About Marketing Transactions

Your supplier may have given you access to marketing development funds (MDF) to financially support your marketing efforts.

In the Marketing Transactions page of your partner portal, you can track marketing expenditures, submit claims for reimbursement against an MDF, or request pre-approval of service expenses.

Depending on the supplier’s chosen MDF model, funding will display in currency ($) or points (Pts).

• Submit a Pre Approval Request for MDF Funding
• Submit a Claim for Reimbursement via MDF
• Progress Pre-approvals and Claims
• Transaction Statuses
• Add Comments to a Pre-approval or Claim
• Add Attachments to a Pre-approval or Claim

Submit a Pre-approval Request for MDF Funding

If you’re planning marketing activities that your supplier will reimburse, they may request that you get a pre-authorization before going ahead. You can do this via the Pre-approval process.

1. Navigate to your Marketing Transactions page.

2. Click New Pre-approval.

   

3. Complete the fields in the Create Pre-approval Request form. Your supplier decides what should be included in the form.

4. Click Save.

   The new Pre-approval request is listed in the Marketing Transactions page, in draft state (or equivalent).

   

   It needs to be submitted to the supplier for review.

5. Click on the Pre-approval to open it for edit.

6. Check the information included in the Pre-approval.

   Note

   Your supplier might have specified that you must include an attachment (such as a quote) to a Pre-approval request before you can submit it. If so, the Attachments area shows a red asterisk. You’ll see a message if you try to submit the request before you’ve uploaded an attachment.

   

7. Click Submit for Review when you’re happy that all information is included in the request.
8. You’re asked to confirm that you want to submit the request. Click Submit to continue.

The request is sent to your supplier for review.

Submit a Claim for Reimbursement via MDF

If you’ve paid for marketing activities, you can request reimbursement from your supplier using the Claim process.

1. Navigate to your Marketing Transactions page.

2. Click New Claim.

   

3. Complete the fields in the Create Claim form. Your supplier decides what should be included in the form.

4. Click Save.

   The new Claim is listed in the Marketing Transactions page, in draft state (or equivalent).

   

   It needs to be submitted to the supplier for review.

5. Click on the Claim to open it for edit.

6. Check the information included in the Claim.

   Note

   Your supplier might have specified that you must include an attachment (such as a quote) to a Claim before you can submit it. If so, the Attachments area shows a red asterisk. You’ll see a message if you try to submit the request before you’ve uploaded an attachment.

   

7. Click Submit for Approval when you’re happy that all information is included in the request.
8. You’re asked to confirm that you want to submit the Claim. Click Submit to continue.

The Claim is sent to your supplier for review/approval.

Progress Pre-approvals and Claims

When you’ve submitted a pre-approval request or a claim to your supplier, they review and take certain actions, depending on the information they need. They may carry out any of these:

• Request more information
• Pre-approve or approve the transaction
• Deny (reject) the transaction

Any time they take out an action, your nominated users receive a notification that something has changed, and the transaction is updated in your portal. For more information about notifications, see About Notifications.

You can take steps to respond to the supplier’s requests or actions. The actions available to you depend on the current status of the transaction.

1. Navigate to your Marketing Transactions page.
2. Find the transaction you want to update, and click on it to open its detail view.

3. Click the button for the desired action - what is available depends on the current status of the transaction:

   • Submit for Review - your supplier has requested more information, and you’re providing it
   • Submit for Approval - your supplier has pre-approved the transaction and/or you need to request final signoff, perhaps with proof of expected expenditure

   

   You might only need to add a comment - click Add a comment. For more information, see Add Comments to a Pre-approval or Claim.

   You can also cancel a transaction if it’s not been finalized (approved/denied) by your supplier. Click Cancel.

   If there no actions available, the transaction is waiting for your supplier to update it.

4. You’re asked to confirm that you want to proceed with the action. Click Confirm to go ahead.

Transaction Statuses

A Pre-approval or Claim may be in these states as it moves through the process.

Your supplier decides on the names of statuses. These are the defaults - yours might be different.

Add Comments to a Pre-approval or Claim

You have the option to add comments to transactions at any point during the review/approval workflow. This is supported even if the transaction is with your supplier for update.

1. Navigate to your Marketing Transactions page.
2. Find the transaction you want to update, and click on it to open its detail view.

3. Click Add a comment.

   

4. Add the comment into the New Comment field. You can drag the bottom right corner to expand the field if required.

   

5. Click Save Comment. The comment is added to the Comments area of the transaction. The supplier can see it too, in their record.

Add Attachments to a Pre-approval or Claim

You have the option to add attachments to transactions when they are with you for update. If your supplier’s reviewing a transaction, you can’t upload one.

1. Navigate to your Marketing Transactions page.
2. Find the transaction you want to update, and click on it to open its detail view.

3. In the Attachments area, click Upload.

   

4. Complete this information as required:

   Property	Type	Description
   Select file to upload	File	Click Upload to find and choose the file to upload.
   Type	Dropdown	Choose the type of information you're uploading as an attachment.
   Amount	Number	[Optional] Enter a value associated with the attachment.
   Description	Text	Additional information about the attachment. Maximum length: 500 characters

5. Click Upload. The new file is added to the Attachments list in the transaction. The supplier can access it too, from their record.

   

6. To remove an attachment from the transaction, click next to it.