1. Unifyr Admin Academy
  2. Partner Management
  3. Partner Marketing Development Funds (MDF)
  4. Transactions

Manage Transactions

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Overview

If you are working with MDF to support your partners, you can manage approvals and claims for reimbursement of expenses through Transactions.

Each Transaction will progress through a workflow that starts with a Pre-approval or a Claim and ends with either approval or rejection.

Before You Begin

This is only present if Pre-approvals and Claims are an option for your account.

Ensure that users that will be managing transactions in Unifyr One Admin have the correct permission assigned - Partner Management > MDF Orders and Transactions. For information about assigning permissions, see Managing Permissions for User Roles in Unifyr One Admin

Contents

Click on the + to expand the instructions for the desired task.

Configure your View of the Transactions list

You can configure the Transactions page in Partner Management > MDF > Transactions, to make sure it's showing what you need to see.

  1. In the page, click the Column Configuration button.

  2. Drag and drop fields to and from Available Columns and Selected Columns as required.

    Available Columns  includes columns representing standard and custom MDF fields.

  3. Click Save. The view shows the columns you selected.

    To reorder the columns, go back into the Column Configuration window and drag and drop the columns vertically in Selected Columns.

admin_transactions_column_config.png

Create a Pre-approval

A pre-approval is getting supplier signoff for reimbursement before a partner engages in an activity. The supplier approves the Pre-approval for use of MDF. The partner then has the "ok" from the supplier to engage in the activity with the knowledge that expenses will be paid by the supplier via MDF.

In some instances, the supplier will ask for the pre-approval for the partner. They can do this in Unifyr One Admin.

To create a Pre-approval on behalf of a partner:

  1. Navigate to Partner Management > MDF > Transactions.

  2. Click Create Transaction.

    admin_mdf_create_transaction_supplier.png

  3. In Create Transaction, choose Pre-Approval as the Transaction Type.

  4. Provide the following information:

    Parameter  Type  Description 
    Partner Drop-down List Select the partner making this pre-approval.
    Name Text Provide a user-friendly and descriptive name to distinguish this claim from others.
    Amount  Number

    Specify the value of this pre-approval request.

    Don't enter currency or pts (for points) - this is implied according to the MDF model that s implemented in your account.
    Notes Text Provide any useful information about the pre-approval. This will help administrators understand the reason for the request.
    Custom Fields   [If applicable] Enter in the information for any custom MDF data fields included in this form.

    admin_mdf_create_transaction_pre-approval.png

  5. Click Save.

  6. [Optional] If you want to get the pre-approval underway now, open it from the Transactions list then click Submit for Review. Enter a note in the Claim Response popup then click Apply.

    admin_mdf_create_transaction_pre-approval_submit.png

    The pre-approval is now ready to be updated, approved, or rejected. Additional options to request information, add attachments, or comment are available. For more information, see the Progress a Pre-approval or Claim section of this article.

Create a Claim

After partners pay for marketing activities, they can request reimbursement from the supplier using the Claim process.

In some instances, the supplier will make the claim for the partner. They can do this in Unifyr One Admin.

To create a claim on behalf of a partner:

  1. Navigate to Partner Management > MDF > Transactions.

  2. Click Create Transaction.

    admin_mdf_create_transaction_supplier.png

  3. In Create Transaction, choose Claim as the Transaction Type.

  4. Provide the following information:

    Parameter  Type  Description 
    Partner Dropdown List Select the partner making this claim.
    Name Text Provide a user-friendly and descriptive name to distinguish this claim from others.
    Amount Number

    Specify the value of this claim.

    Don't enter currency or pts (for points) - this is implied according to the MDF model that s implemented in your account.
    Notes Text Provide any useful information about the claim. This will help administrators understand the reason the funds were requested.
    Custom Fields   [If applicable] Enter in the information for any custom MDF data fields included in this form.
  5. Click Save.

  6. [Optional] If you want to get the claim underway now, open it from the Transactions list then click Submit for Partner to submit on the behalf of the partner. Enter a note in the Claim Response popup then click Apply.

    admin_mdf_create_transaction_claim_submit.png

    The claim is ready to be approved or rejected. Additional options to request information, add attachments, or comment are available. For more information, see the Progress a Pre-approval or Claim section of this article.

Update the Details of a Pre-approval or Claim

Suppliers can make updates to transactions in Unifyr One Admin, under certain conditions. This means you can help your partners if they’ve submitted information in error.

You can edit this information:

  • Pre-approval/Claim Information, i.e. partner, transaction name, amount, notes, custom data provided via the Pre-Approval/Claim form

  • Pre-approval/Claim Status, i.e. status, pre-approved amount, approved amount, response

    Note

    Suppliers can’t edit transaction status information if they’ve got Fund Types enabled.

Notes about editing transactions:

  • These values can’t be changed:
    • Transaction Type
    • Source
  • Can I change the partner information as a supplier?
    • If the transaction was submitted by a partner in the portal - no
    • If the transaction was submitted by the supplier in Unifyr One Admin - yes

To edit a transaction in Unifyr One Admin:

  1. Navigate to Partner Management > MDF > Transactions.
  2. Find the pre-approval or claim you want to update, and click on it to open its detail view.

  3. Click the Edit button icon_edit_blue.png in the Information or Status section, as required.

    admin_mdf_transaction_edit.png

  4. Make the required changes.
  5. Click Save.

Progress a Pre-approval or Claim

In Unifyr One Admin, you can take steps to move a pre-approval or claim through the update/approval workflow. The available actions depend on your configured workflow and the current status of a transaction. For more information, see the Transaction Status section of this article.

  1. Ensure your Supplier Notifications are set to receive emails when a partner submits or resubmits MDF pre-approvals or claims. For more information, see Receiving Notifications about MDF Transactions.
  2. Navigate to Partner Management > MDF > Transactions.
  3. Find the pre-approval or claim you want to update, and click on it to open it for edit.
  4. Click the relevant action button - what is available depends on the current status of the transaction:
    • Pre-Approve Request (pre-approvals only) - Confirm receipt of the pre-approval request, and optionally confirm the pre-approved amount.
    • Request Info - Request additional information from the partner.
    • Submit for Partner - Submit the transaction on behalf of the partner.
    • Approve - Approve the transaction. 
    • Deny - Reject the transaction.

You can include an optional comment with each action.

Add a Comment to a Pre-approval or Claim

You have the option to add comments to transactions in Unifyr One Admin. Comments help the partner understand your request.

There are two ways to add a comment:

  • At any time - click the Add Comment button in the transaction:

    admin_mdf_transaction_add_comment.png

    Add the comment, then click Apply.

  • When you update the status of a transaction

    For example, when using Request Info to ask the partner to provide more information about a preapproval:

    admin_mdf_transaction_action_comment.png

Each transaction maintains a list of supplier and partner comments in its timeline:

admin_mdf_transaction_timeline.png

Add Attachments to a Pre-approval or Claim

  1. Navigate to Partner Management > MDF > Transactions.
  2. Find the pre-approval or claim you want to update, and click on it to open its detail view.

  3. Click Add Attachment.

    admin_mdf_transaction_add_attachment.png

  4. Provide this information, as required.

    Parameter  Type  Description 
    Select File File Find and choose the file to attach to the transaction.
    Type Dropdown List

    Confirm the type of information you’re attaching.

    You configure your own list of attachment information types in the Attachment Types tab of cog > Settings > Forms & Fields > MDF > MDF Settings. For more information, see Managing MDF Settings.
    Amount Number [Optional] Specify the value of the attached document according to the currency-based MDF model or the points-based MDF model your account is set up for.
    Description Text

    More information about the attachment.

    Maximum length: 500 characters.
  5. Click Apply.

Each transaction maintains a list of its attachments:

admin_mdf_transaction_attachments.png

Transaction Status

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

Note that these are the default status names - you have the opportunity to rename them to suit your internal business processes. For more information, see Customizing MDF Transaction Statuses.

Status Description Available Actions for Supplier
Draft (portal only) The transaction has been created but not submitted to the supplier. n/a
In Review The partner request is new, or a partner has responded to a request for more information from the supplier. It is an action item for the supplier to review this record (pre-approvals only).

Request Info

Pre-Approve Request

Deny
Waiting for Info from Partner The supplier has used the Request Info button and is in a holding pattern until the partner replies with more information. Submit for Review
Pending Proof Supplier has requested proof of performance or receipts etc. from the partner for their event (pre-approval only). Submit for Partner
Submitted The partner has submitted their proof of performance or receipts for a pre-approved transaction, or provided more information.

Request Info

Approve

Deny
Approved The supplier has reviewed the transaction and any proof of performance/receipts for an event, and authorized the transaction for payment. No actions, but supplier can edit the transaction.
Denied The transaction was declined by the supplier. No actions, but supplier can edit the transaction. 
Cancelled The partner created a transaction but chose to not proceed. No actions, but supplier can edit the transaction.

Export a List of Transactions

You can export a list of MDF transactions to use in other systems. The data in the report includes the Zift Partner Id, Partner Name, Submitter Email, Name, Source, Type, Fund, Notes, Status, Status Date, Amount, Pre-Approved Amount, Approved Amount, Claim Response, and values for any custom MDF fields included in the Create form.

  1. Navigate to Partner Management > MDF > Transactions.

  2. Click Export.

    admin_mdf_transactions_export.png

  3. Unifyr One downloads a list of transactions in CSV format to your downloads area.

 Training

Learn more with our training courses:

You will be prompted to log into your CustomerONE account to access the links.

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