Negative Items Report - Store Employee

Negative Items Report - Store Employee

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 the "Negative Items 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 Store
  3. Step 3: Choose Reports
  4. Step 4: Choose Sales Reports
  5. Step 5: Choose Negative Items 
Figure 1.1 below will help you better understand the navigation. 

Figure 1.1

When you click "Negative Items," the Negative Items Report screen will open. As shown in Figure 1.2, it provides relevant filtering and sorting options.

Figure 1.2

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 filters, and Only Item Returns and Show Summary checkbox filters 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 store-wise report records, as Figure 2.1 shows. 
Figure 2.1

Report Fields:
  1. Store #: This column displays the store number.
  2. Name: This column displays the store name.
  3. Cashier: The name of the cashier who handled the transaction.
  4. Type: The transaction type, such as cancel, void, or return. 
  5. Reg #: This column displays the number of registers used to handle return requests.
  6. Receipt #: The receipt number is mentioned here.
  7. Timestamp: The date and time of the return process are mentioned here.
  8. UPC: The product's UPC.
  9. Name: The product's name.
  10. Reason: This column shows the reason. 
  11. Qty: The quantity of the cancelled, voided, or returned product. 
  12. Price Each: This column displays the product's retail price. 
  13. Action: The View icon in this column will navigate you to the respective E-Journal record screen. 

3. Report Filter Options 

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

 Figure 3.1
  1. Filter Items: The Filter Items filter lets you select the report data based on seven parameters: UPC, Department, Category, Manufacturer, Tag, Vendor, and Department Tag. 3.1 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. 
  3. Checkbox Filters: 
    1. Only Item Returns: If you tick this checkbox and generate the report, the report will include only records of the returned products. However, the report format will be the same as shown in Figure 2.1.
    2. Show Summary: If you tick this checkbox and generate the report, the system will generate a summary report, as Figure 3.2 shows. 
Figure 3.2

3.1 Filter Items (Custom Filters)

The Filter Items filter lets you view the report based on a selected parameter from seven options: UPC, Department, Category, Manufacturer, Tag, Vendor, and Department Tag. This means you can access the Negative Items Report for the selected parameter, i.e., items (UPCs), departments, or any other parameter.

The Filter Items drop-down menu has two options: "Show All" and "Custom Filters." By default, the system selects "Show All" and considers all parameters to generate the report. The "Custom Filter" option allows you to view the report based on a specified parameter from seven options: UPC, Department, Category, Manufacturer, Tag, Vendor, and Department Tag.

Please follow the steps below to make the required selections:  
  1. Select the Custom Filter option in the Filter Items drop-down and click the "Manage" button.

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

Figure 3.1.2
  1. 1: Saved 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.
  2. 2: Manage Filters: Click this button to open the Manage Saved Filters screen. 3.1.1 Save and Manage Custom Filters explains the details.
  3. 3: Parameters Tabs: You will see seven tabs: UPC, Department, Category, Manufacturer, Tag, Vendor, and Department Tag. Select the required tab, i.e., "UPC," to create or apply a custom filter specific to the selected UPCs.
  4. 4: Search: Use this Search box for a specific result.
  5. 5: All Items: Use the Item filter to filter the Manage Filters screen data based on four product parameters: All Items, Child Only, Parent Only, and Standalone Only. Choose the required parameter. This filter is available only for the "UPC" tab.
  6. 6: Active Only: Use this filter to filter the Manage Filters screen data based on three product parameters: Active Only, Inactive Only, and All Records. This filter is available only for the "UPC" tab.
  7. 7: Match All Filters Drop-Down: The Match All Filters filter has two options, "Match All Filters" and "Match Any Filters." Select either option to determine whether the Manage Filter screen data matches all applied filters. This drop-down is particularly useful when you use multiple parameter tabs, such as when you choose a few UPCs from the "UPC" tab and a few vendors from the "Vendor" tab. 
  8. 8: Results: Here, you see the relevant list of data on the Manage Filters screen for the selected tab. For example, if you have chosen the "UPC" tab, it will show the list of all UPCs. You can use the "Search" bar for a specific UPC. You will see the data accordingly if you have applied the 4, 5, 6, or 7 filters.
  9. 9: Selection Checkboxes: Select the required UPCs by checking the corresponding checkboxes.
  10. 10: Arrow: Click the green Arrow button to move the selected records to the Selected Area.
  1. The Manage Filters screen will appear as shown in Figure 3.1.3.

Figure 3.1.3
  1. 1: Include or Exclude Toggle Button: When generating the report, you can decide whether to include or exclude the selected parameters in generating the report.
    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 from generating the report.
  2. 2: Clear Selection: 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: Click the "Apply" button for the selected parameters. The system will navigate you to the Negative Items Report home screen. Click "Generate Report" to have the system generate reports based on your selection.
  4. 4: 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

Please follow the steps below to save the configured custom filters for future use and manage the existing custom filters. 
  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." The system will save the filter.

Figure 3.1.1.1
  1. You can use the saved custom filter whenever you need it and delete it when you don't need it anymore. Reopen the Manage Filters screen and use the steps 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. When you click on it, a list of the saved custom filters will appear in the Manage Saved Filters pop-up screen.
  3. 3: Filter Names: The Filter Name list shows all saved custom filters. Click on a filter name to select it.   
  4. 4: 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.
  5. 5: Delete: Use the "Delete" button to remove the filter no longer required from the list. 
  1. Similarly, you can filter and set up the records for other tabs (parameters).
  2. To generate the 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" 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.
 Figure 3.2.1
  1. Select the specific date and time from the drop-down calendar. Alternatively, manually enter the date in MM/DD/YYYY format.
  2. Click inside the End Date field and follow the same process. 
  3. After making the appropriate selections for other filters, click on "Generate Report."

Presets

The Presets drop-down allows you to generate the report by selecting a common, specific duration/interval, such as Today, Yesterday, This Week, Last Week, etc. Please follow the steps below to choose the report's required date range using Presets. 
  1. Hover over the "Presets" button. 
  2. As shown in Figure 3.2.2, a drop-down menu will appear, allowing you to select the required duration or interval. The system will automatically set the Start and End Dates based on your selection.
  3. After making the appropriate selections for other filters, click on "Generate Report."
Figure 3.2.2

4. Scheduling a Report

FTx Cloud POS supports report automation, allowing you to configure and schedule a report. The system will then send the scheduled report to the designated email addresses at the specified frequency (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 provides quick access to frequently viewed reports through the "Favorite Reports" feature. You can save a report as a favorite and manage all your favorites from any report screen 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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