Requesting Budget Increase and Getting Prices

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If the promotional budget is not sufficient, Promo Specialist should first check the leftover budget from previous promo orders which have been produced and analyze if some budget can be allocated from the leftover budget of those previous orders.

  1. Go to the task: https://erp.advacarepharma.com/web#id=4918&action=460&model=project.task&view_type=form&menu_id=307
  2. Check the description to find the leftover budget from previous orders.
  3. Send a task to the Marketing Manager to get an approval to use up this budget (including the reason why the budget has to be increased following the template provided below).
  4. If the budget cannot be increased from leftover budget of previous promo orders, the Marketing Manager should decide if, when, or how much to increase the budget. This is just a reference to use below:

  5. After Marketing Manager provides approval for an increased budget, the Promo Specialist will take from the leftover budgets to equal the amount needed. This can be taken from several orders if needed. In the Promotional Material Status Table, the information must be recorded in 2 places:
    1. SO# of where the budget is allocated to under Notes on the right side of the table. And the total must be included in the formula as “Budget from orders” or as “Budget increase” if not coming from orders but approved by Marketing Manager:

    2. SO# of where the budget is taken from. If there is still a leftover budget for this order, the task “Inventory: Generic Promotional Materials Reordering” must be adjusted with the updated budget remaining.

If there is still not enough budget after pulling leftover budget from other promo orders, then Promo Specialist should send a task to request budget increase, using the following the template:

@Marketing Manager

Please check the “Promotional Material Status Table” to see the current promo items for this order.

Please increase the budget of this promo order to $[USD] for the following reasons below:

  1. This promo is for market entry.

    2. [context to explain the information the Marketing Manager needs to know to make a decision]

    Note: If this is the first order of the customer, it is normal to request a budget increase as usually the budget from the initial order is not large. It is crucial to make a good impression on both the customer and the market with the 1st order. As this is a market entry, we want to make sure that our products are being most effectively positioned and marketed with high quality, well-designed promotional materials.
  2. There are new products in this order.

    3. [context to explain the information the Marketing Manager needs to know to make a decision]

    Note: Same as when it is a market entry, each new product going to a new or existing market or customer is for the 1st time. Our goal is to successfully launch the product, for which we can use the increase in the promo budget specifically to boost the product visibility and brand perception.
  3. This product(s) or market is of strategic importance.

    4. [context to explain the information the Marketing Manager needs to know to make a decision]

    Note: This reason is a bit tricky because it requires knowledge about which products, customers or markets are of strategic importance that other managers might not be aware of. This is just an inevitable challenge in any company, a matter of effective cross-departmental communication. For example, BD Manager might have plans for a specific product or market which Promo Specialist or Sales Manager might not be aware of, and likewise Sales Manager might have plans that Promo Specialist or Sales Manager might not be aware of. However, the approval will come from the Sales Manager who is responsible to check with other departments if a product, customer or market might be of strategic importance, therefore justifying increased promo budget.
  4. This promo is for a long-term distributor.

    5. [context to explain the information the Marketing Manager needs to know to make a decision]

    Note: Some distributors that have been working with us for many years may request higher quantities or more promo items. The promo budget based on their order value could be insufficient. In this case, if we have the purpose of facilitating relationships and supplying additional promo items that are effective and make sense, we can consider the promo budget increase.
  5. [other reason for promo budget increase]

    6. [context to explain the information the Marketing Manager needs to know to make a decision]

    Note: Any other reason other than those above that would justify an increase in promo budget.

The larger proportion of promo budget will be spent on [promo item] because [reason].

IMPORTANT:

*Note: The leftover budget CANNOT be pulled from another open promo order, meaning from an order that has not yet been closed.

After selecting the promo items, Promo Specialist will send a task to Administrative Specialist in this format, requesting prices for the items that are to be suggested to Customer if the prices are not available in the Reference tab:

It will take Administrative Specialist 2-3 days to gather all the information from vendors. During this period of time, Promo Specialist can start preparing assets for Design Specialist.

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