed, the contract will need to be saved in order to show the updated Forecast Quantity: Contractee, Start Date, End Date, Product added/removed, Product Grouping added/removed, or UOM change.
Product Grouping Pricing Options
If a Product Grouping is added to the contract, but there is also a specific product from that group or a subgroup that requires different pricing, you should add both to the contract. The pricing set at the lowest level will always take precedence. Adding any level lower than the Product Grouping with a $0 Fixed Rate will generate a pending/reject reason of “Explicit Contract Rate Zero” for that specific SKU or the members of the subgroup, while allowing all other products in the parent grouping to be paid.
To ensure correct pricing for product groupings, the product hierarchy must be accurate. You can view the members of a product group by hovering your mouse over the product group name, which will display a pop-up list of the products in the group. If no pop-up appears, the product grouping is empty, and the pricing on the contract will not be applied to any products.
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
Sometimes you may want to allocate funds to a contractee that are not tied to specific SKUs. The LumpSum Tab is where you can include these non-SKU-based deals.
On the right-hand side, you will see all the eligible lump sums set up by your Admin. Simply left-click on a lump sum and drag it to the left-hand side, then fill in the description and amount. You can set up as many of these as needed. As you add more lump sums, the Probable Exposure of the contract will increase.
Note: Lump sums can be added multiple times to a contract. For example, you could add “Foodshows” five times. If the same lump sum is added multiple times, each instance must have a unique, hand-typed description.
Lumpsum Allocations
Lumpsums on a Contract can be set up to allocate percentages to products. If your General Ledger needs all spend allocated down to the product level, you now have the capability to take lumpsum spend and allocate to the product level. This feature is controlled by a client setting and the associated columns display only when the setting is enabled.
Add the lumpsum events. If this featured is enabled, the Product Allocation columns will display at the end of the grid.
To define the allocations, click open. The Lumpsum Product Allocation window will display. Click on the Add Products Button at the bottom of the screen.
Choose the products to allocate then click the select button to bring them over. Enter in the percentage per product.
The Contract Products tab displays products on the current contract. The All Products tab displays all products as defined on the template the contract is created on.
The total allocation must equal 100% in order to save, and no products can be set with a 0% allocation. To allocate the percentages evenly between the products, click the Allocate Evenly button. You can setup a maximum of 100 products to allocate to, and the minimum percentage per product is 1%.
Click OK to save the data.
To delete an allocation, click to highlight the row within the lumpsum product allocation window and then click the Delete Selected button.
Distributors Tab
If you set up a contract where a deviated fixed rate or price is involved, this is where you select the eligible distributors. That way when billbacks come in, you'll know if they are truly eligible distributors asking for rebates or not.
On the right hand side you'll see all the distributors your Admin Person set up. The distributor's City and State information is also displayed. There are two tabs: Distributors and Distributor Groupings. Distributors will show all the location level opco's available and the Distributor Groupings show the Corporate distributors eligible. For example, if your Admin person set up the 70ish Sysco opco's and then grouped them all under the Sysco Corporation group, you could choose the Sysco Corp group and all 70 opco's would be eligible on this contract.
Exclusions Tab
Exclusions are for companies ON THE CONTRACT that get a reduced or no rate on certain products on the contract. Example: A buying group contract where the group has “tiers” of membership…certain distributors only get half of the listed contracted rate on some products, or due to separate deals they have with the manufacturer, the group doesn’t get paid at all on those products.
To add an Exclusion, select a company, company-product or company-product grouping from the company and product lists on the right and drag it onto the grid. To add just a company, search for the company by using the filters at the top of the grid, select the row and drag it onto the grid. To add a company-product or company-product grouping, select the company and product/product grouping by highlighting the rows and click the company and drag that over to the grid.
The result will be the company and product information displaying in the grid with the option to enter percents for each row.
Reduction Percent
The value entered as the reduction percent will reduce the pricing by the percent entered. For example using the screenshot above, if a product is priced at 4% on the contract but Ben E Keith Fort Worth should be paid 3% then we need to REDUCE the value by 25%.
Backout Tab
Backouts are for companies which are the contractees of OTHER CONTRACTS, where the volume billed back on claims for those contracts by distributors on THIS CONTRACT should reduce earnings against sales data by that amount (or a reduced rate). Example: Set up a backout on the USF Corp contract for cheese for Outback Corp. Any volume of cheese claimed on an Outback billback by any USF distributor eligible under the USF Corp contract during the USF Corp’s contract period will be “backed out” of earnings.
To add a Backout, select a company, company-product or company-product grouping from the company and product lists on the right and drag it onto the grid. To add just a company, search for the company by using the filters at the top of the grid, select the row and drag it onto the grid. To add a company-product or company-product grouping, select the company and product/product grouping by highlighting the rows and click the company and drag that over to the grid.
The result will be the company and product information displaying in the grid with the option to enter percents for each row.
Reduction Percent
The value entered as the reduction percent will reduce the pricing by the percent entered. For example using the screenshot above, if a product is priced at 4% on the contract but Ben E Keith Fort Worth should be paid 3% then we need to REDUCE the value by 25%.
Client Defined Fields Tab
If your company has extra information it wants to track on each contract, your Admin person would set up various User Defined Fields like you see above. If they have a red asterisk that means it's required for you to enter something, otherwise it's optional. Note: These are custom by client and can be setup as required or not required.
History Tab
This area tracks all the changes that happened to the contract. As the contract gets submitted, approved or rejected, amended, renewed, etc. this area will show you the who, what, and when that's happening.
Notes & Attachments Tab
Notes and attachments entered on one version of a contract will carry over and display on all versions of that contract. The Identifier column will show the contract version that the note and/or attachment was entered on.
Click the Add button located on the bottom left of the screen.
The Note Editor allows text to be entered and one to many attachments linked to that one note. Add a note, or copy and paste from another source. These notes can be formatted using any of the options displayed at the top of the note section. You can also email a user your note using the notify accounts option.
To add attachments there are a couple steps.
1. Click the Update Files button located in the Attachments section of the popup.
2. Find the file you want to upload and choose Open.
You can choose 1 to many attachments at one time.
You can also drag a document from your folder to this section to upload it. Add the file where it says draft files here.
3. If there are people who need to receive a Notification on the note entered, click the Notify Accounts button.
This will open a Select Accounts window. The top row is a filter option to search for users to notify. Select the users to notify by highlighting the user row. Multiple rows can be selected by using the shift or ctrl buttons.
The Notified Accounts will display at the top of the Note Editor.
Once the notes, attachments and users are added, click Save. The text will display in the Notes & Attachments grid as it was formatted in the Note Editor. The attachments column will display a count of attachments associated with the claim note.
To cancel the action, click the Close button.
Both the notes and attachment fields are optional. A note can be added without an attachment or an attachment can be added without a note.
Letters Tab
After the contract is approved, use the Contractee and Distributor Billback Letters to notify the companies of the pricing/rebates associated with the contract. There is a filter at the top of the grid as well as a sort option for all columns to assist in locating the company letters. The Distributor Billback Letters reflect Private Label Group logic. So if products are in a Private Label Group, they will display only on the letter for the Distributors in that group.
Click here for more information on how your letters are built.client_letter_admin
After the contract is Approved, click the Download button to view the letter. This will open a Letter Downloaded window. Select the letter to download from the dropdown.
If the Enable Additional Verbiage Prompt was enabled for the letter, additional sections may appear in the dropdown. Enter in additional text here, if needed, or just leave it blank. This is a letter setting so some manufacturers may not allow these boxes for additional verbiage.
The only available Export Type is PDF. Click the Generate Report button to generate the letter. The downloaded letter will appear as a hyperlink in the Generated Reports window. Click the hyperlink to open the letter.
To close the download window click the close button in the bottom right hand corner of the window.
Contact Tab
This displays the Name, Email and Phone Number for the Contact related to the Contract. The purpose of this tab is to keep track of who you communicated with on this deal so when the time comes to renew the contract you have all that information right here.
Exposure Tab
To Generate Exposure for a contract, click the Generate button located on the bottom right.
This will generate the exposure and stacked data and display the information on several tabs. If your contract has too many companies you will be requested to limit the data shown. You can choose which companies you want to show the data for in the company name pull down.
The Summary Tab will display the Exposure, Actuals and Remaining Amounts.
Please see the Probable Exposure Explained section of the Help Documents for detailed information on the Exposure tab.
Claims Tab
This area shows you all the claims that came in for this contract version. Click on the Claim hyperlink to view the claim details. To enter a New Claim, click the New button on the bottom left of the screen.
Saving your Contract
Remember to hit the Save button in the Actions box on the top right. This will save the contract in a Draft status. If you created the contract in error, you can discard the contract by selecting the Revert button.
Submitting your Contract
Click on the Submit button in the top right of the screen when the contract is ready to be Submitted. This will change the status from Draft To Submitted. Now it's in the Approval Process. A notification will display when Submit is clicked, and it will display the contracts current status.
