vPromotions has a comprehensive group of reports for the accounts payable department to ensure smooth and accurate workflow.
IMPORTANT: Always make sure your winner database has been checked for duplicates before running end of the year reports to ensure that winnings are properly attributed.
Click here for more information on the Winner Database Dupe Detector.
Year End Prize Report
This report lists all winners that have won $600 or more in total prize value within the time frame selected in the report criteria.
To run the Year End Prize Report:
- Go to Reports from the Main Menu in vPromotions. (Access the Main Menu by hovering over your name in the upper right.)
- Choose Year End Prize Report
- Select the Dates for the Report to Include
- Choose the Market(s) or All Markets
- Click Generate Report
The report will be compiled, and you will get an email when the report is ready to access. Click the link and log into vPromotions to see the data. The Social Security Number field will begin decrypting SSNs as soon as you open the report. Please wait until all SSNs are decrypted before using the report.
From the report, it is also possible to print 1099-MISC forms via the buttons at the top of the report.
For more information about winner data security in vPromotions, click here.
For more information about vCreative system security, click here.
Year End Prize Detail Report
The Year End Prize Detail Report lists all winners that have won a total of $600 or more in prizes during the selected calendar year along with the prizes that they won and the value of each prize. It is useful for doublechecking which prizes each winner won to bring them to the taxable threshhold.
To run the Year End Prize Detail Report:
- Go to Reports from the Main Menu in vPromotions. (Access the Main Menu by hovering over your name in the upper right.)
- Choose Year End Prize Detail Report
- Choose the Market(s) or All Markets
- Select the Year for the Report
- Click Generate Report
Year End Cash/Non Cash Report
The Year End Cash/Non Cash Report lists all winners that have won a total of $600 or more in prizes during the selected calendar year, and splits their total winnings into a two categories, Cash and Non-Cash, showing totals for each. The total winnings are also listed.
To run the Year End Cash/Non Cash Report:
- Go to Reports from the Main Menu in vPromotions. (Access the Main Menu by hovering over your name in the upper right.)
- Choose Year End Prize Detail Report
- Choose the Market(s) or All Markets
- Select the Year for the Report
- Click Generate Report
Cash Prize Report
The Cash Prize Report is a valuable tool for Accounts Payable throughout the year. It lists all winners that have won cash from any market selected with the option of entering a specific date range as well.
To run the Cash Prize Report:
- Go to Reports from the Main Menu in vPromotions. (Access the Main Menu by hovering over your name in the upper right.)
- Choose Cash Prize Report
- Select Firms (Markets)
- Click Generate Report and wait for decryption
The report includes the following columns:
- Winner Info - This column lists the winners address phone number, as well as whether they have signed a release form and W-9 using vPromotions electronic document signing feature.
- Banking Info - This column lists the winners routing number and bank account number (if provided) for direct deposit. Banking information can be requested from winners in vPromotions electronic document signing feature.
- Contest Info - This column lists the contest name, prize name, prize value, win date and fullfillment method
- Actions - This column shows a green currency icon for any winners that have signed their release form and W-9, indicating that they can be paid. When Accounts Payable mails the check, clicking the green currency icon marks the prize as "claimed" in the system.
The Cash Prize Report is an excellent daily dashboard for Accounts Payable to track cash winners, and mark them as paid/claimed.
