daily sales reports

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Daily Sales Reports

Introduction

IFP/Starfor databases include many options for analysing daily sales data. Themost flexible range of analyses is available when actual/forecast data are stored

in special daily files that contain sales values for each day within each month.

Daily Sales File Numbers

Daily sales files are completely independent of monthly sales files and are

numbered 0 to 99. Recommended numbering for daily sales files for is shown

below:

Month Daily Cum.

Actual

Jan 1 13

Feb 2 14

Mar 3 15

Apr 4 16

May 5 17

Jun 6 18

Jul 7 19

Aug 8 20

Sep 9 21Oct 10 22

Nov 11 23

Dec 12 24

Note that separate files are used for daily and cumulative daily data. This is to

allow for import of actual sales data from host systems, which tends to be

available on a cumulative basis rather than a day-by-day basis.

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Daily sales files are initialised via Actual/budget File Status Maintenance as shown

below. Note that the check box Daily file allows users to select monthly or daily

files.



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Importing Actual Data

Actual daily sales data may be imported in many different ways according to the

available formats from host systems.

Where data are available on a day-by-day basis the target file for the import

process may be the appropriate daily sales file (#1 to #12).

However, where data are only available on cumulative daily basis the target file

for the import process must be the appropriate cumulative daily sales file (#13 to

#24). A special file copying process is then available to convert cumulative data

into daily data (see below).

Any of the available updating options may be used, but the most flexible option

uses Import from external database via Excel, Access or formatted text files.

Example screens for this option are shown below:

Normally, the source file will contain actual sales data for an individual day (either

for the single day itself or cumulative sales to the day concerned for the current

month). Source files may also contain multiple records for target item codes in

the Starfor database. In this case, it is important to select the option Clear

target file first in order to avoid double counting of any previously imported

values for the day concerned.



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It is also import to select Add to existing values so that multiple source file

records for the same target item code are automatically consolidated.

The example shown below uses a formatted text file (CSV format), but any of the

supported formats may be used.

Text File Drivers

When importing formatted text files (CSV files) it is advisable to create a special

text file driver, Schema.ini, that defines the specifications of each column in the

source file. Full details of text file drivers are available from the following link:

http://msdn.microsoft.com/library/default.asp?url=/library/en-us/odbc/htm/odbcjetschema_ini_file.asp

http://msdn.microsoft.com/library/default.asp?url=/library/en-us/odbc/htm/odbcjetschema_ini_file.asphttp://msdn.microsoft.com/library/default.asp?url=/library/en-us/odbc/htm/odbcjetschema_ini_file.asphttp://msdn.microsoft.com/library/default.asp?url=/library/en-us/odbc/htm/odbcjetschema_ini_file.asphttp://msdn.microsoft.com/library/default.asp?url=/library/en-us/odbc/htm/odbcjetschema_ini_file.asp


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An example text file driver for a particular source file, DailySales0609.Txt, is

shown below:

[DailySales0609.Txt]

ColNameHeader=TrueFormat=Delimited(;)

Col1=Code Text

Col2=Description Text

Col3=PGS Text

Col4=CGroup Text

Col5=Date Text

Col6=Month Text

Col7=Day Text

Col8=Account Text

Col9=Amount Text

Col10=Units Text

Col11=Ctry-Agent Text

Col12=LOP Text



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Starfor Field Mappings

In this example units and values are included in each record with the day number

being in a separate column. Hence, the Starfor field Month/day is mapped to

the source file column Day. Starfor fields Units and Value are mapped to Units

and Amount.



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Filtering Source File Records

The above source file contains amounts for all of the following booking types:

Account Booking Type01100 Gross Sales

10500 Returns

10400 Mandatory Rebates

10190 Natural Rebate

10195 Natural Rebate

10100 Other Rebates

Each booking type may be stored in separate Starfor files to provide the most

flexible range of analyses. In order to separate booking types for import purposes

special import mapping rules are required. For example, when importing returnsdata the mapping rule below would skip all records that do not have an account

10500. Note that any source file code Skip will not appear on exception reports.



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The above rule would produce the following type of sample of imported data:



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Creating Daily Files from Cumulative Files

Where actual data is only available on a cumulative basis, the corresponding

individual daily sales data file may be created using a special option under

Actual/Budget File copying. To access this option, select the Use daily files and

Cumulative to daily options below.

The above option copies data into the target daily sales file as follows:

Day n sales = Cumulative sales for day n - Cumulative sales for day n-1



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Daily Sales Summary Reports

Many different formats of report are available using daily sales data. The most

flexible option for generating daily sales reports is Crosstabulation Analysis.

One useful format of daily sales report shows sales for the current day, month to

date and for the year to date with variances vs. budget. Part of an example

report is shown below.

File Options

The above report format requires a mixture of daily and monthly sales files.

Hence, it is essential to select the option Use daily files on the screen below.



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When Use daily files is selected, all files are assumed by default to be daily files.

However, monthly sales files may be used by selecting the relevant the Days adj

option. Hence, in the above example files 1 and 4 above are daily files, whereas

files 2, 3 and 5 are monthly files.

Report Definition Files

This example uses a report definition file to define the lines shown. Product lines

and sub-totals are defined as normal using either HQ group codes or local product

group codes.

The first line shows the current trading day and total number of days in the

current month. This is a simple text line containing three special codes; i.e.

CL~ Label for current trading day of current month

CD~ Current day number

TD~ Total number of trading days in current month



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Inclusion Options

Any combination of item inclusion options may be used for daily sales reports.



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Crosstabulation Options

The example report above requires careful definition of each column.



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Note the following special points:

Column 1 = Sales for current day from file 1 (current year daily actuals file).

Column 2 = Current month plan sales

Column 3 = Current month plan sales / Total days for current month (CN)

Column 6 = Cumulative actual sales to current day

Column 7 = Column 3 * Current day number

Column 10 = Cumulative actual sales to previous month (PM)

Column 11 = Cumulative plan sales to previous month (PM)

Column 12 = Column 6 + Column 10


Column 16 = Cumulative prior year sales to current day

Column 17 = Cumulative prior year sales to previous month (PM)


Column 20 = Plan sales for full year (FY)



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Daily Sales Time Series Analyses

Another useful format of daily sales report shows a day-by-day analysis of actual

sales variances vs. budget and prior year. Part of an example report is shown

below.

File Options

This analysis uses the same set of monthly/daily sales files used in the above

summary analysis example. Note the importance of selecting the current day as

the Last period for this analysis (otherwise redundant lines will appear for days

not yet completed).



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Report Definitions

The above report format uses a special type of report definition. Line 1 simply

contains heading data for the following lines.



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Line 2 defines the product(s) required in terms of the selected classification

variable (HQ group). By using ??? as the HQ group code required this definition

may be used in conjunction with any selected combination of products on item

selection screens.

This line also contains special codes in the description entry as follows:

? Locates the end of any line description (Totals)

Note that day label starts in this position in printed report

DD~ Day number for current month

TD~ Total days in current month

MD~ Cumulative annual day number for current day in current month

AD~ Total number of days in current year

Day labels and numbers of days in each month are maintained via Trading Days

Maintenance.

The advanced options for this line specifies that the line is exploded by day

(Exploded periods line). Note that the line is also marked as hidden since the

totals for the exploded period are not required on the printed report.



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Inclusion Options

Any combination of item inclusion options may be used for daily sales reports.

However, users should not combine the above Exploded period option with

drilldown report options available under the Advanced button below.



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Crosstabulation Options

The example report above requires careful definition of each column. Most of the

option settings required here are similar to those for the above summary report.



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Note that columns 6 and 7 are marked as Cumulative columns. This is to obtain

cumulative daily sales values for the month to date (MTD) actual and plan

columns.



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Other Daily Sales Report Formats



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daily sales reports

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