Astro Offers | Fulfillment Report Upload

Astro Offers | Fulfillment Report Upload

Please contact support@astroloyalty.com to enabled this feature for your account. 

Astro will  allow you to upload redemption reports for Astro Offers. We want everyone to be able to participate in our amazing promotions and we have made it easier than ever to save you from having to log on and enter transactions one by one. We have a few rules to follow along with step by step instructions below:

1. All offer uploads must be uploaded into Astro no later than 15 days after an offer ends. Credits are not guaranteed if the deadline has passed.

2. The exact format on the excel must be followed and all required values must be input or the line items that are non compliant (either missing values or inaccurate information) will not upload and you will not receive credit for that transaction.

3. Your offers may vary as to availability. We understand you get our monthly flyers and newsletters that may have more offers than are visible. At times, Manufacturers impose max caps on a promotion. Given that POS report uploads occur after the fact, these Offers may not be available for uploads. Good news is, most offers do not have limits! Consumer limits will apply ex/ 2 per customer. The upload will automatically reject any transactions that exceed the consumer limits.

How to Upload:

Version 1 - Upload File Per Offer:

1. Make sure you are Enroll in the Offer first. For How to Enroll in an Offer please read:  How to Enroll in Offers | Astro Offers
*Be sure to read the Terms & Conditions of the Offers as this will indicate the  individual customer limits. Any overage redemptions will not be credited.

2. Go to Offers tab and select Offer Redemption Upload. 

3. Select Template Download to get the formatted excel file that you will need to use for all Offer submission uploads. 


4. The excel template should look like this.


 Make sure to at least fill in the Required Fields:
  1. Customer ID- POS Customer ID number
  2. Customer First & Last Name The first and last name fields need to have actual names to be able to be submitted.
  3. Transaction ID- The POS Transaction ID Number
  4. Transaction Date- The date the transaction occurred
  5. Product Description- The item description
  6. Quantity Free/ Rebate Amount-  Only enter a number in this field. (No $ signs or decimals)
    1. Example: If it was a Rebate Offer such as: $5 off, then just enter in the number 5.
    2. If it was a Free Good Offer and the customer received 1 free good, then enter in 1.
  7. UPC- Make sure the UPC field is set to Text (Not General) format "11111111111"


5. Once you have filled out the form, you can Upload the information by selected " Upload New Redemption File".  One you submit your report, Astro will batch your report your process for credits.
Ultimately, the brand will decided whether a credit will be issued.

Each Offer needs to be on its own file, do not combine Offers within the same template file when uploading. 

You have 15 days after the Offer expires to upload your reports.  Please note that this must be done through Astro. DO NOT submit this to directly to your distributor. They will not be processed that way. 



Version 2 - Upload File for Multiple Offers:

If you would like to upload one file for mulitple Offers, please reach out to support@astroloyalty.com to request this version. 

1. Make sure you are Enroll in the Offer first. For How to Enroll in an Offer please read:  How to Enroll in Offers | Astro Offers
*Be sure to read the Terms & Conditions of the Offers as this will indicate the  individual customer limits. Any overage redemptions will not be credited.

2. Go to Offers tab and select Offer Redemption Upload. 

3. Select Template Download to get the formatted excel file that you will need to use for all Offer submission uploads. 


4. The excel template should look like this.


 Make sure to at least fill in the Required Fields:
  1. Astro Program ID: You can locate this number by going to Offers > Offer Redemptions Upload > selecting Upload New Redemption File. The ID number will be under the Offer title.

  2. Customer ID- POS Customer ID number
  3. Customer First & Last Name The first and last name fields need to have actual names to be able to be submitted.
  4. Transaction ID- The POS Transaction ID Number
  5. Transaction Date- The date the transaction occurred
  6. Product Description- The item description
  7. Quantity Free/ Rebate Amount-  Only enter a number in this field. (No $ signs or decimals)
    1. Example: If it was a Rebate Offer such as: $5 off, then just enter in the number 5.
    2. If it was a Free Good Offer and the customer received 1 free good, then enter in 1.
  8. UPC- Make sure the UPC field is set to Text (Not General) format "11111111111"


5. Once you have filled out the form, you can Upload the information by selected " Upload New Redemption File".  One you submit your report, Astro will batch your report your distributor to process for credits.
Ultimately, the brand will decided whether a credit will be issued.
You have 15 days after the Offer expires to upload your reports.  Please note that this must be done through Astro. DO NOT submit this to directly to your distributor. They will not be processed that way. 


6. At the bottom of the page, select Upload File for Offers. 


7. Review the Terms & Conditions, select your file to upload, and click Upload File to submit your report.





Upload Errors:

When uploading your report, you may see some errors in Red before committing your report. Some common errors you may see:
  1. Ineligible or Unknown Item - The UPC listed does not match what is listed in the Offer or The UPC submitted was not included in the Offer. 
    (If the UPC is correct, check to make sure there are no spaces in the UPC field, this can also trigger the error.)
  2. Invalid Redemption Date - Date is not within the allotted time specified for that Offer. 
  3. Maximum Elibigitly Reached - This means that the customer the maximum amount of redemptions per customer for that program. 
  4. A Required Field is Blank - A required field was not filled out on your report. Make sure all Required fields have the specified information. 



If you choose to commit a file that has errors listed, those redemptions will not be commit to Astro for credit. We suggest to cancel the redemptions, fix any errors you can, and then reupload before committing to Astro. 

Dashboard Batch Statues:

When looking at your Offer Uploads Dashboard, you will see several Batch statues. 
  1. Processed: This means that you have submitted your upload and Astro is reviewing OR that Astro has committed your upload and the redemption information has been submitted to your distributors.
  2. Declined: A report can be declined by Astro, typically due to errors on your upload submission. 
  3. Not Committed: You have chosen not to submit that particular upload report. 
  4. Archived: You have marked that submission as Archived. 

Tips:

For the UPC and Product Description, you can export a product list for each Offer under Products on the Offer description page. This can be accessed from the Enrolled and Available Astro Offer sections.



Related Information:



Still need assistance? Reach out to our Support Team at support@astroloyalty.com



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