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Roll over (copy) deals to the next season

Rose Nguyen
  • Updated

Sponsorship data needs to be refreshed each season. Inventory Administrators need to:

  • Define which assets are available to sell and set rates and availability
  • Configure the available events for the next Season
  • Rollover multi-year deals to use the rates

To rollover your Sponsorship data in to the next season, perform the following steps in order:

  1. Update the Events and Event Lists for the next season
    1. Go to the 'Events' tab within your CRM and click 'Excel Import/Export'
    2. Select your current Season and then click 'Export' to update the file
    3. Save a backup of this file
    4. Edit & update the events and event lists for the next season
    5. Save a new version of this file
    6. Return to the 'Excel Import/Export' console and import this updated file into the next season

  2. Update the Inventory Information and Rate Cards for the next season
    1. Go to the 'Inventory' tab within your CRM and click 'Excel Import/Export'
    2. Select your current Season and then click 'Export' to update the file
    3. Save a backup of this file
    4. Edit & update the inventory, availability, and rate card info, and event lists for the next season
      • Be sure to leave all IDs in the first 3 columns untouched. These IDs are necessary to map next season's rate cards to the existing inventory items.
      • Be aware that a rate card status of "Expired" will affect the items visibility in the Deal Manager and exclude that rate card from deal roll over/clone.
    5. Save a new version of this file
    6. Return to the 'Excel Import/Export' console and import this updated file into the next season

  3. Rollover Inventory Packages (if necessary)
    1. Go to the 'Inventory' tab within your CRM and click 'Package Rollover'
    2. Choose the 'Division' of Inventory Items that your organization would like to rollover (KORE would recommend all Divisions at once)
    3. Choose the Season to Rollover and Rollover Into
    4. Once you've selected the appropriate options, click 'Apply Filters'
    5. Once you've verified that all of the packages show with the appropriate components, click 'Next'
    6. The packages will now be completed for the next season

  4. Navigate to Deal Sheet Rollover Tool to begin Rolling over Deals (this will be done in at least two batches, one for multi-year deals and one for renewals)

  5. Rollover Multi-Year Deals (Creates new Deal Lines for the next Season)
    1. Go to Configuration Records
    2. Scroll down to the Sponsorship Tools section and click on 'Deal Sheet Roll Over Tool'
    3. Select 'Rollover Multi-Year Deal Sheet Details Into Next Season
    4. Select the appropriate options for your rollover
    5. Select the Status of the Deal Sheets (KORE would recommend only rolling over Deals at a Contracted Status to future years)
    6. Move all Deals to the right pane that should be rolled over
      • The deals listed here will only be deals that have an end season further than next season. Any deals that end in the current season will need to be created as new using the Renewal Deal Rollover.
    7. Click 'Next'
    8. Review any issues on this page prior to rolling Deal Sheets over. Fix any necessary issues prior to rolling the Deal Sheet over
      • Items most commonly appear here when there is not a matching rate card from last season to next season. This could be intentional or it could be an accident. Be sure to review these as these inventory items will not roll over in the corresponding deals. KORE recommends saving this information before rolling over as it can not be referenced again. 

  6. Generate Renewal Deal Sheets (if desired)
    1. Go to Configuration Records
    2. Scroll down to the Sponsorship Tools section and click on 'Deal Sheet Roll Over Tool'
    3. Select 'Create New Deal Sheet for Next Season'
    4. Select the appropriate options for your rollover
    5. Select the Status of the Deal Sheets (KORE would recommend only rolling over Deals at a Contracted Status to future years)
    6. Move all Deals to the right pane that should be rolled over
    7. Click 'Next'
    8. Review any issues on this page prior to rolling Deal Sheets over. Fix any necessary issues prior to rolling the Deal Sheet over

Common Issues for Missing Matching Rate Cards

The following are the general matching rules that apply to all customers when locating Rate Cards in the future Season/Round.

Be aware that this logic is only used when the rollover tool needs to decide between 2 or more possible rate cards in the future Season/Round. If there is only 1 rate card in the future Season/Round, then deal lines will roll over even if the following fields do NOT match:

  • A rate card exists with the same Unit of Sale 
  • A rate card exists with the same Rate Overwritable setting
  • That only one match exists in the future season (the system cannot pick between two rate cards that look the same)
  • That there are no deal lines in the destination season/round
  • The rollover tool allows you to bypass the following matching criteria optionally:
    • A rate card exists with the same Unit of Sale Description
    • A rate card exists with the same Assignment (Season/Individual/Bank)