Buydown Sales Report

Buydown Sales Report

Buydown Sales Report Overview

Reports -> Sales Reports -> "Buydown Sales"

Tobacco manufacturers and distributors have long made refund/rebate payments to retailers for the retailer’s purchase of cigarettes and other tobacco products. Sometimes tobacco companies/manufacturers convey promotional allowances and discounted prices to retailers to increase product sales.

Retailers can sell tobacco (especially cigarettes) products by reducing the cost and price as the manufacturer offers them. The investment is made by the retailers, but later on, the manufacturer reimburses it and credits the amount value to the retailers. This is called a buydown sale. These cost/price reductions are dependent on either a set quantity and/or date range.

FTx Cloud POS provides a detailed report on buydown sales. The sales manager/super-admin users can easily check how many items are sold, the applicable buydown amount, and the total amount.

In this technical document, you will see:
- How to check the Buydown Sales Report 
- How to get the buydown sales data by using custom filter records
- Grouping options to get the buydown sales data in a specific manner
- How to check sales data and invoice data (received items) for buydown

1. Reaching the "Buydown Sales Report"

To reach the "Buydown Sales Report," follow the below steps:
  1. Step 1: Log into Control Center
  2. Step 2: Choose Point of Sale
  3. Step 3: Choose Reports
  4. Step 4: Choose Sales Reports
  5. Step 5: Choose Buydown Sales

Figure 1.1

By clicking "Buydown Sales," you will be redirected to the "Buydown Sales Report" page with relevant filter options.

Figure 1.2
You will see the Report data is empty message initially. You need to select the date range to check the buydown sales data in the report.

2. Generating Buydown Sales Report

When you navigate to the "Buydown Sales Report" page, you will get the options pre-selected by default. You can generate the Buydown Sales Report by clicking the "Generate Report" button.

      Figure 2.1

After generating the Buydown Sales Report, you will see the buydown data in tabular format based on the date range and filter options:
You will get the buydown data for the sales as per the manufacturers separately. 
Buydown Name: Name of the buydown that is set up in the system. [Pricebook -> Discounts/Buydowns -> Buydowns]
Buydown Amount: Amount is displayed that is set up for the buydown.
Qty Sold: The total number of items which the buydown was applied.
Total Amount: Buydown amount is calculated as per the total quantity sold for that specific buydown. [Total Amount (Buydown)= Buydown Amt. * Tot. Qty Sold]

You will see the product details under each buydown:
UPC: UPC details of the product.
Name: Name of the product to which the buydown is applied.
Qty Sold: The number of items sold. 
Total Amount: Buydown amount calculation as per the sold item. [Total Amount (Buydown)= Buydown Amt. * Qty Sold]
Totals for Manufacturer: It shows the total qty sold by which manufacturer, including all applicable buydowns, so users can easily check the total applicable buydown amounts for the specific manufacturer.

3. Report Filter Options

Now, let's see how to set up the report filter options to generate the buydown data in the report with specific criteria.


   Figure 3.1

3.1 Filter By (Custom Filters) 

The Filter By drop-down lets you select the report data using specific parameters. It has two selection options:
  1. Show All: The system selects "Show All" by default. It considers all parameters to generate the Buydown Sales Report for the selected locations. The "Manage" button is disabled for this option. 
  2. Custom Filter: This option enables you to select specific parameters such as UPC, Manufacturer, Buydown, and Vendor to generate the Buydown Sales Report. Once you select Custom Filter, the system will enable the "Manage" button to set up the filters. 
Please follow the steps below to create and apply a custom filter: 
  1. Select the Custom Filter option in the Filter By drop-down and click the "Manage" button.

    Figure 3.1.1
  1. The Manage Filters pop-up screen will appear, as Figure 3.1.2 shows. 

Figure 3.1.2
(Note: 3 and 4 are additional filters available only for the UPC tab.) 
1: Select the saved custom filters from the Manage Filters drop-down (if any) and click "Apply" to apply the saved custom filter. The system will redirect you to the Buydown Sales Report home screen. Click "Generate Report" to generate the report for the selected filter. Clicking the "Manage Filters" button will also open the list of saved custom filters. 
2: You will see four tabs: UPC, Manufacturer, Buydown, and Vendor. Select the required tab, i.e., UPC, to create or apply a custom filter specific to the selected UPCs.
3: Use the Item filter to filter the Manage Filter screen data based on three product parameters: All Items, Child Only, Parent Only, and Standalone Only. Choose the required parameter.
4: Use the Active Only filter to filter the Manage Filter screen data based on three product parameters: Active Only, Inactive Only, and All Records.  
5: Use the Match All Filters filter to decide whether or not the Manage Filter screen data matches all applied filters.  
6: Here, you see the Manage Filter screen data relevant list for the selected tab. For example, if you have selected the UPC tab, it will show the list of all UPCs. You can use the "Search" bar to search for a specific UPC. If you have applied the 3, 4, or 5 filters, you will see the data accordingly. 
7: Select the required UPCs by checking the appropriate checkboxes.
8: Click the green Arrow button to move the selected records to the Selected Area. 
Notes:
  1. You need to follow the same process for any of the four tabs.
  2. The Buydown tab has an additional filter, Buydown Group, as Figure 3.1.3 shows. Use it to select a specific buydown group to generate the Buydown Sales Report for it.

  Figure 3.1.3
  1. The Manage Filters screen will look like the one shown in Figure 3.1.4.
Figure 3.1.4
1: You can decide whether you want to Include or Exclude when the Buydown Sales Report is generated.
- Include: If the flag is selected to Include, it means the Buydown Sales Report will be generated by applying the selected records.
- Exclude: If the flag is selected to Exclude, it means the sales report will be generated, but ignoring the selected records. It will consider the selected records that need to be excluded and consider the left side records for reports.
2: If you want to remove the whole selection, click the "Clear Selection" button. You can remove any record from the list by clicking the Remove (x) icon. 
3: Apply or save the custom filter:
  1. Click the "Apply" button. The system will navigate you to the Buydown Sales Report home screen. Click "Generate Report." The system will generate reports as per your selection. 
  2. Click the "Save Filters" button to save the custom filter for future use. The point 3.1.1 Save and Manage Custom Filter explains the details.

3.1.1 Save & Manage Custom Filter

You can also save the configured custom filters for future use.
  1. Click the "Save Filters" button shown in Figure 3.1.4.
  2. The Name pop-up will appear as shown in Figure 3.1.1.1. 
  3. Enter the name of the custom filter and click "OK." 

Figure 3.1.1.1
  1. You can use the saved custom filter whenever you need it. You can delete the saved custom filter when you don't need it anymore. Open the Manage Filters screen again and use the steps shown in Figure 3.1.1.2 as per your requirements.   

Figure 3.1.1.2
1. Saved Filters Drop-Down:
The saved custom filters will appear in the drop-down selection. You can select the required custom filter from the list for the Buydown Sales Report.
2. Manage Filters:
You can check and manage the filters by clicking the "Manage Filters" button. By clicking on it, you will see the listing of the saved custom filters in a pop-up.
3. The Filter Name list shows the list of all saved custom filters. Click on the filter's name to select it.   
4. You can click "Select Filter" or "Delete."
  1. Select Filter: Use the "Select Filter" button to select any filter from the list. Click on the filter's name, and then click on the "Select Filter" button. The system will close the "Manage Saved Filters" pop-up screen. Click the "Apply" button on the Manage Filters screen. The system will navigate you to the Buydown Sales Report home screen. Click "Generate Report" to generate the report for the selected filter.

  2. Delete: Use the "Delete" button to delete the filter no longer required from the list. Click on the filter's name and then the "Delete" button. A warning message will appear. Click "OK" to delete the filter. 

3.2 Date Range & Preset

Date Range

You can filter your sales data in the report by selecting the date range as well as specific times.
By clicking the Edit box, you will get a tiny calendar to select the specific date range. You can also enter the date manually in mm/dd/yyyy format.

       Figure 3.2.1
If you want the Buydown Sales data in the report with a specific time duration (till morning/evening), you can select the particular time (hour & minutes) from the date selection.

Presets

Presets label is provided to select the specific duration/interval to generate the buydown sales data.

     Figure 3.2.2

3.3 Group By Location

Let's see how to check the buydown sales data by grouping it into locations or location groups.
You will see a Group By Location drop-down from which you can select either By Location or By Location Group for grouping the buydown sales data. By default, None will be pre-selected, which means the sales data will be displayed without any grouping, as shown in Figure 3.3.1.

  Figure 3.3.1

By Location: If you select By Location, the buydown sales data will be displayed in the grouping according to the locations (stores) individually.
Once the location-specific report is generated, you can check the buydown sales separated as per the locations.

      Figure 3.3.2

By Location Group: When you select By Location Group, you will get a drop-down selection of the location groups. You can see the Include Location Group(s) drop-down option to check the sales data for the specific location group.

    Figure 3.3.3
After selecting the Location Group(s) and generating the report, you can see the buydown sales data grouping into Location Groups individually.
The Location Groups are the collection of the locations and can be created from "Manage Location Groups" from POS -> Maintenance -> Locations. 

3.4 Filter Stores & Location Groups

To check the buydown sales data for a specific location (store) and/or location groups only, you can set up the location filter option by clicking the button "No filter selected" on the top-right side.

  Figure 3.4.1

By clicking that button, a Manage Filters window will pop up, from which you will see the following details:
1. You will see the two tabs: Store and Location Group.
2. You can select the saved custom filter from the drop-down selection. The "Manage Filters" button will open the list of saved custom filters.

 Figure 3.4.2
3. You can see the list of stores (locations) along with the checkbox. If there are plenty of records, you can search the store by entering the text.
4. By ticking the checkbox, the store will be selected.
5. By clicking the Move button (green-right arrow button), move the selected store record(s) to the right side under Selected List.

You can see the selected store records in the Selected List section. It means that when you generate the report, you will get only the sales data for the buydown that is in the Selected List section.

  Figure 3.4.3
- Clear Selection: You can remove the selected record by clicking the "Close" button. You can also remove all the selections from the list by clicking the "Clear Selection" button.
- Apply or Save Filters: After selecting the store record(s), you can directly apply for the report by clicking the "Apply" button, or you can save it for future use.

Save and Manage Location Filters:
By clicking the "Save Filters" button, a pop-up will appear to allow you to enter the name of the location filter.

Figure 3.4.4

Enter the name of the custom filter and click the "OK" button to save it.

After saving the location filter, you can see:
1. Saved Filter: The saved custom filters will appear in the drop-down selection. You can select the required custom filter from the drop-down list for the report.
2. Manage Filters: You can check and manage the filters by clicking the "Manage Filters" button. By clicking on it, you will see the listing of the saved custom filters in a pop-up.

Figure 3.4.5

3.
- Select Filter: Select any filter from the list to generate the desired report. Select the filter from the list, and then click on the "Select Filter" button.
- Delete: Delete any filter from the list that is no longer required. Select the filter, and then click on the "Delete" button.

In this way, the Location Filter options (tabs) help customize the records to get only the store-specific data for the Buydown Sales Report.

Similarly, you can select the location group(s) to filter the records.

Figure 3.4.6
When you set up the filters for locations (stores) and location groups, you can see the selected details by hovering the mouse cursor over the Filter button.

   Figure 3.4.7
Note: 3.3 Group By Location will group the buydown sales data based on locations or location groups, whichever you have selected, while the 3.4 Locations & Location Groups custom filter option sets up a specific record selection. The buydown sales data will be generated in the report as per the selected locations (stores) and/or location groups only.

3.5 Exclude Returns

By ticking the Exclude Returns checkbox, the items that are returned will be ignored while generating the report. The report will show the buydown data for the sold items only.

    Figure 3.5.1

The returned items are shown as a negative indication in the Qty Sold column. But if you tick (enable) the Exclude Returns checkbox, only the sold items will be shown, while returned items will be ignored in the generated Buydown Sales Report.

4. Report On Invoice Data

You can also check the buydown details on purchasing the items from the manufacturers who provided the buydown to promote and increase the sales of their items. By default, Report On Sales Data will be pre-selected. To check the buydown report on invoice data (received items), tick the Report On Invoice Data option. By ticking Report On Invoice Data and generating the report, you can see the applied buydown on received items at different stores.

     Figure 4.1

By ticking Report On Invoice Data and generating the report, you can see the applied buydown on received items at different stores.

   Figure 4.2

You can see the summary of the received items (qty) for the different locations (stores) and the buydown amount that is configured (setup) in the system.
Include Deleted Buydowns: By enabling this checkbox, the invoice data will also be calculated for the deleted buydown record(s).

Show Details: By ticking the Show Details checkbox and generating the report, you can see the buydown that is applied to received items from manufacturers in the report.

     Figure 4.3
You can see in the report which items were received and the buydown calculation for those items. In the end, you can also see the total quantity and total buydown amount for items received from all the manufacturers.

Group By Locations for Received Qty

Let's see how to check the buydown data for the received quantity by grouping it into locations or location groups.
By Location
If you select By Location, the buydown sales data will be displayed in the grouping according to the locations (stores) individually. After selecting By Location and generating the report, you can check the buydown data in the grouping of the locations for received items.

      Figure 4.4
Manufacturers and the applicable buydown sales data can be seen under specific locations.

By Location Group
You can also check the buydown sales data as per the location group. By selecting By Location Group, you will get a drop-down selection of the location groups.

  Figure 4.5
Select the location group(s) from the list, and then generate the report. You will see the buydown sales data in the grouping of the selected location group.
Hence, using the multiple custom filters and grouping options, you can get the relevant Buydown Sales Report.

5. Scheduling a Report

FTx Cloud POS supports report automation. You can configure a report and schedule it. The system will send the scheduled report to the indicated email IDs as per defined frequencies (Daily, Weekly, Bi-weekly, Monthly, Quarterly, etc.) 

Prerequisite: Please ensure you have configured a report. This means you have made the required selections for date ranges and filters. (You don't have to click "Generate Report" to schedule a report.)

You can schedule the configured report using the "Schedule Report" button highlighted in Figure 5.1.

  Figure 5.1

5.1 Creating a New Scheduled Report

Please follow the steps below to schedule a new scheduled report.
  1. Configure a report as per your requirements using the filters explained in this article.
  2. Click the "Schedule Report" button highlighted in Figure 5.1. 
  3. The pop-up screen will appear as shown in Figure 5.1.1. Click "Create New Scheduled Report."

Figure 5.1.1
  1. The Schedule Options pop-up screen will appear, as Figure 5.1.2 shows.

Figure 5.1.2
  1. Fill in the appropriate information in the fields:
    1. Name: Enter the name for your report
    2. Section: For the Cloud POS, the Section will be POS by default. 
    3. Run Frequency: Select the run frequency (Daily, Weekly, Bi-weekly, Monthly, Quarterly, etc.) as per your requirements from the Run Frequency drop-down 
    4. Start Time - End Time: These fields appear when the selected run frequency is Daily or Weekdays. Select the Start and End times to indicate the report's time range. When you select the other run frequencies, the below fields appear:  
      1. Run on: This field appears when the selected run frequency is Weekly, Bi-weekly, Monthly, Quarterly, and Yearly. Select the day you want the system to send the report by email.  
    5. Run Time: Select when you want the system to send the report by email.  
    6. Export Type: Select the report format, i.e., PDF, CVS, and Excel, from this Export Type drop-down. 
    7. Users: Select the users to whom you need to send the report.
    8. Email Addresses: Enter the selected user's email addresses. Please ensure that you write only one email address in one line. 
    9. White Background: Enable this toggle button if you want the report to have a white background. 
    10. Include Header: This toggle button will be enabled by default. Please turn it off to exclude the report's header in the report. 
    11. Print Title on Every Page: This toggle button will be enabled by default. Turn it off if you want to leave the report's header off some pages. 
  2. Click "Schedule Report."
  3. A success message will appear, and the system will send the scheduled report to the indicated email IDs.

5.2 Replacing an Existing Scheduled Report 

Please follow the steps below to replace a scheduled report.
  1. Configure a report as per your requirements using the filters explained in this article.
  2. Click the "Schedule Report" button highlighted in Figure 5.1. 
  3. The pop-up screen will appear, as shown in Figure 5.1.1. 
  4. Click on "Replace Existing Report." The Select Scheduled Report pop-up screen will appear, as shown in Figure 5.2.1.

Figure 5.2.1
  1. Click on the report name you need to replace and click "Apply."
  2. The selected report will open in Edit mode. Make the required changes and click "Replace."
  3. A success message will appear, and the system will send the replaced report to the indicated email IDs. 

6. Printing/Exporting a Report 

You can print or export any report as per your requirements. When you use the Print function, the system creates and opens the report's PDF file in a new tab. You can download the soft copy or print the paper copy as per your requirements.

Prerequisite: Please ensure you have configured a report. This means you have made the required selections for date ranges and filters. (You don't have to click "Generate Report" to print a report.)

Please follow the steps below to print a report. 
  1. Configure a report and click the "Print/Export Report" button highlighted in Figure 6.1.

Figure 6.1
  1. The Print Options pop-up screen will appear, as shown in Figure 6.2.

Figure 6.2
  1. Make appropriate selections:
    1. Select Print Option: Select any option: Print Current Page Only or Print All Pages. 
    2. Preview: Enable this toggle button to view the report preview before downloading the PDF.  
    3. White Background: Enable this toggle button if you want the report to have a white background.  
    4. Show Filters: Enable this toggle button to view filters in the report.
    5. Include Header: The system will enable this toggle button by default. Please turn it off to exclude the report's header from the report. 
    6. Print Title on Every Page: The system will enable this toggle button by default. Turn it off if you want to leave the report's header off some pages. 
    7. Send As Email: Enable this toggle button to send the report's PDF file to the email ID. The Email Address field will appear. Enter the email ID(s) and click "Send Email."

Figure 6.3
    1. Click "Start Print." 
    2. The report's PDF will open in a new tab. Download it using the Download icon and print it using the Print icon.

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