Purchase Analysis Report

Purchase Analysis Report

Purchase Analysis Report Overview

Reports -> Inventory Reports -> "Purchase Analysis Report"

Inventory management will always be critical for retailers. Inventory reports will help you to track available, out of stocks, item returns, purchase details, invoice details, and many other useful reports of the inventory.
FTx Cloud POS includes a Purchase Analysis report that allows you to check the purchased items between specific date ranges, selecting specific parameters [UPC, vendors, etc.], and other filter options. An employee/super-admin can easily analyze and check the previously purchased item data using different report types.
In this technical document, you will see:
- How to check the purchase analysis report using different types of given report types
- How to apply the custom filter options to filter the purchased data as well as filtering item returns
- Grouping options to get the purchased data in a specific manner

1. Reaching the Purchase Analysis Report

To reach the "Purchase Analysis" 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 Inventory Reports

                                                                                                                                                                               Figure 1.1
  1. Step 5: Choose Purchase Analysis

                                                                                                               Figure 1.2
By clicking the "Purchase Analysis" report, you will be redirected to the "Purchase Analysis Report" page with relevant filter options.

                                                                                                                                                                Figure 1.3
You will see the "Report data is empty" message initially. You need to select the date range to check the purchase data in the report.

2. Generating Purchase Analysis Report

When you navigate to the "Purchase Analysis Report" page, you will get the options pre-selected by default. You will see the "Report Type" drop-down selection to generate the purchase report with specific data.

                                                                                                                              Figure 2.1
You can generate the purchase analysis report by selecting one report type from the drop-down selection:
  1. Purchase Analysis Summary
  2. Purchase Analysis Details
  3. Department Item Summary

2.1 Purchase Analysis Summary

By selecting "Purchase Analysis Summary," you will get the department-wise purchase analysis data between the specific dates. By generating the report, you can see on which date the store purchased the items from which vendor.

                                                                                                                              Figure 2.1.1
Understand the following details (column data) that are shown in the tabular format:
Store: It displays the name of the store from which the product was purchased.
Vendor: It displays the vendor who sold the products to the store.
Date: It displays the date when the product was supplied.
Invoice #: It displays the invoice number.
Qty: It displays the quantity of the products supplied by the vendor.
Cost: It displays the applicable cost of the product.
Retail: It displays the applicable retail price.
Profit: It displays the profit in dollar amount ($).

2.2 Purchase Analysis Details

By selecting the "Purchase Analysis Detail" type, you will get the department-wise purchase analysis report with the product name and UPC details.

                                                                                                                              Figure 2.2.1
When you generate the "Purchase Analysis Details" report, all the report data will be similar to the "Purchase Analysis Summary" report, but the "Item Name" and "UPC" columns will be additionally visible.

2.3 Department Item Summary

By selecting the "Department Item Summary" type, you will get only the department-specific item details that were purchased within the selected date range.

                                                                                                                              Figure 2.3.1
By generating the report, you will see the data of the inventory that was purchased between the specific date range.

3. Filter Options

Let's see how to filter the data to generate the desired purchase analysis data in the report.

3.1 Custom Filter

You will see the "Filter By" drop-down option, from which you can select the specific data for the purchase analysis 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 can see the different tabs to filter the data (items) for the purchase analysis report. You can choose the required data by navigating the tabs individually.
2. 
- You can see the list of records for the selected tab (i.e., Vendor). You can also search for a specific record by entering the label in the "Search" edit box.
-  You will find the checkbox along with all the records. You need to select the record(s) by ticking the checkbox.
- By clicking the green right-sided arrow button, move the selected record(s) to the "Selected List" area on the right side.

                                                                                                                              Figure 3.1.2
3. By clicking the green right-sided arrow button, move the selected record(s) to the "Selected List" area on the right side.
4. You can decide whether you want to 'include' or 'exclude' the selected record(s) when the purchase analysis report is generated.
5. 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.
6. You can generate the purchase analysis 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 Filter

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

                                                                                                                              Figure 3.1.1-1
After saving the custom filter:
1. 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 purchase analysis report.

                                                                                                                              Figure 3.1.1-2
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 popup.
3.
- Select Filter: Select any filter from the list to generate the desired purchase analysis 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 to check the purchased data in the purchase analysis report. Similarly, you can filter and set up the records for other tabs (parameters).

Once you have selected the records (from the custom filter) or selected the saved customer filter, you will see the "Selected Filters (All)" section. By generating the report, you will get the purchase analysis data as per the selected customer filter records based on the "Report Type" and date range selection.

                                                                                                                              Figure 3.1

3.2 Return Filter

You can filter and check the return data from the purchase analysis report to see if any returns to the vendor occurred in the past.
                                                                                                                              Figure 3.2.1
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Only Returns: If you select "Only Returns" and generate the report, you can see only the returned item data to the vendor.

                                                                                                                              Figure 3.2.2
Exclude Returns: If you select "Exclude Returns" and generate the report, you can see only the purchased item invoice data in the purchase analysis report.
Note: You can see the purchased data in the report as per the "Report Type" selection.

3.3 Date Range

You can filter your purchase analysis date in the report by selecting the date range as well as the specific time.
By clicking the edit box, you will get the tiny calendar to select the specific date range. You can also enter the date manually in mm/dd/yyyy format.

                                                                                                                              Figure 3.3.1
If you want the purchased data in the report with a specific time duration (till morning/evening), you can select the particular time (hour and minutes) from the date selection.
Presets
The "Presets" label is provided to select the specific duration/interval to generate the purchased data in the report.

3.4 Group by Location

Let's see how to check the purchased data by grouping it into "Locations" or "Location Groups." 
The "Location Groups" are the collection of locations and can be created from "Manage Location Groups" from POS -> Maintenance -> Locations. 
You will see a "Group By Location" drop-down from which you can select either "Location" or "Location Group" for grouping the purchase analysis data. By default, "None" will be pre-selected, which means the purchased data will be displayed without any grouping, as shown in Figure 3.4.1.

                                                                                                                              Figure 3.4.1

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

Location Group: When you select "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 purchased data under the specified location group.

                                                                                                                              Figure 3.4.2
After selecting the Location Group(s) and generating the report, you can see the Location Group-specific purchased data in the grouping.

3.5 Filter Locations & L. Groups

To check the purchased 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 3.5.1
By clicking that button, a "Manage Filters" window will pop up, from where 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 the saved custom filters.
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. By ticking the checkbox, the store will be selected.

                                                                                                                              Figure 3.5.2
4. By clicking the "Move" button (green-right arrow button), move the selected store record(s) to the right side under "Selected List."
5. 
- 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 purchased data in the report that is in the "Selected List" section.
- 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.
6. Apply or Save Filters: After selecting the store record(s), you can directly apply 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 3.5.3
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 Saved 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 3.5.4
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 purchase analysis report. Similarly, you can select the location group(s) to filter the records.

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 3.5.5
Note: "3.4 Group By Location" will group the purchased data based on locations or location groups, whichever you have selected, while the "3.5 Locations & Location Groups" custom filter option sets up a specific record selection. The purchase analysis data will be generated in the report as per the selected locations (stores) and/or location groups only.

3.6 Invoice Type

You can filter the purchased data based on the invoice types, "Standard Invoice" and "Adjustment Invoice." The "All" types will be selected by default, which means that when you generate the report, the purchased data will be included for both invoice types.

                                                                                                                              Figure 3.6.1
Standard Invoice
Standard Invoices are sent by the vendors. The vendor has supplied the items based on the inventory and store details in the invoice.
Adjustment Invoice
The adjustment invoices are based on the differences between the invoiced quantity and the verified quantity via the handheld device.

                                                                                                                              Figure 3.6.2
If you select the "Adjustment Invoice" type, the data will show the variances that occurred after verifying the items using a handheld device at the store.

Hence, you can set up multiple custom filters and select the relevant "Report Type" at the same time to get the purchase report with the specific data.

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