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Training Manual - ProStix Reporting
© 2014 Sterland Computing
Contents
3
Table of Contents
ProStix Reporting
4
1 Till Variation ................................................................................................................................... 5
2 Till Statistics ................................................................................................................................... 6
3 Suspended Sales
................................................................................................................................... 7
...................................................................................................................................
8
4 Summary of Orders
By Product
................................................................................................................................... 9
5 Stop Credit Listing
6 Outstanding...................................................................................................................................
Purchase Orders
10
7 Outstanding...................................................................................................................................
Deliveries
11
8 Negative Stocks
................................................................................................................................... 12
9 Negative Stocks
...................................................................................................................................
By Location
13
10 Inventory Valuations
................................................................................................................................... 14
11 Internal Sales
...................................................................................................................................
( Stock Transfers )
15
12 Goods Received
................................................................................................................................... 16
................................................................................................................................... 17
13 Goods In Transit
14 Exceptions Report
................................................................................................................................... 18
15 Daily Price Overrides
................................................................................................................................... 19
16 Branch Sales
...................................................................................................................................
Summary By Date
20
................................................................................................................................... 21
17 Market Analysis
18 Frequently Asked
Questions
...................................................................................................................................
24
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What area of ProStix Reporting does your query relate to?
Please note that ProStix Reporting is covered in more detail in the System
Reference Manual.
Till Variations
Till Statistics
Suspended Sales
Summary of Order by Product
Stop Credit Listing
Outstanding Purchase Orders
Outstanding Deliveries
Negative Stocks
Negative Stock by Location
Inventory Valuations
Internal Sales
Goods Received
Goods in Transit
Exceptions Report
Daily Price Overrides
Branch Sales Summary by Date
Market Analysis
Frequently Asked Questions
© 2014 Sterland Computing
ProStix Reporting
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Till Variation
When
Weekly
How
Menu
'Point Of Sale' - 'Till Reconciliation' - 'Till Variation Report'.
Input
Input the date range, usually a week.
Lowest till number to the highest till number in your branch.
Information Displayed
Date, Till Number, Cash, Cheques, Cards, Variation & Total.
Actions to Take
This report shows any pattern in till variation & helps you identify fraudulent activity.
If more than one user is using the till each day, actions need to be put in place to isolate the
offender(s).
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Till Statistics
When
Weekly
How
Menu
'Point Of Sale' - 'Till Reporting' - 'Till Statistics'.
Input
Date = Yesterdays
Till Number = from your branch lowest to your branch highest
Sales Orders = No
Sales By Type = Yes
Cust By Time = No
Sales By Time = No
Sales By P/Code = No
Information Displayed
Cash Sales – Qty, Value & Average
Account Sales – Qty, Value & Average
Refunds – Qty, Value & Average
Voids
Actions to Take
Used solely for the purpose of tracking cash & account traffic flows to measure changes in
business mixes.
Provides an analysis, over time, of what volume of transactions are required to maintain
budget levels and the intended value of each transaction.
Also used in the calculation of average sales or transaction values.
© 2014 Sterland Computing
ProStix Reporting
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Suspended Sales
When
Daily
How
Menu
'Point Of Sale' - 'Till Reporting' - 'Suspended / Deferred Sales'.
Input
Suspended Sales = Yes
Deferred Sales = Yes
Branch from, Branch to = yours
Leave the rest as default
Information Displayed
Branch Number, Suspended or Deferred, Customer, Invoice Number, Date Created, Date
Due, $ Value, User ID, Reason.
Actions to Take
Cancel if appropriate.
Process sales if required.
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Summary of Orders By Product
When
Daily
How
Menu
'Sales Order Processing' - 'Order Reporting' - 'Orders by Product' - 'Summary of Orders by
Product'.
Input
Change Branch to Yours
Product Number = default
Product Group = default
Date = tomorrow
Information Displayed
Product, Description, Delivery Date, Quantity required for delivery, Qty of product on hand
and qty of product currently on order.
Actions to Take
Used the day prior to the due delivery date to follow up on deliveries to ensure that all
products are in stock and all products are going to be delivered. If unavailability is a
problem then it provides time to either contact the customer or obtain product from
elsewhere to satisfy their orders.
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Stop Credit Listing
When
Weekly
How
Menu
'Accounts Receivable' - 'Reporting' - 'Credit Reports' - 'Stop Credit Limit'.
Input
Change to your branch
Choose sort method: C = Customer account number or N = Customer Name.
Information Displayed
Customer Number, Name & address, Balance Due, Limit, Current, 30, 60, 90, 120 days and
Status
Actions to Take
To review quickly those customers who are on stop credit.
Look to see if you can assist the situation to get the customer off stop.
Talk to customers about their accounts.
Discuss with reps to follow up debtors.
If there are outstanding sales orders for customer, advise the customer they will need to
pay outstanding amount before the goods will be delivered.
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Outstanding Purchase Orders
When
Weekly
How
Menu
'Inventory Management' - 'Purchasing & Receipting' - 'Purchasing Order Reports' - 'Purchase
Orders Outstanding'.
Input
Suppliers = default
Order/Claims = O
To Date = Previous week
Confirmed = A
Print Detail = Yes
New Page = No
Product Groups = default
To branch = yours
Information Displayed
Purchase Order Number, Date Ordered, Date Required, Supplier Product Number,
Description, Qty Ordered, Received to Date, Cost, Branch.
Actions to Take
Shows Product that should have been delivered.
If part delivered and the balance is not arriving, close out P/O.
If product is still required contact supplier to find out when it will be delivered.
Change the date required to the new date.
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Outstanding Deliveries
When
Daily at Close of Business
How
Menu
'Sales Order Processing' - 'Order Reporting' - 'Outstanding Deliveries'.
Input
Choose the date required ie from 01/01/2000 to 'Today'
and choose detail – yes or no.
Yes provides a list of all products to be delivered, no provides a list of just the Order Header
information.
Information Displayed
Order Number, Customer Number, Date Ordered, Delivery Date, Delivery Docket Y/N, Name
& Address and then products ordered if report is run with detail.
Actions to Take
Check off against your in-store run board to ensure all deliveries are accounted for.
To make sure that at the end of the day all deliveries have been released to invoice.
To ensure back orders are handled efficiently.
A good reckoner for the trade staff to refer to during the day.
A communication tool to be used by yard/delivery staff and counter/ sales staff. Call
customers to inform them of rescheduled delivery date.
Change the delivery date of the orders to match the new scheduled date.
N.B.: Any order showing on the report should already have been delivered.
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Negative Stocks
When
Daily
How
Menu
'Inventory Management' - 'Reporting' - 'Stock Valuation Report'.
Input
Leave the defaults in place with the following exceptions:
Print Zero Qty’s = No
Negative Stock Only = Yes
Print Detail = Yes
From branch – To branch = yours
Note – do not change the date as this will not produce any result.
Information Displayed
Product no, Description, UM, Quantity On Hand, Current Cost & Value and a total by
department.
Actions to Take
Analyse the negatives and determine the causes.
Fix incorrect sku’s by reversing the sale and re-processing.
Always reverse a negative by the reversing the process which caused it, i.e. do not merely
stock-adjust everything back to zero.
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Negative Stocks By Location
When
Daily
How
Menu
'Inventory Management' - 'Reporting' - 'Product Listing' - 'Product Branch Listing'.
Input
Leave the defaults in place with the following exceptions...
From branch – to branch = yours
Positive Stock = No
Zero Stock = No
Order By = L
Information Displayed
Product no, Description, Sorted by Location, then 12 columns of other information before
the last column which is the Qty on Hand.
Actions to Take
Analyse the negatives and determine the causes.
Fix incorrect sku’s by reversing the sale and re-processing.
Always reverse a negative by the same process which caused it, i.e. do not merely
stock-adjust everything back to zero.
This report simply displays the information by location which may enable the staff to follow
up actual Q.O.H with greater ease. Also, the start of the report will have all the un-located
stock listed first.
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Inventory Valuations
When
Daily
How
Menu
'Inventory Management' - 'Reporting' - 'Stock Valuation Report'.
Input
Print Zero Qty’s = No
Print Detail = No *** ~ THIS IS VERY IMPORTANT ~ ***
Change branch to yours
Information Displayed
Department Number, Product Group Name, Stock Valuation of Each Group, Total
Stockholding Value.
Actions to Take
Used to ensure current valuation is within budgeted levels.
Also used to ensure each department remains within its own budgeted level.
Compared to the in-store valuation which we calculate daily to ensure all data correlates.
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Internal Sales ( Stock Transfers )
When
Daily
How
Menu
'Sales Analysis' - 'Sales By Customer' - 'Sales By Customer' - 'Sales By Customer'.
Input
Appropriate dates
From Customer = 990001
To Customer = 990099
From branch, to branch = yours
Internal Sales = Yes
Information Displayed
Branch (Customer), Number, Cost, Sell, Profit, G.P.%, Totals.
Actions to Take
A review of the value of transfers to other branches.
Used to assist in the accuracy of Open To Buy data and to monitor goods outwards to other
branches.
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Goods Received
When
Daily
How
Menu
'Inventory Management' - 'Purchasing & Receipting' - 'Purchasing Order Reports' 'Purchasing Analysis'.
Input
Leave all as default, just change the branch to yours
Information Displayed
The value of goods received, outstanding & total.
Future commitments, received, outstanding & total.
Actions to Take
Used in spreadsheets to calculate the value of goods on hand and then compared to ProStix
valuation ('Inventory Management' - 'Reporting' - 'Stock Valuation Report') to ensure that
there are no anomalies in stock calculations, i.e. Calculated book value should be within a
few thousand of the ProStix valuation at all times thereby ensuring that COGS, sales,
margins etc, have been recorded correctly.
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Goods In Transit
When
Weekly
How
Menu
'Inventory Management' - 'Purchasing & Receipting' - 'Stock Receipt Reports' - 'Goods In
Transit'.
Input
Date Last Despatched = today’s or whenever your want to check
Print detail = yes
From branch, to branch = yours
Information Displayed
To Branch (yours), From branch, Invoice Number, Purchase Order Number, Date
Despatched, SKU Number, Description & Cost.
Actions to Take
This report shows products that have been released from another branch but not receipted
into yours. If goods have arrived then receipt into stock. If part delivered and the rest is not
coming close out the balance of the order as complete.
If no goods have arrived contact the supplying branch and ask for Proof of Delivery or take
appropriate action, i.e. receive, cancel or get the goods.
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Exceptions Report
When
Daily
How
Menu
'Sales Order Processing' - 'Order Reporting' - 'Exceptions Report' - 'Exception Report'.
Input
From Date, To Date = yesterday’s date
GP Exceptions = yes.
Product Level = yes
Price Overrides = yes
External Sales = yes
Internal Sales = no
Zero Costs/Sells = yes
From branch to branch = yours
Information Displayed
Invoice No, customer, date, product no,, Description, Cost, Sell, G.P. Range, G.P. %, Why &
Rep. Report shows invoices and Orders separately. (If errors found in the Order section they
can be fixed before invoicing) Report Highlights incorrect Master File or Contract Pricing.
Actions to Take
This report tells you if the sale is a price override or a margin violation or both. Use it to
verify the margin is correct, if the correct product was sold or if the item has incorrect costs
associated with it. This information should be passed on to I.T. for corrective action.
Also use the report to highlight to staff that sales and violations are monitored daily.
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Daily Price Overrides
During a day's trading, staff members who are keying in sales and/or orders and quotes
may need to override prices for a number of reasons. This may be required to meet
competitors pricing or to address data integrity issues within your product pricing file. It is
expected that a branch manager be well aware of any pricing pressures that their staff are
experiencing on a daily basis. The manager should also be aware of those staff members
that have the security to be able to override pricing.
When
Daily
How
Menu
'Sales Order Processing' - 'Order Reporting' - 'Exceptions Report' - 'Daily Price Override
Report'.
Input
From Date, To Date = yesterday’s date
External Sales = yes
Internal Sales = no
Zero Costs/Sells = yes
From branch to branch = yours
Print Sales Rep = yes
Sort By B/O/R = Branch
Information Displayed
Invoice No, customer, date, product no, Description, Cost, Sell, G.P. Range, G.P. %, Why &
Rep.
Report shows invoices and Quotes/Orders separately. (If errors found in the Order section
they can be fixed before invoicing).
Report Highlights incorrect Master File or Contract Pricing.
Actions to Take
This report tells you if a transaction line has had a price override.
Query the staff members who performed the overrides if the reason is not evident.
Use it to verify that you are happy with the users that are performing overrides.
If staff members who should not be able to override prices are listed on this report then this
information should be passed on to I.T. for corrective action.
Also use the report to highlight to staff that sales and violations are monitored daily..
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Branch Sales Summary By Date
When
Daily
How
Menu
'Sales Analysis' - 'Sales Summary Reports' - 'By Date By Branch'.
Input
Appropriate dates
From Branch, to branch = yours
Summary Only = yes
Information Displayed
Date, Total Sales, Internal Sales, External Sales, Account Sales, Account with delivery Sales,
Cash Total, Cash pick up Sales, C.O.D. Sales, G.P.%, C.O.S, Margins.
Actions to Take
Used to evaluate sales to budget progress.
Also used to review daily margins.
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Market Analysis
Overview
ProStix has the ability to maintain a set of Analysis Codes, and to record them against sales
transactions. Several reports have been provided to allow you to analyse the data recorded.
Setup
Market Analysis Codes
From the 'Main Menu' select options - 'System Administration' - 'Configuration' 'Miscellaneous Tables' - 'Market Analysis Codes'.
Prior to using the new Market Analysis feature, the Market Analysis Codes will need to be
setup, the Market Analysis Codes screen allows you to define and maintain them. The code
can be up to 8 characters long and a description may be maintained for each code.
New Code Character
From the 'Main Menu' select options - 'System Administration' - 'Configuration' 'Tailoring Options' - 'Codes (Characters)'.
Once the Analysis Codes have been entered, the option to record a default Analysis group
for POS Cash Sales may be setup using the Code/Character 'PosCashMac'.
If the value is left blank, then when doing a cash sale the user will be prompted with an
additional screen prompting them to select a valid Market Analysis Code.
If the value is populated with a value then that Market Analysis Code will be used as the
default.
System Control File
From the 'Main Menu' select options - 'System Administration' - 'Configuration' 'System Control File' - 'Store Sales Data'.
There is an option for Marketing Analysis in the System Control File to indicate whether or
not to store sales summary information by Marketing Analysis Code. If the Marketing
Analysis option is switched on, then Sales Summary data will be stored by Marketing
Analysis Code and will be used in conjunction with the Report 'Market Analysis Summary'.
If the new option is switched off, then the sales summary information will not be stored by
Marketing Analysis Code and the Market Analysis Report will have no output.
Using the Marketing Analysis Codes
Account Transactions
Once the Marketing Analysis Codes have been defined, users will be forced to select an
Analysis Code whenever the following options are selected:
•
•
•
•
•
Sales Order Processing – New Order
Sales Order Processing – New Quote
Sales Order Processing – New Credit Note
Job Processing – New Job, New Quote
POS – Account Sales
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• POS – Credit Note (for Account Customers Only).
When any of the above options are selected they will be prompted with an additional screen
after <F1> has been pressed/clicked at the New Order/New Quote/New Job/New Credit Note
screen:
Cash Transactions
Marketing Analysis Codes will be recorded for the following POS Transactions:
• POS – Cash Sale
• POS – Cash Refund
• POS – Other Sales
If a value has been entered against the 'PosCashMac' flag then the user will not be
prompted to select an Analysis Code as the value entered against the flag will be used as
default for all Cash Transactions.
If no value has been entered against the 'PosCashMac' flag then the user will be prompted
to select an Analysis Code in the same way as specified for Account Transactions.
Reports
Sales Market Analysis Reports
From the 'Main Menu' select options - 'Sales Analysis' - 'Sales by Customer' - 'Sales
by Customer' - 'Sales - Market Analysis Reports'.
When the report is selected a screen with the following selection options will appear:
Report by [P/G]: If 'P' is entered the report details will report on the Product for each
Analysis code, if 'G' is entered then the report details will report on the Product Group for
each Analysis code.
From/To Invoice Date: Key the invoice date range.
From/To Product/Group: If 'P' was entered in the Report by field, then the user may
enter a Product range to report on, if 'G' was entered in the Report by field, then the user
may enter a Product Group range to report on.
From/To Analysis Code: Key the analysis code range.
Detail by Product/Group: If 'yes' is entered into this field an additional report will be
printed giving the Detail of the Product/Group for each Analysis Code.
Summary By Branch: If 'yes' is entered into this field an additional report will be printed
giving the Summary by Branch for each Analysis Code.
Summary By Analysis: If 'yes' is entered into this field an additional report will be printed
giving the Summary of each Analysis Code.
Sales Market Analysis Report
The report displays the information selected and each Branch appears on a separate page.
Grand totals are provided at the end of the report on a separate page.
Orders – Market Analysis Reports
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From the 'Main Menu' select options - 'Sales Order Processing' - 'Order Reporting' 'Outstanding Orders' - 'Orders - Market Analysis Report'.
A report has been provided that reports on the amount of outstanding orders (including
quotes) by Analysis Code. When the report is selected a screen with similar selection fields
to the sales report will appear.
The report is in the same format as the Sales Market Analysis Report, the only difference
being it will report on Outstanding Orders/Quotes within the system.
Market Analysis Summary Report
From the 'Main Menu' select options - 'Sales Analysis' - 'Sales Summary Reports' 'Market Analysis Summary'.
A report has been provided that reports on the summary of sales by Analysis Code, provided
the option in the System Control File to store sales data by Marketing Analysis is switched
on. The report will be identical to the Sales Market Analysis Report with the exception that it
will run by period and will not have the option to run by product, i.e. it will go down to a
product group level only.
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Frequently Asked Questions
Salesmans' activity report does not include all credit notes relating to the
salesman, see attached.
Credit notes, and invoices, are reported upon by the person who created them.
We would like some information regarding the use of sales rep numbers. We
would like to record sales with rep number and salesman number and I
understand that this is possible in this version. Can you please let us know.
Sales Reps are set up through 'Systems Administration' - 'System Set-up' 'Define Salesperson' and are usually assigned to Debtors as a way of monitoring
sales that are made through POS and SOP. The Sales Analysis option Sales by
Sales Rep lists a variety of reports that will dissect sales that are linked to Sales
Reps.
Where in the system can the percentage of successful quotes be found?
The report to look at is 'Sales Analysis' - 'Sales by Sales Rep.' - 'Quotes By Sales
Rep.'. This report will detail the name of the sales rep, the number of quotes
prepared, the number of quotes accepted, the quotes accepted as a percentage of
those prepared and other $ value information.
© 2014 Sterland Computing
Index
Index
-PPrice Overrides 19
ProStix Reporting 4
-BBranch Sales Summary by Date Report
Branch Transfers 15
-R-
20
Reporting FAQs
-DDaily Price Overrides
-S-
19
Stock Transfers 15
Stop Credit LIsting 9
Summary of Orders by Product
Suspended Sales 7
-EExceptions Report
18
-F-
-T-
FAQs for Reporting 24
Frequently Asked Questions for Reporting
Till Statistics 6
Till Variations 5
Valuing Inventory
17
16
-IInternal Sales 15
Inventory Valuations
14
-MMarket Analysis
24
-V-
-GGoods in Transit
Goods Received
24
21
-NNegative Stocks 12
Negative Stocks by Location
13
-OOustanding Deliveries 11
Outstanding Purchase Orders
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