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Daily Sales Reports
Introduction
IFP/Starfor databases include many options for analysing daily sales data. Themost flexible range of analyses is available when actual/forecast data are stored
in special daily files that contain sales values for each day within each month.
Daily Sales File Numbers
Daily sales files are completely independent of monthly sales files and are
numbered 0 to 99. Recommended numbering for daily sales files for is shown
below:
Month Daily Cum.
Actual
Jan 1 13
Feb 2 14
Mar 3 15
Apr 4 16
May 5 17
Jun 6 18
Jul 7 19
Aug 8 20
Sep 9 21Oct 10 22
Nov 11 23
Dec 12 24
Note that separate files are used for daily and cumulative daily data. This is to
allow for import of actual sales data from host systems, which tends to be
available on a cumulative basis rather than a day-by-day basis.
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Daily sales files are initialised via Actual/budget File Status Maintenance as shown
below. Note that the check box Daily file allows users to select monthly or daily
files.
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Importing Actual Data
Actual daily sales data may be imported in many different ways according to the
available formats from host systems.
Where data are available on a day-by-day basis the target file for the import
process may be the appropriate daily sales file (#1 to #12).
However, where data are only available on cumulative daily basis the target file
for the import process must be the appropriate cumulative daily sales file (#13 to
#24). A special file copying process is then available to convert cumulative data
into daily data (see below).
Any of the available updating options may be used, but the most flexible option
uses Import from external database via Excel, Access or formatted text files.
Example screens for this option are shown below:
Normally, the source file will contain actual sales data for an individual day (either
for the single day itself or cumulative sales to the day concerned for the current
month). Source files may also contain multiple records for target item codes in
the Starfor database. In this case, it is important to select the option Clear
target file first in order to avoid double counting of any previously imported
values for the day concerned.
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It is also import to select Add to existing values so that multiple source file
records for the same target item code are automatically consolidated.
The example shown below uses a formatted text file (CSV format), but any of the
supported formats may be used.
Text File Drivers
When importing formatted text files (CSV files) it is advisable to create a special
text file driver, Schema.ini, that defines the specifications of each column in the
source file. Full details of text file drivers are available from the following link:
http://msdn.microsoft.com/library/default.asp?url=/library/en-us/odbc/htm/odbcjetschema_ini_file.asp
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http://msdn.microsoft.com/library/default.asp?url=/library/en-us/odbc/htm/odbcjetschema_ini_file.asphttp://msdn.microsoft.com/library/default.asp?url=/library/en-us/odbc/htm/odbcjetschema_ini_file.asphttp://msdn.microsoft.com/library/default.asp?url=/library/en-us/odbc/htm/odbcjetschema_ini_file.asphttp://msdn.microsoft.com/library/default.asp?url=/library/en-us/odbc/htm/odbcjetschema_ini_file.asp7/30/2019 Daily Sales Reports
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An example text file driver for a particular source file, DailySales0609.Txt, is
shown below:
[DailySales0609.Txt]
ColNameHeader=TrueFormat=Delimited(;)
Col1=Code Text
Col2=Description Text
Col3=PGS Text
Col4=CGroup Text
Col5=Date Text
Col6=Month Text
Col7=Day Text
Col8=Account Text
Col9=Amount Text
Col10=Units Text
Col11=Ctry-Agent Text
Col12=LOP Text
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Starfor Field Mappings
In this example units and values are included in each record with the day number
being in a separate column. Hence, the Starfor field Month/day is mapped to
the source file column Day. Starfor fields Units and Value are mapped to Units
and Amount.
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Filtering Source File Records
The above source file contains amounts for all of the following booking types:
Account Booking Type01100 Gross Sales
10500 Returns
10400 Mandatory Rebates
10190 Natural Rebate
10195 Natural Rebate
10100 Other Rebates
Each booking type may be stored in separate Starfor files to provide the most
flexible range of analyses. In order to separate booking types for import purposes
special import mapping rules are required. For example, when importing returnsdata the mapping rule below would skip all records that do not have an account
10500. Note that any source file code Skip will not appear on exception reports.
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The above rule would produce the following type of sample of imported data:
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Creating Daily Files from Cumulative Files
Where actual data is only available on a cumulative basis, the corresponding
individual daily sales data file may be created using a special option under
Actual/Budget File copying. To access this option, select the Use daily files and
Cumulative to daily options below.
The above option copies data into the target daily sales file as follows:
Day n sales = Cumulative sales for day n - Cumulative sales for day n-1
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Daily Sales Summary Reports
Many different formats of report are available using daily sales data. The most
flexible option for generating daily sales reports is Crosstabulation Analysis.
One useful format of daily sales report shows sales for the current day, month to
date and for the year to date with variances vs. budget. Part of an example
report is shown below.
File Options
The above report format requires a mixture of daily and monthly sales files.
Hence, it is essential to select the option Use daily files on the screen below.
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When Use daily files is selected, all files are assumed by default to be daily files.
However, monthly sales files may be used by selecting the relevant the Days adj
option. Hence, in the above example files 1 and 4 above are daily files, whereas
files 2, 3 and 5 are monthly files.
Report Definition Files
This example uses a report definition file to define the lines shown. Product lines
and sub-totals are defined as normal using either HQ group codes or local product
group codes.
The first line shows the current trading day and total number of days in the
current month. This is a simple text line containing three special codes; i.e.
CL~ Label for current trading day of current month
CD~ Current day number
TD~ Total number of trading days in current month
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Inclusion Options
Any combination of item inclusion options may be used for daily sales reports.
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Crosstabulation Options
The example report above requires careful definition of each column.
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Note the following special points:
Column 1 = Sales for current day from file 1 (current year daily actuals file).
Column 2 = Current month plan sales
Column 3 = Current month plan sales / Total days for current month (CN)
Column 6 = Cumulative actual sales to current day
Column 7 = Column 3 * Current day number
Column 10 = Cumulative actual sales to previous month (PM)
Column 11 = Cumulative plan sales to previous month (PM)
Column 12 = Column 6 + Column 10
Column 13 = Column 7 + Column 11
Column 16 = Cumulative prior year sales to current day
Column 17 = Cumulative prior year sales to previous month (PM)
Column 18 = Column 16 + Column 17
Column 20 = Plan sales for full year (FY)
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Daily Sales Time Series Analyses
Another useful format of daily sales report shows a day-by-day analysis of actual
sales variances vs. budget and prior year. Part of an example report is shown
below.
File Options
This analysis uses the same set of monthly/daily sales files used in the above
summary analysis example. Note the importance of selecting the current day as
the Last period for this analysis (otherwise redundant lines will appear for days
not yet completed).
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Report Definitions
The above report format uses a special type of report definition. Line 1 simply
contains heading data for the following lines.
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Line 2 defines the product(s) required in terms of the selected classification
variable (HQ group). By using ??? as the HQ group code required this definition
may be used in conjunction with any selected combination of products on item
selection screens.
This line also contains special codes in the description entry as follows:
? Locates the end of any line description (Totals)
Note that day label starts in this position in printed report
DD~ Day number for current month
TD~ Total days in current month
MD~ Cumulative annual day number for current day in current month
AD~ Total number of days in current year
Day labels and numbers of days in each month are maintained via Trading Days
Maintenance.
The advanced options for this line specifies that the line is exploded by day
(Exploded periods line). Note that the line is also marked as hidden since the
totals for the exploded period are not required on the printed report.
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Inclusion Options
Any combination of item inclusion options may be used for daily sales reports.
However, users should not combine the above Exploded period option with
drilldown report options available under the Advanced button below.
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Crosstabulation Options
The example report above requires careful definition of each column. Most of the
option settings required here are similar to those for the above summary report.
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Note that columns 6 and 7 are marked as Cumulative columns. This is to obtain
cumulative daily sales values for the month to date (MTD) actual and plan
columns.
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Other Daily Sales Report Formats
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