RJ Reynolds Retail Scan Data Report Overview

Key Considerations Before Implementing the RJR Scan Data Functionality: 

1. To include buydowns and discounts information along with sales data in the report, you need to configure a few settings for each discount and buydown created for tobacco products in the "Discounts" and "Buydowns" modules.
   
2. Also, ensure the "Hide Scan Data Options" setting in "Product/General Settings" (Settings >> POS >> Product/General Settings) is set to "No."
   
3. Configure a single FTP/SFTP and send a unified scan data report file for all locations.

Prerequisite Settings for RJR Scan Data Reports

There is a loyalty setting that needs to be configured first and foremost to get started with RJR Scan Data export files:

1. Go to Maintenance>> Select Settings & Panels>>Loyalty Settings>>RJR Settings
   

          Figure 0.0

1. Enter the company ID provided by RJR that is needed in the scan data exports.
   

Reaching RJR Retail Scan Data Reports Overview

1. Step 1: Log into Control Center
   
2. Step 2: Choose Point of Sale 
   
3. Step 3: Choose Reports
   
4. Step 4: Choose Scan Data
5. Step 5: Choose RJ Reynolds Retail Scan Data 
   

                                                                                   Figure 0.1

1. Understanding the RJ Reynolds Retail Scan Data Report

                                                                                    

Please see Figure 1.0 to know all the information needed to be filled out in the RJR Scan Data Exports.

1.1. General Information:

1. Report Type: This field lets you select the scan data report format type as RJ Reynolds Scan Data, PM/UST Retail Scan Data, or ITG Retail Scan Data. Here, you have to pick "RJ Reynolds Scan Data."
2. Notification List: Here, the email of the person is mentioned who is to be notified when the scan data report is sent to the manufacturer.
   

1.2. FTP Connection:

1. Single FTP/SFTP Connection: If this toggle is set to "Yes," then a single scan data file is generated for all the locations. If this is how the manufacturer wants the file, then establish the FTP connection as per the details provided by RJR needed to establish the FTP connection (explained below).

1. Enable Auto Send: This is a toggle that, when set to "Yes," enables you to auto-send the RJR file on the RJR server every week. If set to "No," you can generate scan data files manually with the "Generate Files" button (the process is explained below). 
   
2. Once you enable it, the Auto Send At field will appear, as Figure 1.2.1 shows.
   
1. Auto Send: Select the day and enter the time for scheduling the auto-send feature for a particular day and time.
   




                                            Figure 1.2.1

1. Method: Choose the method of making the connection with the RJR server. The drop-down selection is: FTP| SFTP| FTP Active.
   
2. Port: Enter the port number that was provided by RJ Reynolds, e.g., 21, that is utilized by your store.
3. FTP Site: Enter the IP address (or domain) where the file will be placed on the server.
4. Username: Enter the user name needed for FTP configuration.
5. Password: Enter the password to access the site.
6. Folder: This field requires the mention of the FTP folder where the generated file is to be kept.

Once done, click on the "Save" button in the top right corner.

Test FTP/SFTP Connection: This button lets you test the FTP/SFTP connection once it is established. See Figure 1.2.2.

                              Figure 1.2.2          

1. In case the Single FTP/SFTP Connection toggle is set to "No," you can configure specific location(s) as highlighted in Figure 1.2.3.
   

1.2.1. Add New Config:

This button lets you establish the FTP connection for the selected location(s).

                                                                   Figure 1.2.1.1

1. Location Field and FTP Configuration

The field for Location Field and FTP Configuration and the steps to configure the FTP connection are the same as above.

But you can add/configure locations for the scan data from Manage Location Assignment. (explained below).

2. Manage Location Assignments: 

Under this section, the locations are selected and configured for sending location specific data. You can either choose All, By Locations, or By Location Groups.

                               Figure 1.2.2.2

1. If you choose "All," the system will add all your store locations. But if you choose "By Locations," follow the below-mentioned steps to select and apply the location selection. See Figure 1.2.2.3.

                                                                                                                                                                                                       Figure 1.2.2.3

1. Find Location: Use this Search box to search for a specific location by name or location number.
   
2. Pricebook Zones: You can filter the location records results by pricebook zones. Make the selection as needed.
3. All Active: This is a drop-down that helps you choose the location type as All, Only Active, or Only Deleted.
   
4. 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.
   
5. Selection Checkboxes: You must select the required stores by ticking the checkbox.
   
6. Arrow: Click the green Arrow button to move the selected stores to Selected List.
   
7. Click the "Clear Selection" button to remove the whole selection. To remove any record from the list, click the Remove (x) icon.
   
8. Click "Apply" to apply the selection for generating the report or you can click on close to discard changes.
   

                                Figure 1.2.2.4

1. Once done, click on "Save Config" to save the changes made. 

3. Custom Location Settings

This section is useful when you create a Config for each location. You can enter customized fields per location and if a field is left blank, it will use the base report options.

                         Figure 1.2.2.5

1. Outlet Name: It is the outlet name on the first column of RJR/lTG scan data and also part of the file name. This should only need to be entered one time once validated.
2. Submitter ID: This is a unique identifier assigned to entities that submit data electronically.
3. Retailer Name:  It refers to the name of the store or retail chain that is submitting the sales data.

1.2.2. Location-Specific Action Buttons

                                           Figure 1.2.2.6

1. Download: This button is for the corporate side users who download and verify the report data. When you click on this button, the form highlighted in the Figure 1.2.2.8 below will be displayed. 
   
1. If the the Test File toggle is set to "Yes," then the file is downloaded as a test file.                     

2. Send: This button is to send the scan data over the FTP/SFTP connection on RJ Reynolds' server. Figure 1.2.2.7 will be displayed.

                                                                                          Figure 1.2.2.7

1. If the Test File toggle is set to "Yes," (as highlighted in Figure 1.2.2.7 above), then the file will be sent as a test file and the manufacturer would be notified that it is a test file. 
   

                Figure 1.2.2.8

4. Edit: Clicking this button allows you to modify the FTP connection and the configured location(s). Upon clicking, the Edit FTP Connection window will appear. Make the necessary changes and then click the "Save Config" button to apply the changes.
   

5. Remove: This button will remove the FTP configuration for the associated location.
   

1.3. Promotions

1. Discounts: This tab lists all active discounts in the scan data report, including Discount Name, Start Date, and End Date.

1. To ensure the discount is included in the scan data report, make sure to enable the In Scan Data Report toggle on the Edit Discount page.

1. Buydowns: The "Buydowns" tab lists all active buydowns in the scan data report, including the Buydown Name, Start Date, and End Date.
   

1. To ensure the buydown is included in the scan data report, make sure to enable the In Scan Data Report toggle on the Edit Buydowns page.

                                                   Figure 1.3.2

1.4. Report Options:

1. Provider: These are the companies that offer services to collect, analyze, and report sales data, often for retail and tobacco products.
2. Submitter ID: This is a unique identifier assigned to entities that submit data electronically.
3. Retailer Name:  It refers to the name of the store or retail chain that is submitting the sales data.
4. Outlet Name: It is the outlet name on the first column of RJR scan data and also part of the file name. This should only need to be entered one time once validated.  See Figure 1.4.1. Here, Middletown is the outlet name.

                              Figure 1.4.1

1. Device Multi Pack: If you enable this button, the system will split the scan data records into segments of 2.

For example:

1. If one or two records are in the scan data file, it will have one row. 
   
2. If three or four records are in the scan data files, it will have two rows. 
   
3. If five or six records are in the scan data file, it will have three rows. 
   

1. Auto Flag Promo: The toggle will automatically apply to the scan data if set to "Yes." 
   

                                                       Figure 1.4.2

1. Flag as Resubmission: If this toggle is set to "Yes," the system will add the "_RESUB" suffix to the file name for the RJR to identify the file as a resubmitted file. 
2. Coupon Department: This field lets you choose the department that handles the RJR coupon.
   

1.5. Filter Options: 

1. Add Filter: This button lets you add (filter) items in the scan data file you precisely need to generate files for.
2. From Add Filter Type, choose the item type from the drop-down as shown in Figure 1.5.1.
   

                                                            Figure 1.5.2

1. Manage Filters: As per the selection, you can manage item filters by following the steps explained below:

                                                                                                                                                          Figure 1.5.3

1. Find a Product: Use this search box to search for a specific product by name or UPC.
   
2. All Items: This is a drop-down that helps you choose the product type: All items, child items only, parent item, or standalone items.
   
3. 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.
   
4. Selection Checkboxes: You must select the required stores by ticking the checkbox.
   
5. Arrow: Click the green Arrow button to move the selected items to Selected List.
   
6. Clear Click the "Clear Selection" button to remove the whole selection. To remove any record from the list, click the Remove (x) icon.
   
7. Click "Apply" to apply the selection for generating the report or you can click on close to discard changes.

The added products will be displayed as highlighted in the Figure 1.5.4.

                                        Figure 1.5.4

1.6. Actions Buttons

1. Cancel: This button lets you cancel the changes you make at any time. 
   
2. View Run History: This button lets you view the scan data history log. For more information, please refer to 3. View Run History. 
   
3. Generate Files: This button generates the scan data files. For more information, please refer to 2. Generate Files.
   
4. Save: This button lets you save the changes you make at any time. 
   

2. Generating RJR Scan Data Files:

1. Make the export format settings as required and explained above.
   
2. Click on the Generate Files button.
   
3. The form highlighted in Figure 1.7.1 is displayed.

                                                                                                                                                                                       Figure 1.7.1

1. Time Frame: The manufacturer wants the scan data file to be sent the same day every week. Hence, the time frame generally is one week, and if the Enable Auto Send toggle is set to "Yes," it will auto-send the report that same day every week.
   
2. Test File: If this toggle is set to "Yes" and if you click on the "Download File" and "Send" buttons.
   

1. Close: This button lets you exit the Generate File form.
   
2. Download File: This button lets you download the file.
   

                                                             Figure 1.7.2

1. Send: This button will send the scan data file to RJR.
   

3. View Run History: 

                                                                                                                                                                                                                              Figure 1.8.1

1. Type: This is the format of the scan data report; it is RJR in this case.
   
2. Run Type: This is the run type of the report, whether it was downloaded or sent over FTP/SFTP.
   
3. Ran At: This is the date and timestamp when the report was sent or downloaded.
   
4. Start Date: This is the start date of the predefined time frame for sending over the report.
   
5. Stop Date: This is the stop date of the predefined time frame of sending over the report. The timeframe is most often set to 1 week.
6. File Name: The name of the scan data file is mentioned here.
   
7. Actions: The actions mainly include the "Download" button for downloading the file.