What is Allocation?

Allocation is the assignment of a promotion to any store by specifying its validity details.

What is the need of allocating a promotion?

At the time of creation of Assortment or Promotion no mention of date and validity time is made to allow the same assortments and promotions to be used multiple times.

A view of the entire allocation page -

Prerequisites

The users' role must have access to the Allocate app operation in the Allocation feature in Admin - Security - User - Role through POS Manager - Promotion - Manage to Allocate entries.
The users' role must have access to the De-allocate app operation in the Allocation feature in Admin - Security - User - Role through POS Manager- Promotion - Manage to De-allocate entries.
The users' role must have access to the Edit Timeframe app operation in the Allocation feature in Admin - Security - User - Role through POS Manager - Promotion - Manage to Edit Timeframe entries.
The users' role must have access to the Edit Priority app operation in the Allocation feature in Admin - Security - User - Role through POS Manager- Promotion - Manage to Edit Priority entries.
The users' role must have access to the Approve app operation in the Allocation feature in Admin - Security - User - Role through POS Manager - Promotion - Manage to Approve entries.
The users' role must have access to the Closure app operation in the Allocation feature in Admin - Security - User - Role through POS Manager - Promotion - Manage to Closure entries.
The users' role must have access to the Block for Sync app operation in the Allocation feature in Admin - Security - User - Role through POS Manager - Promotion - Manage to Block for Sync entries.
The users' role must have access to the Unblock for Sync app operation in the Allocation feature in Admin - Security - User - Role through POS Manager- Promotion - Manage to Unblock for Sync entries.
Promotions must be already defined.
Valid managed sites must exist.

How Allocation works in Ginesys?

Only the Head Office can allocate promotion to other stores through Promo Allocation module.

By clicking on the Allocate button, multiple promotions can be allocated to multiple sites simultaneously. The following picture shows that now time-frames can be assigned (1), allocations auto approved (2), one set of allocation done and form left open for further allocations(3) and allocation done and form closed (4).

Advance Allocate

The Advance Allocate option in the Actions Button, opens the form so that Promotions can be allocated individual Site Wise or Sites can be allocated individual Promotion Wise.

Use Site wise Allocation

In case of Site wise allocation, the user needs to select a site from the list on the left hand side of the screen and all the created Promotions which exist, are displayed.

IMPORTANT

On the Left Hand Side, the Site Name and the Promotion Count cannot be hidden. However, City can be hidden if needed. About 15 new UDFs that is User Defined Fields and another called Master Allocation Group have been added in the Site grid.

Important information regarding UDFs

Note:

All these columns will remain hidden by default.
Only the UDFs that are configured will be displayed.
The Display Names of UDFs will be their column headings.

On the Right Hand Side, in the Promotion grid, the Promotion Name cannot be hidden. However the following fields can be hidden -

Status (Approved / Unapproved),
Level (Memo / Item),
Priority (Priority enjoyed by the promotion at that site),
From (date at which the promotion starts),
Till (date at which the promotion ends),
Activation (the number of times the promotion will be run in a day),
Start Time and End Time (the time at which the promotion will start and end at the site when the promotion is of the Activation Type - Hourly)
Created On (Date of creation of the promotion)
Created By (The user who created the promotion)

The Promotion Count shows the total number of promotions allocated to each site, on clicking the hyperlink of the promotion count, it opens the list of promotions allocated at that site as shown above.

Promotion allocation list view only shows active promotions by default. However, if users wish to include expired or closed promotions in the active data list, they can tick the appropriate check-boxes to view the required data.

Use Allocated List

Allocated List

The Allocated list displays the following fields:

Promotion Name
Priority - the Priority assigned to the promotion at the site
Status - whether the promotion is approved or unapproved
Starting From and Till - the date at which the promotion will start and end at the site
Activation Type - the number of times the promotion will be run in a day
Start Time and End Time - the time at which the promotion will start and end at the site when the promotion is of the activation type Hourly
Show expired promotions - Check box prompt to include expired promotions in list
Show closed promotions - Check box prompt to include closed promotions in list

In case of Promotion wise allocation, the user needs to select a promotion from the list on the left hand side of the screen and the non-extinct Sites, are displayed.

Important information regarding hidden fields

On the Left Hand Side, the Promotion Name and the Site Count cannot be hidden. However, Applicability, Type, Is Tax Extra, Owner can be hidden if needed.

On the Right Hand Side, the Site Name cannot be hidden. However, although Site Type, Site Initial, City, State,Zone flow from the site master - they can be hidden. Other fields which can be hidden are From (date at which the promotion starts), Till (date at which the promotion ends), Activation (the number of times the promotion will be run in a day), Start Time and End Time (the time at which the promotion will start and end at the site when the promotion is of the activation type Hourly).

There is a checkbox at the bottom for Auto-Approve on Allocation and if it is unchecked then the promotions must be separately Approved.

Allocation can be made for a full day or for specific hours. At the specified date and time promotion will become automatically active, provided it has been approved and Synced to the store.

Use Advanced Column Level Filter

Advanced column level filter

Advanced column level filter based on data types has been provided in Promotion Allocation -

Now the users can view the Promotion Allocation data by filtering each column based on the data type they display.

For example –

Filters applicable for numerical data are –
1. Greater than (>)
2. Less than (<)
3. Equal to (=)
Filters applicable for calendar data (like dates) are –
1. After <user selected date>
2. Before <user selected date>
3. On <user selected date>
Filters applicable for character fields (like promotion name) are –
1. Exact match <user selected string of characters>
2. Contains <user selected string of characters>
Filters applicable for fixed data set will display applicable value for respective column. For example, column for Activation Type will display fixed values as below –
1. Approved
2. Unapproved
3. Closed
4. Blocked Sync

Important information

Expired promotions can now be filtered and closed by selecting all at once saving time and effort of users.

Use Action Drop-down List

Action Drop-down list

The Action list in the Allocation form displays the activities that can be performed on allocated promotions.

The following actions are available on the list

Actions	Explanations
Acts on selections from the entire set of Promotions to be allocated - Actions can be performed either Site wise or Promotion wise; selecting any of these actions opens a pop-up window where the Promotions and their allocated sites are displayed. IMPORTANT The Advance Allocate option has been explained above
Edit Priority	Priority is the order of resolution of promotions when more than one is applicable at a site. This status of a promotion can be edited from here.
Edit Timeframe	Timeframe is the validity period of a promotion. This always has to be greater than or equal to the system date at the time of creation or modification. Note: Time From must always be less than Time To.
De-Allocate	A promotion may be removed from a site after being allocated to it. This removes it from the list of promotions relative to that site but it still may exist in list for other sites.
Approve	An allocation of a promotion needs to Approved for it to take effect. Note: After approval the promotion stays in the blocked state i.e. that is it will not be synced automatically. Approved promotions have to be Unblocked for Sync.
Closure	A promotion may be Closed (i.e. its Timeframe may be shortened before its validity expires) for some reason.
Block for Sync	HO users may block a promotion for sync to allow Sample Testing before making the promotion available to the allocated sites.
Unblock for Sync	HO users may unblock a promotion for sync to after Sample Testing making the promotion available to the allocated sites.
Acts on individually selected promotions
View Promotion	All the dimensions of the promotions can be seen from here
Acts on the entire set of promotions
Export Excel	All details of allocated promotions can be exported to Excel from here

Important information

Note: The Select All feature is only available in the following actions -

Approval
Block for Sync
Unblock for Sync

Some examples of Allocation

Suppose a user has 3 sites Site A, Site B, and Site C. He has created some promotions ( Promo 1, Promo 2, Promo 3, and Promo 4) which he wishes to run at the aforementioned sites.

The promotions are defined as :

Promo 1 - On buying any 3 items from Assortment Shirts; customer gets a 50% discount on a pair of jeans from Assortment Jeans.

Promo 2 - On buying any 2 items from Assortment Toys; customer gets a 50% discount on a third item from Assortment Toys.

Promo 3 - On buying 2 pairs of items from Assortment Ladies-Lowers; customer gets a kurti free (100% discount) from Assortment Ladies-Uppers.

Promo 4 - On buying 2 items from Assortment Children's Books; customer gets a 10% discount on Assortment Stationery.

Now let us consider some scenarios through which he may allocate these promotions to those sites (stores).

Scenario	Allocation
Site wise Promotion Allocation
Site A is a big store and has all kinds of items on display	Promo 1, Promo 2, Promo 3 and Promo 4
Site B is a toy store where he wishes to generate more interest in customers	Promo 2
Site C is a store where only apparels are sold and festival shopping is about to start	Promo 1 and Promo 3
Promotion wise Site Allocation
Promo 1 can be allocated to stores where there are apparel sections	Site A and Site C
Promo 2 can be allocated to stores with Toys section	Site A and Site B
Promo 3 can be allocated to stores with Ladies apparel section	Site A and Site C
Promo 4 can only be allocated to store with Books and Stationery section	Site A

To go back to the main page click on the link : How To: Manage Promotion in Ginesys Retail

What is the need of allocating a promotion?

IMPORTANT

Advanced column level filter

Action Drop-down list

Scenario

Allocation

Site wise Promotion Allocation

Promotion wise Site Allocation

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