The Tradeparency depletion allowance export, explained

If your brand manages deals in Tradeparency, the DA export is the list you reconcile every distributor invoice against. Here is what each column means, how the pack notation reads, and how to key a month faster.

This guide is written from the DA export files we have worked with. Column names and behavior can differ by account setup or change over time, so treat it as a field guide, not official documentation. For anything about your account, your Tradeparency administrator or Tradeparency's own support is the authority.

What the DA export is for

The DA export is a CSV file listing the deal lines for one distributor: every product, pack and deal combination on which you expect to be billed a depletion allowance. When the distributor's invoice arrives, your job is to put a case count on each of those lines so the calculated total can be compared with the bill. The reconciliation guide covers the whole process; this page is about the export itself.

The columns

Reading the pack notation

The pack reads as container size, then units per case, then units per shelf pack:

• 355 ML/24-1: 24 loose 355 ml cans per case.
• 355 ML/24-4: 24 cans per case, sold as six 4-packs.
• 355 ML/24-8: 24 cans per case as three 8-can packs, typical of variety packs.
• 355 ML/24-12: 24 cans per case as two 12-packs.
• 750 ML/6-1: six 750 ml bottles per case.

The last number is what separates a loose-can deal from a 4-pack deal at the same price. Distributor invoices usually write the same thing differently, as "6/4 pack", "3/8", or "24 loose", and sometimes leave it out. Mixing the two is one of the most common DA invoice errors.

Line order

Keep the export in its original order. That is the order you will see the deal lines on screen while keying, so a worksheet in the same order lets you read straight down instead of searching. In our experience a given distributor's lines come out in a stable order from month to month, with quantities being what changes, which is why a saved mapping from last month is so useful. Every distributor has its own order, so never reuse one distributor's worksheet for another.

Tips for keying a month faster

1. Download a fresh export each month for the distributor you are working on, so new deals are included.
2. Hide lines with a $0 DA in your worksheet. There is nothing to enter on them.
3. Build your invoice totals first (product, price, DA, sum of cases), then key. Do not key from raw invoice rows.
4. Match on price and DA, then flavor, then pack. Price and DA alone rarely identify a single line; many lines share them.
5. Handle variety packs last, adding every variety product at that brand, price and DA into the one variety pack line.
6. Mark each invoice total as used the moment it is keyed, so nothing is counted twice.
7. Compare totals before you approve and list whatever did not land on a line.

Using the export with Depletion Reconciler

Depletion Reconciler works with Tradeparency: drop the DA export and the distributor's invoice into the page and it returns every export line, in the export's order, with the case total filled in, ready to key. It reads the pack notation above, lumps variety packs, handles small rate differences, and shows a totals check before you start typing. Your data stays in your browser. Read more about how it works, or see the glossary for any unfamiliar term.

Tradeparency is a trademark of its owner. Depletion Reconciler is an independent tool and is not affiliated with or endorsed by Tradeparency or Andavi Solutions.