OVERVIEW

Sales Analysis Reports from processed invoices can be run any time. Up to nine years (two if running a weekly system) of data can be stored. Your reports can be set to analyse by "Deliver to" (e.g. Head Office) or by individual customers.

Invoices (including archives) can be "re-updated" to the Sales file to reflect changing analysis requirements - e.g. analyse Stock Category 3, or add / change Area codes and run historical analysis. The process can be scheduled to run overnight.

Each report has a specific layout but the default column headings can be overridden if required.

Moving Annual Total (Last 12 Mths)		Year to Date	$ + Cents	Export
8SMP02C1	GP Based Targets	8SMP02Y1		8SMP02G1
8SMP02C2	GP and Targets	8SMP0Y2	8SMP02D3
8SMP02C3	12 Months Sales			8SMP02G3
8SMP02C4	GP Comparisons	8SMP02Y4	8SMP02D4
8SMP02C5	GP with Costs	8SMP02Y5
8SMP02C6	12 Months GP
8SMP02C7	Total, $GP, Contributions			8SMP02G7
8SMP02D2	Product - Avg Sell Price

See also Invoice Register 8INP01S1 which uses Sales data. The data collected for salesMan records has been changed (see 8SML09W2) - "Qty" now refers to the number of invoices / documents processed per salesman and not items as in other sales reports. Run SML04 to delete M, and re-run SML40 to regenerate M.

TABLES

The subjects available for sales analysis combinations are:

Customer Related		Item Related		Transaction Related		Creditor
A	Area	I	Stock Item	B	Branch	E	Currency
C	Customer	M	Salesman	D	Discount Reason	N	Country
G	Region	P	Product Category	R	Credit Reason	O	CR Status
T	Customer Type	2-3	Category 2-3			U	Supplier
X	Account Type	S	Sales Code			V	Creditor Type
		U	Supplier

Up to twenty Data Sets can be created. The system is very flexible and comprehensive so there is no need to produce masses of reports that will never be read - be selective. This will also save disk space and backup time. Combinations of up to eight of the above subjects can be used, making more than 100,000 possible combinations available e.g.

• A = Area
• ASC = Area x Salesman x Customer
• BSC = Branch x Salesman x Customer
• CIA = Customer x Stock Item x Area
• BAMP = Branch x Area x Salesman x Product Category

Note that, while there are two "Supplier" selectors, you can only use one (not both). The product related one analyses products sold by the Main supplier whereas the Creditor's supplier records what you bought from each supplier.

RUN REPORTS

Select your report parameters and Arrow down to the next field. Enter when all your settings are complete. This is slightly different from the other modules and enables you to arrow back up to change any selections before running the report. F6 to make any changes or F9 to run.

• Data Set: F3 to pluck from your available Sales Table.
• Format: F3 to pluck the program and layout - this can be set to default to the most frequently used with the selected Data Set.

  

• Start Date - To: enter the date range for this report. The current Month will default, but any period may be selected.
• Compare to: only applicable to some reports. This field could be the previous month or the last quarter depending on the "Start Date" range e.g if the start date range is 3 mths, key in the end date of another 3 mth period to compare to.
• Report Date: defaults to computer's date - can be changed.
• Report to: override your current settings to a printer (e.g. LPT1) or a print file name and
• Model: to print to a specific printer.
• Landscape/Portrait: print.
• eXport: to eliminate headings and page breaks etc. for importing into another application.
• Add/Replace: add to a named file, or over-write.
• Compress: the print.
• Lines / Page: accept default or e.g. print 55 lines to a page.
• Spacing: 1 for single line spacing.
• Value Line: or None
• Print: GP, GP Rate, Cost, Qty, Sales (default) (8SMP02C3)
• Quantity Line: only some reports or None
• R-l: reverses the order of 12 month reports - reads earliest to most current.
• No. of Years: 1
• Print if current Period, current Year, else any non-0 value
• Select Analysis Levels: Include Customers to level: and / or Products to level: This enables "lower" level records to be omitted. Hierarchical settings on the master records control whether a record is to be included / excluded from sales reports. This is only applicable if the selected Data Set contains Item and / or Customer.
  Analysis Depth: an alternative method. If numeric values between 1 and 7 are used, sales will be analysed only for sets where the record's code appears to that depth - e.g. a product's level is set to 3:

  DO analyse for set "ACI" but
  DON'T analyse for set "BACI"

• Select: Top / Bottom: (else print all): e.g. report on the Top 10 products / customers etc. (depending on the selected data set).
• How many: e.g. 10
• Based on: $GP, GP Rate (%), Qty, or Sales value
• Using: Period or MAT (YTD)
• No Details: (Summary, suppressing detail lines) - omits the lowest level e.g. Area x Cust x Product would produce just Area x Customer

Enter to next screen for Ranges: defaults can be set to frequently used ranges.

• Product report codes: up to 4 of these, all others excluded.
• Customer report codes: a/a.
• In the final selection, leave blank to include All "subjects" or specify e.g.

1. Area "CH to CHz" = Christchurch sales only.
2. Customer = all Customers
3. Item "PP to PP2z" = range only.

BUDGETS

A Sales Budget Spread Record can be created e.g. "A" for Annual. Your system may have as many spread records as necessary to accommodate your needs, and any seasonal factors.

Enter through file name and F5 to add. F3 to select a Data Set.
Ignore or Replace an existing Budget for this data set.
Enter to add the records - all records (debtors, salesmen, products etc.) which have been active within the last 12 months will be included.
Esc to enter Budgets. Select the Year (generally you would only be loading Budgets for Next Year, but you can load new budgets for This Year and even Last Year - see Apply Budgets if loading Budgets retrospectively).
Key in a Data set. Codes 1 - 4 relate to the selected Data set

e.g. if "ACI" = Area x Cust x Product is selected

Code 1 = Area - e.g. CH
Code 2 = Customer e.g. COGITO
Code 3 =Product e.g. APPLE

This feature can also be used to load new data (new products, salesmen etc.)

Annual Budgets can be made against Sales, Gross Profit and / or Quantity.
Enter for the spread to take effect, and either Enter to accept or F6 to make further changes.

F3 to pluck a record. OR select a record - F5 to Add
F8 to Copy Last Record on screen or Enter to Ignore
F6 to enable changes Enter the Spread Code e.g. "A" for Annual. If this field is left blank, the spread will default to the table loaded in Sales Analysis Controls, and if this is not available, an even spread (8.334 / month) will default.

Options:

Enter to make changes to an existing Budget record.
F5 to Add
F6 to Re-spread a set
F7 to Clear a set
sF7 to Delete a set
F9 to Print or Esc to exit.

If Annual Budget figures are present they will automatically be spread. Use them as a tool to aid calculations - you can change the Annual Budgets and Enter to view the effect of new amounts as often as required. You may also manually change any of the fields, and delete or omit the Annual Budget so that the automatic spread will not recalculate your figures.
F7 and F2 to delete records you won't be putting budgets against.

APPLY BUDGETS

Only run this when you have entered or changed the Budgets retrospectively i.e. it is July and you have put in Budgets for March onwards, OR you want to re-run last years sales reports with Budgets you have since added, OR you have added a Budget for a new product, salesman etc. It is not required if you are setting up Budgets for next year.

If you have set Budgets for the current period and have not yet done the Sales Roll, you can add Budgets without running this program and the Roll will apply them. The Sales Roll loads the new month's budgets into the current period. Reports for that month can then be re-run whenever necessary and the budget still applies.

Accept defaults and Enter.

The program needs to know which month of the financial year is "current"

The Sales Budget file holds budgets for 3 periods - Last Year, This Year and Next Year. The End of Year Roll deletes "Last Year" and moves the other 2 back, leaving a clear "Next Year".

BUILD SALES FILE

A Sales File can be created from current and history invoice files. Alternatively, the sales file can be deleted or partially cleared and recreated.

SALES RECORD MAINTENANCE

1. Build new set.
2. Clear, Add, Move (un-roll) periods.
3. Delete sets.
4. Generate Wastage totals.
5. RESERVED
6. Delete records from sets.

Build a new set e.g.

M2 (Salesman by Category 2) from MI (Salesman by Item) set
It is possible to build this set since each Item has only 1 Category 2 field. It would not be possible to derive e.g. C2 (Customer by Category 2) from MI as different salesman would have sold the same item to a variety of customers. Each record in MI carries Category 2 - the new set (M2) doesn't need to contain key types from the original set, as long as its types can be obtained from the data fields of the "from" set.

There is also an option to create a "report file" and optionally merge it onto the Sales file (for speed). This "new" set can be added to the Sales file if it is to become permanent, OR printed as a "one-off" report OR the option to reprint can be stored for repeat reports.

Option to clear or delete "from" set. Sub-option to select record type; e.g. clear budgets

Create "new" sets with ranges AND / OR code changes e.g.

create AI from ACI
create AI from ACI but only for products G to Gz
create MC from ACM in salesman range MJS to MJS changing Salesman code MJS to MS

This e.g. clear period 3 (as per Sales Periods on controls)

Then use 8SML40 and Update Sales file but not Invoice file, then only the Run numbers required (as recorded on Sales Periods on controls).

Can also be used to generate a Sales Set. e.g.

17. SA CONTROLS

CONTROLS

• Current period ends: Set current end of month date initially.
• Periods so far this year: Set current financial period initially - sets periods to add to Year to Date reports.
• Periods per Year: 12 for annual OR 52/3 if running Weekly.
• Periods this month: 1 for Monthly. 4/5 for Weekly.
• Analyse: sales made to Branches (default doesn't)
• Prefer YTD (else Moving annual totals):

• Using Budgets: else not
• Budget spread ratios: fill in grid.
• Financial year starts in calendar month: Set only once when setting up, e.g. 4 / April

18. SA SELECTIONS

CONTROLS

• Code: e.g. sUpplier
• Full name: prints on report.
• Default Form for this set: set this to the report program most frequently run for this Data Set. N.B. Only defaults to this form if F3 is used to pluck the Data Set, not if keyed in.
• Report only: if this Data Set is NOT required on a permanent basis, but can be generated any time from a larger Data Set.
  E.g. a Sub Set "Customer" report may be built from any Data Set which includes "C".
  Whatever the Data Set contains, Sub Sets can be built from it (e.g. from "ACI" the following reports could be produced: "C". "I", "A", "CA", "CI", "AC", "AI", "IC" or "IA", "ICA" and "CIA").
  The SMM files are big - generating ad hoc reports (Sub Sets) from "permanent" reports (Data Sets) cuts down on the number of "permanent" reports required, up to 20 allowed.
  Create a "report" file (SMR) and optionally merge onto SMM (for speed) i.e. create a new "sub-set" on a new file (SMR) with same definition as SMM. This "new" set could be added to SMM if it is to become permanent, or just printed as a "one-off" report OR stored as a repeatable extract on SYM as "SASUxxxx" (to display after the SAST records)
• or eXternal: The system analyses debtors invoices EXCEPT when this Report only /External field is filled. If this tag is attached to a record for Suppliers, data is gathered from the CRP (Creditors Transactions) for analysis. This records the actual not Main Supplier (as other sales reports do). Run 8SML41 (check no previous "U" record or clear with 8SML40) on CRP and CRP01 to initialise.
• Generated from set: e.g. ACI for a "Customer" report. This would also enables Sub Sets by "Area", "Customer Type" and "Account Type" as these are permanently attached to the Customer code (whereas salesman may vary).
  N.B. If, for example, a customer's "Account Type" is changed, the Data Set will accumulate this new value; a Sub Set will report as if this change had always been the case, which is probably what is required anyway.
  See subjects available for sales analysis combinations.
• Analyse Customer from Customer (default), Deliver-to, Charge-to

  salesman from Invoice (default), Cust, Deliv-to, Chg-to, Detail line,
  area/region from Invoice (default), Cust, Deliv-to, Chg-to

  Where there is e.g. no Deliver-to the default will be analysed.
• Use Alias product code to analyse by Alias rather than main product code.
• Include Customers to level and Products to level: Available only if the Data Set contains Item and / or Customer e.g. ACI (Area x Customer x Item).
  Applies to permanent reports only; ad hoc reports gather data from the parameters already set by the permanent report. These levels can be altered when running a report.
  This feature allows a Data Set to be limited to nominated groups of Customers and/or Products. There are two methods of achieving this: ("Record" applies to both Customers and Products.)
  
  1: Analysis Depth (set per "record")
  If the sales level on a record is a numeric value between 1 and 7, sales will be analysed only for sets where the record's code appears to that depth.

  e.g. if a product's level is set to "3":
  DO analyse for the set "ACI" (which has Product (Item) at its 3rd level / character position)
  but DON'T analyse for set "BACI" which has Product at the 4th level)
  

  
  2: Analysis Level
  This method compares the "Level" set in each Data Set with the level on
  each Customer and / or Product record when updating the Sales Database (during the daily "invoice update" run).
  Any record's "level" (Customer or Product) can be set to:

  " " (space) or "0" (zero)		Analyse ALL sales of this record
  "Z" or "z" (or 8, 9)		NO sale of this record will be analysed (e.g. Freight)
  Alpha (A-Y)		Selective analysis

  A "Data Set" can indicate that only selected Products / Customers are to be included. When updating such a set, each Product/Customer record is checked to see whether its own "analysis level" matches that of the Data Set (i.e. is less than, or equal to the Level specified in the Data Set).
  e.g. If set "ACI" indicates that only products to level "J" are to be included:
  DO analyse a product whose level is "A" to "J" (or spaces),
  DON'T analyse a product whose level is "K" or higher (K-Z).
  
  An hierarchical code from "A" to "Y" can be set in the "Analysis Level" of Customer and Product records - e.g. "A" to target your most important group (the big spenders and the high turn-over products) then "B", "C" etc. for the next rank and so on. This enables Data Sets to include / exclude otherwise disparate groups. Alternatively set e.g. "X" on a customer record (e.g. Cash Sales) to exclude that account from some Data Sets.
  NOTE: When adopting "selective analysis", it is recommended that all records (customer and product) have their Analysis Levels set to a "medium" level (e.g. "K") using toolkits 8DTX06SL for customers and 8SCX06SL for Products. These toolkits can then be used to set the levels for other groups.
  8SCX06SK - can be used for upgrades from Rel 7.xx, when "P" was used to include / exclude stock items - this toolkit changes "P" to space and space to "Z".


• Sub-totals and Page Breaks.

E.g. Start a new Page at each customer
Option to Sub Total when 1st character changes e.g. Area codes:

NI - North Island
OS - Overseas
SI - South Island, to sub total on each of these

OR Sub Total when 1st character changes e.g. Area codes:

29CH - Christchurch
29DR - Darfield
29KP - Kaiapoi
31TF - Timaru
33DN - Dunedin
33WG - Wellington
And start a new page after each subtotal.

19. SA CODES

CONTROLS

• Code:
• Description
• Default Price Prompt code
• Change to code (SML40): New code in preparation to changing codes and retaining Sales History

Also see Stock controls.

20. SA REPORTS (FORMS)

CONTROLS

• Code: as entered
• Description: of this program
• No Details: N to omit the lowest level of e.g. SA selections Area x Cust x Product would produce just Customer x Product. Copy the Report Selection with a slightly different name - applies to the Report Program below.
• Report Program: e.g. 8SMP02C1
• eXport? to omit extraneous data - for importing into another application.
• Add to or Replace? R - when this report is run, it will replace anything in the current or specified file (below).
• Print to printer or file name (e.g. "contrib.csv").
  None of this needs to be filled in unless permanent specific printing instructions are required.
• Model: of printer or CALC to go directly to a spreadsheet.
• Spacing: double lines
• Lines/page:
• Compressed: for wide reports or narrow pages - most sales reports are wide and compressed
• L.scape/Portrait: as long as both printer models are loaded.
• Print if a value found in curr Period, curr Year, else any non-0
• Selector 1 code range to (for any default ranges):
• Selector 2 code range to:
• Product report Codes: (up to 4 codes).
• Customer report Codes (up to 4 codes).
• How many years? to include, up to??
• Right-left: for 12 Month reports only - R reverses the order to earliest to oldest.
• Which value to print? Sales (def), $GP, GP Rate, Quantity or Cost. N.B. This will make sense only where there is a single value e.g. 8SMP02C3 / 12 Month report which may be any one of those figures.
• Top/Bottom (else print all):
• How many? Top or Bottom - 10 defaults
• Basis $GP, GP Rate or Sales:
• ..using Current or MAT (YTD)
• Approximate layout: key in desired Column Headings to override defaults

21. SA BUDGET SPREADS

CONTROLS

Create budget spread record e.g. A for Annual - months to add up to 100% (8.33).
May have as many spread records as necessary to accommodate any seasonal factors etc.
Month 1 is the first financial period (see Sales Controls which can also include a spread). See Budgets for more.

22. SA PERIODS

CONTROLS

A record for each month end date - generated by the Rolls
which contains the final Invoice update run no. for that period.
The Current Sales Period is always No. 1
The latest release also records the GL period.

Run 8SMX45 to build a new Sales Period set.

28. PL INTEGRATION

CONTROLS

See General Ledger

29. DDP CONTROL

CONTROLS

• Code: SYDDP
• Description
• Installation type Head Office, BRanch, else not implemented