Department Sales Report

Department Sales Report

Department Sales Report Overview

Reports -> Sales Reports -> "Department Sales"

Sales analysis reports provide the retail business with a detailed overview and statistics of how business is ongoing. Sales reports can be seen with different parameters, such as department-wise, category-wise, specific time duration, etc.

FTX Cloud POS provides the department's specific sales report with custom filter options that will help the retail business check the department's specific sales. As a sales manager/super-admin user, you can check department-wise sales with the cost-retail price calculation and profit margins. Different options are provided to view the sales analytics of the generated department sales reports across various formats.

In this technical document, you will see:
- How to check department-wise sales
- How to apply the customer filter options to filter the department sales report data
- Sorting and Grouping options to get the department sales data in a specific manner
- Check Day-Wise (Date) Department Sales data
- Check the Open Sales Dept data

1. Reaching the Department Sales Report

To reach the "Department 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 Choose Report (Type)

                                                                                    Figure 1.1

You will see the list of the different sales report types in alphabetical order. Search "Department Sales" and click on it.

                                                                                    Figure 1.2
By clicking "Department Sales," you will be redirected to the "Department Sales Report" page with relevant filter and bifurcation options.


                                                                                                            Figure 1.3
You will see the "Report Data is Empty..." message initially. You need to click the "Generate Report" button to generate sales.

2. Generate the Department Sales Report

When you navigate to the Department Sales Report page, you will see the options pre-selected by default. By clicking the "Generate Report" button, you can check the department-wise sales data within the date range.


                                                                                                            Figure 2.1

You will see the following sales data in tabular format based on the date range and default filter options:
  1. Department: This column represents the name of the department with the department number. (Dept No. - Dept Name)
  2. Qty Sold: This column represents the quantity that is sold by the department within the specified date range.
  3. Total Retail: This column represents the total retail amount for the sold quantity from the department.
  4. Discounts: This column represents the discounts that are applied to items belonging to the department during the transaction.
  5. Adj Retail: This column represents the adjusted retail value after deducting the discount value from the total retail. [Adj Retail = Total Retail - Discount]
  6. Avg Retail: This column represents the average retail amount for a single item quantity by dividing the total sold qty. [Avg Retail = Total Retail / Qty Sold]
  7. Total Cost: This column represents the total applicable cost for the sold quantity for the department.
  8. Buydowns: This column represents the buydown amount applied to the items in the department.
  9. Adj Cost: This column represents the adjusted cost after deducting the buy-down value from the total cost. [Adj Cost = Total Cost - Buydown]
  10. Avg Cost: This column represents the average cost for a single item quantity by dividing the total sold qty. [Avg Cost = Total Cost / Qty]
  11. $ Margin: This column represents the total margin of the sold qty after calculating the Buydowns and Discounts. [$ Margin = Adj Retail - Adj Cost]
  12. % Margin: This represents the margin that gains or loses in percentage. % Margin will calculate the margin against the Total Retail in percentage. [% Mgn = ($ Margin*100) / Adj Retail]

Check Sales Details for Individual Department

You can also check which items were sold for the specific department within the date range by clicking the "Department Name."

                                                                                                            Figure 2.1.1

By clicking any "Department Name," you will be redirected to the new browser tab where the item sales report will be displayed.


                                                                                                            Figure 2.1.2

After redirecting to a new browser tab, you will see the item sales details of a specific department (the department that is clicked). You can check the item name with the UPC details and the sales data for the department.
In this way, you can also check the sold items and the sales data of the specific department with just one click.

3. Report Filter Options

Now, let's see how to set up the report filter options to generate the Department Sales Report with specific criteria.


                                                                                                            Figure 3.1

3.1 Custom Filters for Items

Let's see how to filter the department-related data to generate the desired Department Sales Report. You will see the "Filter Items" drop-down option, from which you can select the specific data (parameters) for the Department Sales Report.


                                                                                                            Figure 3.1.1

You will find the two options from the "Filter Items" drop-down selection:
- Show All: It considers all the items to generate the report. The "Manage" button will be disabled for this option. By default, this option will be pre-selected.
- Custom Filter: To customize the items for the report, you need to select the "Custom Filter" option. Once you select it, the "Manage" button will be enabled to set up the filters.

By clicking the "Manage" button, a "Manage Filters" window will pop up. You will see the following details:
1. You will see the different tabs to filter the data (items) for the Department Sales Report. You can choose the required data by navigating the tabs individually.
2. You can select the saved custom filter from the drop-down selection. The "Manage Filters" button will open the list of the saved custom filters.


                                                                                                            Figure 3.1.2
3. You can see the list of records in the selected tab (i.e., Department). You can also search any record from the list by entering the text in the "Search" edit box.
4. You will find the checkbox along with all the department names. You need to select the department by ticking the checkbox and moving to the "Selected List" area on the right side. 

1. After selecting the department records, you need to move to the right side by clicking the green right-arrow button.
                                                                                                            Figure 3.1.3
2. You will have one flag to decide whether you want to "include" or "exclude" the selected records when the Department Sales Report is generated.
- Include: If the flag is selected to "Include," it means the department 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 ignore the selected records. It will consider the selected records that need to be excluded and the left-side records for reports.
3. 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. 
4. You can generate the Department Sales Report by clicking the "Apply" button, or you can click the Save Filters button to save the custom filter for future use.

3.1.1 Save & Manage Custom Filters

You can also save the configured custom filters for future use. By clicking the "Save Filters" button, a pop-up will appear to allow you to enter the name of the custom filter.

                                                                                     Figure 3.1.1.1

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

Saved Filter:
The saved custom filters will appear in the drop-down selection. You can select the required custom filter from the list for the Department Sales Report. 


                                                                                     Figure 3.1.1.2
Manage Filters:
You can check and manage the filters by clicking the "Manage Filters" button. By clicking on it, you will see a listing of the saved custom filters in a pop-up.


                                                                                     Figure 3.1.1.3

- Select FIlter: Select any filter from the list to generate the desired department sales 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 "Custom Filter" options (tabs) help to customize the records and set up the options to get only the required data for the department report.

Similarly, you can filter and set up the records for other tabs (parameters).


                                                                                                            Figure 3.1.4

By selecting the saved/applying the custom filter, you can generate the Department Sales Report with the specific selected (filtered) data.


                                                                                                            Figure 3.1.5
You can see the selected filtered data details under the "Selected Filters (All)" label.

3.2 Sort By

You can sort the generated Department Sales Report by department number or department name. The "Department #" (dept no.) will be pre-selected by default.


If sorted by department #, the department sales data will be arranged in ascending order of the department number, as displayed in Figure 3.2.1.


                                                                                                        Figure 3.2.1

If "Department Name" is selected, the Department Sales data will be arranged in alphabetical order by the department's name.

                                                                                                      Figure 3.2.2

3.3 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 manually enter the date in mm/dd/yyyy format.

                                                                                                    Figure 3.3.1
If you want the sales data in the report for a specific time duration (till morning/evening), you can select the particular time (hour and minutes) from the date selection.

Presets
Presets label is provided to select the specific duration/interval to generate the dept sales data with that.

                                                                                                            Figure 3.3.2
3.4 Group By Location
Let's see how to check the department 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 "Location" or "Location Group" for grouping the sales report. By default, None will be pre-selected, which means the sales data will be displayed without any grouping, as shown in Figure 3.4.1.

                                                                                                            Figure 3.4.1
Location: If you select "Location," the Department Sales data will be displayed in the grouping according to the locations (stores) individually.


                                                                                                       Figure 3.4.2
Once the "Location" specific report is generated, you can check the total sales transactions for the departments separated as per the locations.

Location Group: When you select "Location Group," one more filter option will be enabled to select the specific location group(s). You can use the "Include Location Group(s)" drop-down option to check the sales data for a specific location group.
The "Location Groups" are the collection of the location and can be created from "Manage Location Groups" from POS -> Maintenance -> Locations. If you select the "Location Group."

By clicking "Location Group," you will get the "Include Location Group(s)" drop-down selection to select the specific location group record(s).


                                                                                                  Figure 3.4.3
By clicking the drop-down, you can see that all the location groups will be pre-selected by default. You need to select/deselect the location group accordingly.

After selecting the Location Group(s) and generating the report, you can see the department sales data grouping into Location Groups individually as well as combined with the selected groups.


                                                                                           Figure 3.4.4
You can see the totals for each grouping, and you can also see the grand total details at the end of the report.

3.5 Filter Locations & L. Groups

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


                                                                                                 Figure 3.5.1

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" & "Location Group." 
2. You can select the saved custom filter from the drop-down selection. The "Manage Filters" button will open the list of the saved custom filters.

                                                                                                 Figure 3.5.2
3. You can see the list of stores (locations) along with the checkbox.
4. By ticking the checkbox, the store will be selected.
5. By clicking the "move" button (the green-right arrow button), move the selected store record(s) on the right side under "Selected List."

You can see the selected store record in the "Selected List" section. It means that when you generate the report, you will get only the Department Sales data that is under the "Selected List" section.
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.

                                                                                                 Figure 3.5.3
You can search for a specific record by entering the text in the "Search" edit box if there are plenty of records in the list.

In a similar way, you can select the record(s) for another tab, "Location Group," to generate sales data by selecting the specific records.

                                                                                                 Figure 3.5.4
When the filter record is selected for the Store and Location Group, you can directly apply for the report by clicking the "Apply" button, or you can save it for future use.

By clicking the "Save Filters" button, a pop-up will appear asking you to enter the name of the location filter.

                                                                                                 Figure 3.5.5

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


Saved Filter:
The saved custom filters will appear in the drop-down selection. You can select the required custom filter from the list to generate the sales report.

                                                                                                 Figure 3.5.6
Manage Filters:
You can check and manage the filters by clicking the "Manage Filters" button. By clicking on it, you will see a listing of the saved custom filters in a pop-up.


                                                                                                 Figure 3.5.7

Select Filter: Select any filter from the list to generate the desired Department Sales Report. You must select the filter from the list and click on the "Select Filter" button.
Delete: You can delete any filter from the list that is no longer required. Select the filter and then click on the "Delete" button.

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

                                                                                                 Figure 3.5.8
In this way, you can check the department sales data by selecting only the specific Location/Location Group.


Note: "3.4 Group By Location" will group the sales data based on Locations or Location Groups, whatever you have selected. While the "3.5 Locations & Location Groups" custom filter option sets up a specific records selection. The department sales data will be generated in the report as per the selected locations (stores) or location groups only.

3.6 Non Tax

Now, let's filter the department sales data as per the taxable or non-taxable department.
There's one setup (Non-Tax) at the department level. You can enable that setup for the department as non-taxable if the tax is not applicable.
You will see the three options from the "Non-Tax" drop-down: All Departments | Non-Tax Only | Only Tax Departments. You can see "All Departments" pre-selected by default.

                                                                                                 Figure 3.6.1

If you want to check the sales data for the non-taxable department(s), select the "Non-Tax Only" option from the department.


                                                                                                 Figure 3.6.2
After generating the report, you can see the department sales that are non-taxable. Similarly, you can see only the taxable department sales by selecting "Only Tax Departments."

3.7 Add to Sales

Let's check the department sales data based on whether the department is added to sales or not added to sales.
There's one setup (Add To Sales) at the department level. You can disable that setup if you don't want to include the items from that department in the sales reports.
You will see the three options from the "Add To Sales" drop-down: All Departments | Only Add to Sales | Not Added to Sales. You can see "All Departments" pre-selected by default.


                                                                                                 Figure 3.7.1

If you want to check the sales data of the departments that the "Add To Sales" option is enabled, select the "Only Add to Sales" option from the drop-down and generate the report.


                                                                                                 Figure 3.7.2
You will see only those departments in the report whose "Add To Sales" setup is enabled at the department level.

If you want to check the sales data of the departments for which the "Add To Sales" setup is disabled, select "Not Added to Sales" from the drop-down selection and generate the report.

                                                                                                 Figure 3.7.3
You will see only that department(s) in the report whose "Add To Sales" flag is disabled at the department level.

3.8 Group By (Dept.-Dept Group)

Let's see the department sales data combined with the departments and department groups.
You will see the three options from the "Group By" drop-down: Department | Department-Department Groups | Not Added to Sales. You can see the "Department" pre-selected by default.


                                                                                                 Figure 3.8.1
By selecting "Department Group & Department," you can see the sales data combining the Department under the relevant Department Group.


                                                                                                 Figure 3.8.2
So, you can check which department is under the department group and the relevant sales data.

By selecting "Department Group," you can see the sales data for the individual department group.


                                                                                                 Figure 3.8.3
You can check the sales data for the different department groups.

4. Bifurcate Options (Checkboxes)

You can check other different statics for the department sales report by enabling the bifurcate options that are provided with the checkbox.



                                                                                                 Figure 4.1
By enabling the checkboxes, you can bifurcate the report data accordingly.

4.1 Group By Day

To check the department sales for the specific day (date), tick the "Group By Day" checkbox and then click the "Generate Report" button.

                                                                                                 Figure 4.1.1
By generating the report, you can check the department sales data for a specific day (date). So. you can easily check which department made the maximum sales on a specific day.
This type of analysis would also help plan any strategies to manage discounts and inventories.

4.2 Open Dept Sales Only

Sometimes you need to sell the items on an “Ad hoc” basis, known as Open Department Sale. The items without UPC or inventory tracking could be sold as open department sales in general cases.
To check the open department sales, tick the "Open Dept Sales Only" checkbox and then click the "Generate Report" button.

                                                                                                 Figure 4.2.1
By generating the report, you can check the open dept sales data to see which department was selected to sell the non-UPC items.

In this way, you can set up multiple custom filters and enable the bifurcation options [checkboxes] at the same time to get the required Department Sales Report.

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