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Version Maintenance Files

Last Updated: Jul 25, 2013 10:43AM EDT

Weekly Ad Version Maintenance File

 

The ad version maint file contains data that enables the online Weekly Ad module to support ad versions in up to fifty unique ad zones per retail website per week. Ad version records reference the original "base" ad item records that are entered first into the weekly ad item database for ad zone one. There should be one file per retail website per week. The file should be sorted by: Ad Number, Page, and Original Ad Item. This allows grouping the will improve the accuracy of the ad versioning, simplify versioning entry via the online Ad Builder and minimize errors.
 

The ad version records are used to modify the original base ad items by ad zone, including the following types of ad version data:
 

RC - retail change (change the price or other item fields of the original ad item)
IC - item change (substitute an ad item)
OFF - turn off a base ad item
New - add a new item to a page (does not reference an original ad item)


If an ad item is not "versioned" - meaning that it is the same for all ad zones, there is no need for an ad version maint record; these records are only needed on an exception basis.
 

Note: there can be only one ad version record for each original ad item and ad zone in the ad version main file. For example, assume there is an original ad item of Pepsi cans, 6 pack at $1.99. The following version records are allowed:
 

- RC - for ad zones 3, 5 and 8, with a price of $2.29
- IC - for ad zones 7 and 12, replace with Coke 12 pack at $3.99
- OFF - for ad zone 2
- NEW - for ad zone 9, Polaris Spring Water, 12 bottles for $2.99


Note that there cannot also be the following for the same original ad item:

- RC - for ad zones 3, 4, 5 - purchase limit of 3

 

This is not allowed because there is already another ad version record for the same original ad item in the same ad zone (zone 3). Instead, this would need to be setup as:
 

- RC - for ad zones 3 and 5, with a purchase limit of 3 and a price of $2.29
- RC - for ad zone 8, with a price of $2.29 (no limit change)
- RC - for ad zones 4 - purchase limit of 3
- IC - for ad zones 7 and 12, replace with Coke 12 pack at $3.99

- OFF - for ad zone 2
- NEW - for ad zone 9, Polaris Spring Water, 12 bottles for $2.99

 

Another common mistake - having the following:
 

- RC - for Cheerios cereal, all ad zones, change in retail to $2.99
- RC - for Cheerios cereal, ad zone 3, change in retail to $2.79


This causes duplicate records because the first version entry creates a version record for all ad zones, and the second version entry adds a second version record for ad zone 3. Instead, it should be entered as:
 

- RC - for Cheerios cereal, ad Zones 1, 2, 4, 5, 6, 7, 8, 9, 10, 11 and 12; change in retail to $2.99
- RC - for Cheerios cereal, ad zone 3, change in retail to $2.79

 

Optional fields are noted by an asterisk. The file data sequence is ordered by Site, AdNumber, Page, and Original Ad Item. . The file can be either an ASCII text file, tab delimited or an Excel spreadsheet. If done as a spreadsheet, all cells should be defined as “text” so that auto formatting does not occur.


Make sure that the Original Ad Item clearly identifies which product the version entry applies to. This can cause problems if there are two similar items on an ad page, such as Coke cans in 12 pack and 6 pack.

 

The Ad Version Maint file data elements:


An example follows:


 

The Version Maintenance File should be saved using the following format:

[Site]_AdVersionMaint_[date in format 'YYMMDD'].txt   (or .xls for Excel files)

Example: WS_AdVersionMaint_110714.txt

 

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