sales - manage sales status

Manage Sales Status (Working with missing sales)

Within an SBT or other item movement-based match, sales data is expected from the retailer for each store, business day, and supplier. When this data is not received by Park City Group, sales are reported as Missing.

Missing sales occur because:

One or more sales files were not sent to / received by Park City Group.

None of a supplier's items sold in the store that day, meaning there were no sales to report. (Sales are expected for each store day AND supplier.) This can simply be due to slow-moving items, or can stem from problems that occurred within the store, such as a freezer malfunction that thawed the supplier's entire stock of ice cream.
A store was closed due to unforeseen circumstances, such as bad weather. No items sold for any suppler at that location.

With Manage Sales Status you can:

Accept a day's sales for Supplier items that did not sell.
Close a day's sales for Stores that were not open.

IMPORTANT NOTES:

If a sales file was not received by Park City Group, it should be sent (or resent) as soon as possible. Contact Park City Group Client Support if needed.
You will most often Accept sales for suppliers whose items did not sell. Unscheduled closings are rare.
If any sales files were received for a store and business day, all remaining sales missing for that day display under Ready to Accept. These missing sales cannot be marked as Closed.
If you mark missing sales with Close Selected, you are marking the store as closed on that day. Any new sales files that arrive for that store and day will not be processed into Park City Group. This includes the posting of sales addendums. When in doubt, use Accept Selected.
If sales show up missing for days on which a store is always closed, such as a Sunday, we can set that store day as "closed" in your store profile. This prevents sales from showing up as missing for that day. Contact Park City Group Client Support for assistance.

The Manage Sales Status link will appear only if your business unit is set up to perform this task. For more information, please contact Park City Group Support.

Choose from the following tasks:

Accept Selected for Suppliers whose items did not sell (recommended). Can also be used for an entire store.

Close Selected for Stores that were not open on a business day.

Accept Selected for Suppliers (or Stores)

Use this when store sales are missing for one or more suppliers. Only sales for those suppliers are affected, with sales received for other suppliers being processed as usual for the store day. You can also accept missing sales for the entire store (all missing suppliers). Accepting at the store level does not prevent new sales files for that store day from being processed later.

Find the Missing Sales that are Ready to Accept

From the Item Movement tab:

Click Manage Sales Status.

Leave the Ready to Accept choice selected.
You can keep the search criteria "as is" to display all sales missing by supplier/store for the previous day.

Or you can enter criteria to display a different set of Missing sales by doing any of the following:

- Enter a different Starting with Date (and optional Ending with Date). This displays the Business Day beside the missing sales. The default is yesterday, displaying a single day only.

The Starting Date cannot be more than 120 days in the past. Ending Date must be within 7 days of the Starting Date.

- Select a specific Store. Enter all or part of a Store ID, click Choices, and select the Store. (Use asterisks as wild cards.)

You can also enter part of a Store ID and click Find to list all stores that include that ID. (Use asterisks as wild cards. It's not necessary to click Choices.)

- Supplier Level is selected by default, using Not Selected to show missing sales for all suppliers. You can select a single supplier to narrow your search.
- Choose Store Level to display missing sales by store only, without regard to supplier. Use this to Accept missing sales for all suppliers not reported at the store.

Click Find to display the results.

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Accept the Missing Sales

Select the Supplier / Store ID to accept. (You can select more than one.)

Note: Clicking Select All selects the current page only.

Enter a Reason Description stating why the missing sales are being marked as accepted. This is a required field.
Click Accept Selected.

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Close Selected for Stores

Use this when sales are missing due to a store being temporarily closed for business on a particular day. If a store is always closed on that day of the week, or is permanently closed, please contact Park City Group Support so we can adjust your store profile.

If any sales files were received for a store and business day, missing sales cannot be marked as Closed.

Caution: If you mark missing sales with Close Selected, you are marking the store as closed on that day. After you close the store, any new sales files arriving for that store and day will not be processed into Park City Group. This includes any sales addendums that may be posted. When in doubt, use Accept Selected.

Find the Missing Sales for stores that are Ready to Close

From the Item Movement tab:

Click Manage Sales Status.

Select Store Level and Ready to Close.

The Supplier Level option is hidden.

If desired, enter additional search criteria to Find the Missing sales.

- Enter a different Starting with Date (and optional Ending with Date). This displays the Business Day beside the missing sales. The default is yesterday, displaying a single day only.

The Starting Date cannot be more than 120 days in the past. Ending Date must be within 7 days of the Starting Date.

- Display a specific Store. Enter all or part of a Store ID, click Choices, and select the Store. (Use asterisks as wild cards.)

You can also enter part of a Store ID and click Find to list all stores that include that ID. (Use asterisks as wild cards. It's not necessary to click Choices.)

Click Find to display the results.

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Mark the Store as Closed for the day

Select the Store ID to close. (You can select more than one.)

Note: Clicking Select All selects the current page only.

Enter a Reason Description stating why the store is being marked as closed. This is a required field.
Click Close Selected.

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Updated 12/4/2007