YOUR ACTION REQUIRED - PDB Journal Entries FY18

It has come to our notice that several of the distributor teams appear to be misunderstanding the correct use of the Site Journal Entries in PDB:
- FY18 Activated
- FY18 Renewed

These journal entries are intended to show whether a site is a NEW site (Activated), OR the site is an existing site, which is renewing its ATC/AAP status. What we are seeing is that in many cases teams are either using FY18 Activated instead of FY18 Renewed, or adding BOTH journal entries, and using the “Activated” Journal entry to record the licenses allocated to the site or some other information.

What should be happening is that only 1 journal entry should be used, i.e. for an existing site ONLY use the journal entry “FY18 Renewed” and you can add in the information about the licenses etc. into the notes for that “FY18 Renewed” journal entry.

Summary rule

“FY18 Activated” should be used as follows:

Brand new site added to PDB
- During FY18
- Prior to FY18 but where the site is enrolled for the remainder of the prior year AND for the duration of FY18
Site existed as a VAR or other non-training partner type, and becomes ATC/AAP for FY18

“FY18 Activated” should NOT be used in the following circumstances – use “FY18 Renewed” instead.

"FY18 Renewed" should be used as follows:

- Simple renewal

- If an existing ATC/AAP site has moved from one ORG to another, and remains an ATC/AAP

Action
Please review your sites ASAP in PDB and make sure the journal entries are correct.

NOTE:

Please also ensure your ORG journal entries are up to date with ONE of the appropriate journal entries
- FY18 Renewed and Payment received (Existing ORG)
- FY18 Activated and payment received (New ORG)
- FY18 Terminated (Non-renewal)