Negative Items Report

Negative Items Report

Negative Items Report Overview

The "Negative Items Report" shows records of products that have undergone any negative transaction (void, cancellation, and return) for the selected date range. 

This article includes information about:
  1. How to generate a negative item report.
  2. How to apply the filter options to filter the report data.
  3. How to automate (schedule) or print a report.
  4. How to mark the report as a favorite report.

1. Reaching the "Negative Items Report"

  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 Negative Items 
Figure 1.1 below will help you understand the navigation better.


Figure 1.1

When you click "Negative Items," the Negative Items Report screen will open, which offers relevant filtering and sorting options, as Figure 1.2 shows.


Figure 1.2

The report data will be empty initially. To generate a report, you must choose a date range, select the appropriate filters, and click "Generate Report." 

2. Generating the "Negative Items Report"

Please follow the steps below to generate the Negative Items Report that meets your requirements: 
  1. Navigate to the Negative Items Report screen.
  2. Select the date range and click "Generate Report" to view the Negative Items Report for the selected date range.
    1. You can use the Filter Items (Custom Filters), Date Range & Presets, Stores and Location Groups filters, and Only Item Returns and Show Summary checkboxes to create the report that meets your requirements. You can use multiple filters to make the report more specific. Please refer to point 3. Report Filter Options to learn more about these filters.
    2. Click "Generate Report" whenever you change your selection in any field to view the updated report. 
  3. When you click the "Generate Report" button after selecting the date range, the system will show the report, as Figure 2.1 shows.

Figure 1.2

Report Fields:
  1. Store: This column displays the name of the store location.
  2. Cashier: Here, the name of the cashier who handled the item return process is displayed.
  3. Reg #: This column displays the number of the register that was used to handle any return request.
  4. Receipt #: The receipt number is mentioned here.
  5. Timestamp: The date and time of the return process are mentioned here.
  6. UPC: The UPC of the item(s) that are returned back to the store.
  7. Name: The name of the item(s) that are returned.
  8. Reason: This column shows the reason. 
  9. Qty: This column displays the number of items that are returned. The quantity value is negative, for it is a return!
  10. Price Each: This column displays the price of each item that is returned.
  11. Action: The View icon in this column will navigate you to the respective E-Journal record screen. 

2. Report Filter Options

FTx Cloud POS lets you view the Negative Items Report records according to your preferences using various filter options. You can configure the report with any single filter or a combination of multiple filters, as highlighted in Figure 3.1.

Figure 3.1
1: Report Filters: 
  1. Filter Items: "Filter Items" lets you select the report data based on seven parameters: UPCs, Department, Category, Manufacturer, Tag, Vendor, and Department Tag3.1 Filter Items (Custom Filters) explains the further details.  
  2. Date Range & Presets: This filter lets you select the report's time interval. 3.2 Date Range & Presets explains further details.  
2: Store and Location Filter: This filter lets you view the report for the selected stores (locations) or location groups. 3.3 Filter Store and Location Groups explains further details.

3: Checkbox Filters: 
  1. Only Item Returns: This filter allows you to view the report that includes only item returns records. If you use this checkbox to generate the report, the system will exclude the Cancel or Void records.  
  2. Show Summary: This filter allows you to view the negative transactions in a summarized manner. If you use this checkbox to generate the report, the summary of negative transactions will be displayed location-wise, as Figure 3.2 shows. 

Figure 3.2

3.1 Filter Items (Custom Filters)

The Filter Items 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 Negative Items Report for the selected locations. The "Manage" button is disabled for this option. 
  2. Custom Filter: This option enables you to generate the report by selecting specific parameters such as UPC, Department, Category, Manufacturer, Tag, Vendor, and Department Tag. Once you choose 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 Items drop-down and click the "Manage" button.
  1. The Manage Filters screen will appear, as Figure 3.1.2 shows. 

Figure 3.1.2
  1. 1: Manage Filters Drop-down: 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 Negative Items 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. 2: Parameter Tabs: You will see seven tabs: UPC, Department, CategoryManufacturer, TagVendor, and Department Tag. Select the required tab, i.e., UPC, to create or apply a custom filter specific to the selected UPCs.
  3. 3: Search: Use this Search box for a specific result.
  4. 4: All Items: Use this drop-down to filter the Manage Filter screen data based on four parameters: All Items, Child Only, Parent Only, and Standalone Only
  5. 5: Active Only: Use this drop-down to filter the Manage Filter screen data based on three parameters: Active Only, Inactive Only, and All Records.
  6. 6: Match All Filters drop-down: Use this filter to decide whether or not the Manage Filter screen data matches all applied filters or any of them. 
  7. 7: Results: Here, you see the relevant list of data for the selected tab. For example, if you have chosen the UPC tab, it will show the list of all UPCs. You can search for a specific product in the "Search" bar.
  8. 8: Checkboxes: Select the required records by checking the appropriate checkboxes.
  9. 9: Arrow: Click the green Arrow button to move the selected records to Selected List
  1. The Manage Filters screen will look like the one in Figure 3.1.3.

Figure 3.1.3
  1. 1: When generating the report, you can decide whether to include or exclude the selected parameters.
    1. Include: If you select "Include," the system will include all the specified parameters to generate the report.
    2. Exclude: If you select "Exclude," the system will exclude all the specified parameters to generate the report.
  2. 2: Click the "Clear Selection" button to remove the whole selection. To remove any record from the list, click the Remove (x) icon. 
  3. 3: Apply or save the custom filter:
    1. Apply: Click the "Apply" button to apply the selected parameters. The system will navigate you to the Negative Items Report home screen. Click "Generate Report." The system will generate reports based on your selection. 
    2. Save Filters: Click the "Save Filters" button to save the custom filter for future use. 3.1.1 Save and Manage Custom Filters explains the details.

3.1.1 Save & Manage Custom Filters

You can also save the configured custom filters for future use.
  1. Click the "Save Filters" button shown in Figure 3.1.3.
  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 and delete it when you no longer need it. To do so, reopen the Manage Filters screen and follow the steps shown in Figure 3.1.1.2 according to your requirements.   

Figure 3.1.1.2
  1. 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 report.
  2. 2: Manage Filters: You can check and manage the filters by clicking the "Manage Filters" button. A list of the saved custom filters will appear in a pop-up when you click on it.
  3. 3: The Filter Name list shows the list of all saved custom filters. Click on the filter's name to select it.   
  4. 4: Click "Select Filter" or "Delete."
    1. Select Filter: Use the "Select Filter" button to select any filter from the list.
      1. 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 Negative Items Report home screen. Click "Generate Report" to generate the report for the selected filter.
    2. Delete: Use the "Delete" button to remove the no longer required filter from the list.
      1. Click on the filter's name and then the "Delete" button. A warning message will appear. Click "OK" to delete the filter. 
  1. Similarly, you can filter and set up the records for other tabs (parameters).
  1. To generate the Negative Items Report with the specific data you've selected, apply a selection or choose a saved filter, then click the "Generate Report" button. The selected filter details are available under the Selected Filters (All) label, as Figure 3.1.1.3 shows.

Figure 3.1.1.3

3.2 Date Range & Presets

Date Range

Please follow the steps below to select the report's required date range and time interval:
  1. Click inside the Start Date field. The drop-down calendar will appear, as shown in Figure 3.2.1.
  2. Select the specific date and time. You can also manually enter the date in the MM/DD/YYYY format.
  3. Click inside the End Date field and follow the same process. 
  4. After making the appropriate selections for other filters, click on "Generate Report."

Figure 3.2.1
Presets
  1. To generate the report, use the Presets drop-down menu to select the specific duration/interval, such as today, Yesterday, This Week, Last Week, etc., as shown in Figure 3.2.2.
  1. Please click on the required timeframe and click "Generate Report." The system will generate and show the report based on your selection. 

Figure 3.2.2

3.3 Filter Store and Location Groups 

The Store and Location Group filter lets you view the report for selected stores (locations) and location groups. Please follow the steps below to apply the Store & Location Group filter.
  1. Click the "No Filter Selected" button in the top right, highlighted in Figure 3.3.1.

Figure 3.3.1
  1. The Manage Filters screen will appear, as Figure 3.3.2 shows.

Figure 3.3.1
  1. 1: Manage Filters Drop-Down: The drop-down shows the list of saved custom filters if there are any. Select the required filter from the drop-down and click the "Apply" button to apply it. The Manage Filters button next to this drop-down helps you open the Manage Saved Filters screen. Point 3.3.1 Save and Manage Location Filters explains more details.
  2. 2: Parameter Tabs: You will see two tabs: Store and Location Group. Select the required tab, e.g., "Store," to create or apply a custom filter specific to the selected stores. 
  3. 3: Use this Search box to search for a specific location. 
  4. 4: Use this drop-down to view the results (stores or location groups) based on the Pricebook Zone.  
  5. 5: Use this drop-down to view the results (stores or location groups) based on three parameters: All LocationsOnly Activeand Only Deleted
  6. 6: Results: This section shows the list of selected parameters. For example, if you have chosen the Store tab, it will show a list of stores.  
  7. 7: Selection Checkboxes: You must select the required stores by ticking the checkbox. 
  8. 8: Arrow: Click the green "Arrow" button to move the selected stores to Selected List
  1. The Manage Filters screen will look like the one in Figure 3.3.3.

Figure 3.3.2
  1. 1: Click the "Clear Selection" button to remove the whole selection. To remove any record from the list, click the Remove (x) icon.
  2. 2: Click "Apply" to apply the selection. You can click the "Save Filters" button to save the custom filter for future use. Point 3.3.1 Save and Manage Location Filters explains the details.

3.3.1 Save and Manage Location Filters

You can also save the configured custom filters for future use.
  1. Click the "Save Filters" button shown in Figure 3.3.3.
  2. The Name screen will appear as shown in Figure 3.3.1.1. 
  3. Enter the name of the custom filter and click "OK." A success message will appear, and the custom filter will be saved. 
    1. You can see this custom filter listed in the Manage Filters drop-down.

Figure 3.3.1.1
  1. You can use the saved custom filter from the Manage Filters drop-down whenever needed. You can delete the saved custom filters when you no longer need them. Open the Manage Filters screen again and use the steps shown in Figure 3.3.1.2 based on your requirements.

Figure 3.3.1.2
  1. 1: Saved Filter Drop-Down: All saved custom filters will appear in the Saved Filter drop-down. You can select the required custom filter and click "Apply.
  2. 2: Manage Filters: Use the "Manage Filters" button to view and manage the saved filters. The "Manage Saved Filters" pop-up screen will appear when you click the "Manage Filters" button. 
  3. 3: Filter Name: The list shows all saved custom filters. Click on a filter's name to select it.     
  4. 4: Click "Select Filter" or "Delete."
    1. "Select Filter": Click on the filter's name, then click the "Select Filter" button to select any filter from the list.
    2. "Delete": Use the "Delete" button to remove 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."
Similarly, you can filter the records by selecting the location group(s). When you set up the filters for locations (stores) and location groups, you can see the details chosen by hovering the mouse cursor over the Selected Stores button, as shown in Figure 3.3.1.3.


Figure 3.3.1.3

4. 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 at the defined frequencies (daily, weekly, bi-weekly, monthly, quarterly, etc.). 

Please refer to Scheduling a Report to learn how to schedule a report.

5. Printing/Exporting a Report 

You can print or export any report according to 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 according to your requirements. 

Please refer to Printing a Report to learn how to print or export a report. 

6. Manage Favorites 

FTx Cloud POS lets you quickly access the reports you need to view frequently through "Favorite Reports." You can save a report as a favorite and manage all your favorite reports from any of the report screens using the "Manage Favorites" button. 

Please refer to Managing the Favorite Reports to learn how to manage or export a report. 

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