SALES ANALYSIS. MaddenCo Inc. Revised March Copyright 2017 by MaddenCo, Inc. All rights reserved.

Transcription

1 SALES ANALYSIS MaddenCo Inc. Revised March 2017 Copyright 2017 by MaddenCo, Inc. All rights reserved.

2 Please understand that MaddenCo has expended substantial sums in developing and maintaining its software, systems and related materials, and as a result, it has and will continue to have substantial proprietary interest and valuable trade secrets therein. Also understand that MaddenCo's software, systems, related materials and the "ideas" represented by software, as well as the physical materials, are valuable trade secrets and are strictly confidential material, and important, and that its confidentiality gravely affects the successful conduct of the business of MaddenCo. 2

3 Table of Contents Understanding the Importance of Sales Analysis... 5 The Basics... 5 Tire Dealer System... 6 Daily Sales Report Menu... 7 Store... 8 Message... 9 Summary Groups...10 Summary Group Selections...11 Print Totals or Detail...12 Selection...13 Cost Choice...16 Printer The Analysis...19 Sales Summary Report...19 Daily, MTD & YTD Sales Summary...20 Customer Comparative Sales Summary...26 Comparative Sales Summary vs. Budget...27 How to Input your Budgets...27 File Maintenance Menu...27 Store...28 Work with Salesmen...29 Add a Budget...29 Budget Data...30 Report...31 Sales Tax Due/Collected Report...32 Sales Tax Support Register Column Sales Report Column Sales Report Maintenance...40 Report Name Creation...41 Column Definition...42 Running the 10 Column Sales Report...48 Select the Report...48 Dates...49 Selection...50 Client Server...51 Report...52 Monthly 10-Column Sales by Customer...53 Monthly 10-Column Sales by Customer Class...54 Customer Ranking Report...55 Ranking...55 Customer...56 Report...57 Profit Dollars...57 Profit Margin...58 Dollar Sales...59 Unit Sales...59 Product Ranking Report...60 Dollar Profit...61 Profit Margin...61 Quantity Sold...62 Sales by Zip Code / Advertising Code

4 Customer Purchase by Class...64 Sales Summary by Salesman, Vendor, Class...65 Sales Incentive Menu...66 SPIFF Maintenance...66 Auto Generate SPIFF...67 Daily and Monthly SPIFF Report...68 Commission Plan Maintenance...69 Commission Report Via Plan-IDS...76 Download Report to Client Server...78 Conclusion

5 Understanding the Importance of Sales Analysis Sales Analysis is the process that makes or breaks your company. Pretty strong statement but we think that you will agree with this statement by the time you finish this course. What is so special about Sales Analysis? It is through Sales Analysis that you come to understand the true dynamics of your company. You need to know who your customers are and what products you are selling. More importantly, you want to gain a better understanding of this relationship so that you can do a better job of complementing this mix and bringing products and services to your customer base that will increase sales and profits. Through Sales Analysis, you may discover an area of your business that is not generating the volume that you desire. You can then determine ways to increase the volume or plot a strategy to eliminate the category and shift those resources to more profitable and productive areas. By looking at your Sales Analysis, you plot your strategy to achieve your goals. Think of it as your road map. And whether you believe it or not, you need to look at the map to guide you to your final destination. Just because you have been down this road for the last 20 years doesn t mean that you are on the right path. You need the confirmation of Sales Analysis to assure yourself that you are on the road to Success. The Basics First, we are going to run through how to run a report. If you are an old hand at running reports, you may choose to skip this section. However, you never know when you may learn something new. 5

6 Tire Dealer System We will start at the Main Menu with the Tire Dealer System option. Next, we want to go to the Sales Menu. 6

7 From here, we want to take the Daily Sales Report Menu. Daily Sales Report Menu On the Daily Sales Report Menu, we want the Sales Summary Report option. We will discuss Product Ranking Reports, Customer Ranking Reports, Customer Purchase by Class and 10-Column Sales Reports later. 7

8 Store As is the usual sequence in reports generated in the MaddenCo Tire Dealer System, we start out selecting the store, region or all stores to report. You must have authority to the selection that you make. 8

9 Message This screen lets you do several things. First, you may put in a free format message that will print on the first page of the report. Secondly, you can select the report date, which is usually today s date. Third, you select the date range for data to be included. Lastly, you input the report spacing. If you aren t using this screen to its full potential, give this a second thought. How many times have you picked up a report 3 or 4 days after you ran it and asked, Why did I run this? Well, this screen can end that problem. It is strongly recommended that you put in the recipient s initials and the reason you ran the report on the top line. For example, if you ran this report to look at gross profit % s on the passenger tire line, you might put the following on the top line: RB-GP% Pass Tires. The 10 seconds you spend putting in this info could save you minutes later on. Just something to think about. Another neat and nifty tool is the Report Spacing option. Normally, you will probably single space most reports. However, if you are going to do something different with the report this time and you think you need a little more room to write instructions, tips, criticism or whatever, then you can specify multiple line spacing (2-9) for this time and get the report printed the way you need it. Good stuff. KEEP IN MIND THAT YOU MUST SET CONTROL RECORD KEEPDSAL TO A VALUE THAT WILL SUPPORT YOUR REPORT REQUIREMENTS. THE DEFAULT IS 75 DAYS. IF THIS IS NOT ENOUGH TIME, DO MAINTENANCE TO CHANGE THE VALUE TO MEET YOUR NEEDS. 9

10 Summary Groups The next screen designates our summary groups. This can be a confusing screen until you gain a full understanding of the concept. When I first saw it, I thought this was a sort sequence screen. Wrong answer. This is a great time to learn and use our Help Text. Position your cursor on a screen field and take the More Help function. 10

11 You will get web based help text. What we are specifying are the various grouping criteria and the sequence in which they will be displayed. Notice also that control keys are referenced. Just remember, there is help text all over the place. Most of it is cursor sensitive. And don t forget to page down to display ALL of the help text about this topic. Many times there are multiple pages, as is the case here. I only included the first two pages. Don t hesitate to use help text. The worst thing that can happen is that you don t actually get the answer that you are looking for or the help text doesn t cover the topic that you desire. We want our help text to be as useful as possible. Summary Group Selections When you have made your selection of groups to report, the screen will look something like this. In this example, I want to see results for my Salespeople, Vendor/Class and Store Totals. You may prefer to run these on separate reports. I like to have all of the data that I m looking for in one report. This is a matter of personal choice. When running the Sales Summary reports, if you choose groups CV-Product Class and Vendor or CT- Product Class and Type, the group on the report will have subtotals by Product Class. 11

12 Print Totals or Detail The next screen gives us the choice of printing details or totals only. Here, we are determining if we want to print summary totals. If all you want to see are totals, answer Y. Otherwise, to get the details, answer N or leave blank. If answered Y, only a total page, totaling all stores, will print. If answered N, one page will print for each store and a total page will print totaling all stores. 12

13 Selection Next, we input any selection criteria that we might have. Now is your chance to limit the scope of the report. By leaving all fields blank, you will receive all data for the period selected. However, this screen allows you to narrow the scope of the report by product, class, vendor, customer, salesman or other criteria. Use the Help Text for further clarification of each selection criteria. Just know that you don t have to print 5 inches of paper to get the single sheet that you really want. 13

14 If control key ASALESEL is set to Y, an additional selection screen is available. These additional selection criteria help you streamline the report to just the data you really want to see. Note that the additional selection criteria includes National Salesman, Route Codes. Customer User fields are included on another screen. 14

15 And the Product User fields are on yet another screen. The reports that use this option are: Daily Sales Summary Monthly Sales Summary Daily Product Ranking Monthly Product Ranking Daily Customer Ranking Monthly Customer Ranking Monthly Sales by Zip/Adv Source Code Comparative Sales Customer Comparative Sales 15

16 Cost Choice This screen allows you to choose which cost factor to use, actual or replacement. Here is where you designate the cost value to be used for gross profit analysis. Most will use actual cost, A, for your criteria while some of you manage your replacement cost to reflect actual plus a defined markup. If you want to produce the report using replacement cost, select R, replacement. 16

17 Printer This screen allows the selection of a printer other than the default printer. Lastly, input the printer ID if you want the report to print on a printer other than the default printer. The default printer is highlighted above the printer input area. For sales reports, the default printer id will come from the 1411 printer control key. If you want more than one copy of the report, change the copies value to the total number of copies that you desire. And last, you can place the report on hold. This can be a good idea if you are printing overnight or the report is especially long. By placing the report on hold, you can make sure the report has printed satisfactorily before you delete it from the print spool. REMEMBER: THE REPORT CAN BE VIEWED FROM THE PRINT SPOOL SO BE CAREFUL ABOUT LEAVING SENSITIVE DATA RESIDENT ON THE PRINT SPOOL. Note: This screen will display only if control record RPTPRCP is set to Y. 17

18 If you have the data exchange module and the control record EMREPORT is answered with a Y, this report can be ed. By using the Find Address function you can select from existing addresses or you can use the Add function to add an address. 18

19 The Analysis Now that we understand how to generate the report, let s get down to understanding what the report is saying. Sales Summary Report The report we just ran prints the following information from left to right: 1) The selection criteria that were selected on page 13 above. It will print in the sequence in which it was designated. In our example, Account Salesman will print first, then the Selling Salesman, then the Mechanic, then vendor and class totals, and finally, Store Totals. 2) The next column of data presented is the Units sold during the period designated. 3) The next column presented is the Sales $ sold during the period. 4) The next column presented is the Sales $ for each line as a % of the total sales $ in the category. 5) The next column presented is the Profit $ generated by the sales during the period. 6) The next column presented is the Profit $ for each line as a % of the sales $ of the line. 7) The last column presented is the Profit $ for each line as a % of the total gross profit $ in the category. The analysis of this report focuses on the distribution of the sales dollars, the gross profit percentage of each category and the distribution of the gross profit dollars by category. 19

20 Obviously, we want to look at each category and look at its respective results. What we are most concerned about are the trends of the category. Particular attention should be paid to those areas that we consider to be our strengths. If we are not performing up to speed in those areas that we think are our best areas, then it will be even more difficult to improve in those areas that are not our strengths. Daily, MTD & YTD Sales Summary This report prints the sales units, dollars, profit dollars and profit percent for the date/month/year ranges selected. Each column section prints for date ranges entered on the selection screen. The first column section prints the daily sales. The second column section prints for the year period as does the last column section. You can enter a month to date selection for the second column and a year to date selection for the last column. This report uses the same selects and sorts as other sales reports as defined below. 20

21 If control key ASALSESM is set to Y, an additional salesman selection screen is provided. You are prompted to select a salesman type and store. You will then be asked if you want to use the Account, Selling or Mechanic for selection in the sales file. Sales will then be printed for any salesman whose type and store from the Salesman master file match the selection. 21

22 The report looks like this: Like the Sales Summary report, the report focuses on the selection criteria of Salesmen and reports the Units, Sales $, Profit $, and Profit % of each participant. Currently when running the Daily, MTD & YTD Sales Summary report from the Sales menu, the %% column contains the sales profit percent for each column. If you would like to use the %% column to show the percent of change in units or sales or profit there is a new feature that will do this. To use this new feature add new control key SSINPTYN with a value of Y. This key can be set by store or user/workstation. 22

23 When the value of control key SSINPTYN is Y, you will be presented with a screen to choose which percent option you would like to see on the report. If you choose number 1 = Percent of Profit the report will run as it currently runs. If you choose options 2, 3, or 4 the %% will contain a percentage of difference from one column to another. In the report below we chose option 3 to compare the percentage of change in sales dollars from one column to another. The yellow arrow below shows where the text explaining which option for percentage is on the report. The %% in column 3 will always be blank since it is not compared to any other column. The %% in column 2 will have the percentage of change from the sales amount in column 3 to the sales amount in column 2. The %% field in column 1 will have the percentage of change from the sales in column 2 to the sales amount in column 1. If the column you are comparing to has a zero amount, the percentage cannot be calculated so the %% column will contain an asterisk (*). If the percentage of change is greater than 999 you will see a plus sign (+), and if the percentage of change is less than -999 you will see a minus sign (-). 23

24 24

25 Comparative Sales Summary One of the most useful reports in the system is the comparative sales summary. This report allows you to see how your salespeople are doing this year compared to last year. This information can be extremely helpful, particularly if your sales numbers are down. This is a report that you will definitely want on your month-end auto report generation. You can also run this report at anytime during the month. So if you notice sales are down some vs. last year early in the month; then you should run this report to try to pinpoint which salespeople are lagging behind. From here, marketing strategies and sales calls can be planned to counteract this sales trend. 25

26 Customer Comparative Sales Summary The customer comparative sales summary can provide great insight into how you are doing with a customer this year vs. last year As you can see, comparisons of this year vs. last year are made on units (1), sales dollars (2) and gross profit dollars (3). You may find out that your customer has completely quit buying a given product line from you and you were totally unaware of this. This information gives you the opportunity to customize programs for your customer that will build loyalty and achieve an expected profitability level. By running this report at each month end, you can keep up with changing customer trends. You can run this report during the month but keep in mind that the prior years values will represent the entire month. 26

27 Comparative Sales Summary vs. Budget How to Input your Budgets A very useful tool in managing your business is the use of budgets. Monthly sales budgets with corresponding gross profit amounts can be input by salespersons. Reports are then available anytime within the month to quantify the comparison of actual results versus budget. File Maintenance Menu The first step is to go to the File Maintenance Menu. Then select Salesman File Maintenance. 27

28 Store Next you select the store with which to work. In this case, I will work with all stores as I want to establish budgets for all salespeople. 28

29 Work with Salesmen This screen allows you to choose the salesman for which you will input a budget. Add a Budget This screen allows you to input the budget year, period, sales dollars and gross profit dollars. 29

30 Budget Data After you have input the data, your screen will look something like this. This will now allow us to run the comparison report vs. budget. 30

31 Report The comparison report will look like this. Note that the report allows for a partial month presentation. It presents MTD and YTD data as well as YTD Prior Year. Sales dollars, gross profit dollars and gross profit percent data are presented. It is recommended that if you are going to use budgets, you run this report at least weekly. 31

32 Sales Tax Due/Collected Report This report calculates the sales tax due using the state tax and tax authority codes along with checking for tax exemptions. The FET amount is also calculated if applicable. The report lists sales by year/period and by store, prints non-exempt and exempt sales, and shows the amount of tax due and tax collected for each state. Select the store, region or all stores for this report. 32

33 Next, select the order for the report to print. Choose the order based upon your unique reporting requirements. Next, select the state. Enter 00 to select all states. 33

34 Select the source of history to use for calculating the sales tax owed. Enter I to print the report from the Invoice History File. If you have state required maximum tax amounts or override percentages, this report will calculate the tax required from Invoice History by recalculating the sales tax from each invoice. Enter S or blank to print this report from the sales file if your state does not require a maximum tax amount or override percent. 34

35 Select the reporting period for the report. This screen appears when you select Invoice History file reporting. You can select from either a YR/PR of time or a Date Range. Some states only require sales tax to be paid on invoices that have been collected. This screen allows you to make that designation. This screen appears if you select Invoice History as the source of the report. 35

36 The report looks like this: 05/17/12 SALES TAX REPORT Page: 1 Exempt Federal Code Description Excise Tax Sales Tax Due IN STATE TAX Tax FET N NON-EXEMPT SALES RESALE NATIONAL ACCOUNT INTERCOMPANY Total Tax Due Total Collected Tax Difference 0.00 This report can also be ed. Sales Tax Support Register 36

37 This report lists each invoice and shows customers, the customer state, product exemptions, quantity, and prices for the year period range entered for the state and authority selected. Voided invoices are printed as VOID in the customer name. After selecting the store, region or all stores to be reported, and the report date is selected, you are presented with the select values screen. 37

38 Either select YR/PR timeframes or input invoice date ranges. Next, select the state/taxing authority to report and any tax exempt codes. You must enter a state/taxing authority. Control key DISC%LN determines whether the line discount if entered in counter billing is printed on the report. If control key SLTAXYN is answered Y, the state authority is printed on this report. 38

39 The report looks like this. 39

40 10 Column Sales Report One of the most versatile reports that we have in the sales arena is the 10 Column Sales Report. Not only do you get to design the report, you can also download the data in the report to your PC and import the data into Excel or Lotus or some other spreadsheet program. This truly gives you tremendous flexibility. We start by building the report format. 10 Column Sales Report Maintenance We begin the creation of a 10 Column Sales Report by selecting the maintenance option. 40

41 Report Name Creation The next step is to give your report a name. This name is 6 characters long and can begin with a number or a letter. A 30-character description is provided to describe the report. This information is displayed when you do maintenance or run the report. 41

42 Column Definition This is where the fun begins. You have 10 columns in which to print data but up to 25 can be downloaded to a spreadsheet. You decide their sequence. You decide what each column represents. Let s take a look at how each column is constructed. There is a tremendous amount of information on this screen. It will take us awhile to discuss it all. Starting at the top left corner, this tells us that we are in Column 1. Moving down the page, the next line of data allows the input of 4 rows of column heading. Note: If you don t need all 4 rows, input your header so that the blank lines are at the top. This way, the column header will end on the last line of definition. Also, note that the words are right justified in each row. This is done automatically for you if you will Field Exit from each field as you finish with your input. Because the data is presented in right-justified fashion, so are the headers to make for a more pleasing presentation. Now we are to the point where you define the type of data to be presented in the column. As you can see, there are 12 different types of data to be presented. Most are straightforward in their definition. Note: Actual and replacement cost can be selected as a value to print in a column. The last option allows you to divide one column by another or to state one column as a percent of another column. You can also add or subtract the value of two columns from each other and the value can be shown in a column. 42

43 Customer Class is the next area for definition. Up to 10 classes can be defined but, as is the case with Product Class and Product Vendor/Type, you either include or exclude classes, but not both. Next, you can define a column with product number(s) included or excluded. (Input I or E in the field at the end of the line.) You must use only one option, INCLUDE or EXCLUDE. You cannot do both within the same report. We are not using this selection. 43

44 The next area of definition is Product Class. Note that there are 50 fields for data. You can include or exclude up to 50 product classes. This means that by Including or Excluding the appropriate classes, all data can be incorporated into the report. Just remember: FOR EACH SELECTION YOU EITHER INCLUDE OR EXCLUDE IN YOUR STATEMENT BUT YOU DO NOT DO BOTH. Be sure to enter any leading zeros for product class. For product class 05 you must enter

45 Product Types are our next area of definition. There are 30 fields to Include or Exclude. As with Product Vendors, we believe that this is a sufficient number to accomplish the task at hand. Be sure to enter any necessary leading zero values for product type. 45

46 If Control key VNDTYPYN is set to Y, product types are kept by vendor. If this key is set, you will be prompted for vendor and type for the Product Type Select Screen. We are not using this selection. 46

47 Product Vendors comes up as our next area of definition. There are 30 fields to Include or Exclude. While this does not give total coverage to product vendors like you had in product class, we believe that this is a sufficient number to accomplish the task at hand. Be sure to enter any leading zero values necessary for product vendors. For product vendor 009 you must enter 009. In this example, we have set Column 1 as follows: Heading Goodyear Passenger Tires Product Number None Product Classes Include 05 Product Types None Product Vendors Include 009 Customer Classes Include 1 Print UN = Units The next 24 columns, if desired, are defined using the same concepts. You do not have to use all 25 columns. That is totally up to you. Remember, only 10 columns will print. Let s run a report and see what the results look like. You may print dollar only values to allow for amounts greater than ten million by setting control record 10CLSLND to Y. You may print two decimal positions on the Ten Column Sales Report by setting control record 10CLSUND to N. 47

48 Running the 10 Column Sales Report The 10 Column Sales report can be run from either the Daily Sales Report Menu or the Monthly Sales Report Menu. The difference is this: The Daily Sales Report Menu allows you to run the report from a specific date to a specific date (i.e., 09/01/07 through 09/30/07). The Monthly Sales Report Menu allows you to run the report from a specific period to a specific period (i.e., 2008/01 to 2008/01). I will run this report from the Daily Sales Report Menu. Select the Report From the Daily Sales Report menu, select the report. We have already discussed Stores and Message screens. 48

49 Dates Input the report dates here. 49

50 Selection Input the report name and the category for this report to print. You can use the Find function to pop-up a list of available report formats. If Date is selected, Daily Ten Column Sales Reports will list by date. Monthly Ten Column Sales Report will list by Year/Period. Three new category selections have been added to the 10 column sales report to allow the report to be run by product vendor & class, product class & vendor, and product class & type. 50

51 Client Server If you are using the download function, this is where you input your file and file description information. To get this screen, control record DWNLODPC must be set to Y. I strongly encourage you to attend our download class or review the document online if you will be using that function. You can download up to 25 columns of data. Only the first ten will print on the report but an additional fifteen columns can be computed and available for downloading. 51

52 Report Let s take a look at the report. You can set up as many of these as you wish and run them whenever you wish. Be creative. 52

53 Monthly 10-Column Sales by Customer This report will print by Customer by Store, subtotaling by store number. 53

54 Monthly 10-Column Sales by Customer Class This report will print by Store by Customer Class, subtotaling by customer class. 54

55 Customer Ranking Report The Customer Ranking Report is designed to allow you to examine your customer base from several different directions. Let s take a look. The Customer Ranking Report can be run from either the Daily Sales Report Menu or the Monthly Sales Report Menu. The difference is this: The Daily Sales Report Menu allows you to run the report from a specific date to a specific date (i.e., 08/24/07 through 09/23/07). The Monthly Sales Report Menu allows you to run the report from a specific period to a specific period (i.e., 2007/09 to 2007/09). I will run this report from the Daily Sales Report Menu. Ranking Input the ranking criteria that you want. You can leave all answered yes if you wish or you can change any of these to no. To print the Customer Ranking Report by Sales and the Customer Ranking Report by Units without showing profit information set control key SRSHWPFT to N. 55

56 Customer Select whether you want the report to accumulate on Bill To, Ship To or Enterprise Customer. Running the report by enterprise customer allows you to summarize the sales information for all customers associated with an enterprise customer. For example, if a company has a ship to address (where it is shipped) and a bill to address (a regional office to bill) the enterprise number can be used to cover the national sales for regional and ship to accounts for this enterprise customer. Additionally, when running the Customer Ranking Report or Customer Comparison Report for a specific customer, you are prompted to select between Bill To, Ship To or Enterprise Customer. If you select Enterprise, you will see another screen that prompts you to select which sub-select you want reported. If you answer Ship To, the report will print detail for each ship to assigned to the Enterprise. If you answer Bill To, the report will print detail for each bill to assigned to the Enterprise. 56

57 Report Let s take a look at the four reports. Profit Dollars This report ranks customers based upon profit dollars generated. I personally like this report best because it is profit dollars that keeps the business going. Note that the other categories of profit margin, dollar sales and unit sales are also reported. 57

58 Profit Margin This report ranks customers from the highest profit margin to the lowest. 58

59 Dollar Sales This report ranks customers from highest dollar sales to lowest. This can shed important light on which customers are doing the most volume with the least profit contribution. Unit Sales This report ranks customers based upon unit sales. 59

60 Product Ranking Report The Product Ranking Reports are very similar to the Customer Ranking Reports. The ranking choices are different. Here, you choose between dollar profit, profit margin and quantity sold. Here is an example of each report. A customer s price and current margin can be listed on the Product Ranking Report if control record SLSRKPRC is set to Y and a customer is selected. To print the Product Ranking report by Quantity Sold without profit information set control key PRSHWPFT to N. 60

61 Dollar Profit This report ranks products based upon dollar profit contribution. Profit Margin This report ranks products based upon profit margin contribution. 61

62 Quantity Sold This report ranks products based upon quantity sold. 62

63 Sales by Zip Code / Advertising Code This report is very helpful to determine the effectiveness of advertising campaigns or to examine sales potential of a new geographic area. 63

64 Customer Purchase by Class This report quantifies customer purchases by product class for a year period. The report can be ran daily. You must enter a customer number. The total units and sales dollars for the customer selected are printed on the first page of the report. The next page prints the detail information behind the totals. Each product class category is printed with its units and dollar sales. Control keys ICYESNO, SLEX0xx, and PCLS0xx control the data presented in the report. The customer purchases by class report prints a grand total page. You can also select to only print the grand totals when the report is run. The report can also be ed. 64

65 Sales Summary by Salesman, Vendor, Class This report is very helpful to determine how a salesperson is performing by vendor and class. You have comparative numbers from year-to-year for units and sales dollars. This can give you great insight in to which vendors are moving up and which ones are falling off. 65

66 Sales Incentive Menu SPIFF Maintenance Spiff maintenance begins with choosing the store to maintain, then deciding if the changes are to be copied to other stores. This is just like product maintenance. Use the Add function to start a new spiff. The most important thing to remember about Spiff s is that you must set them up BEFORE the start date. The system will not retroactively accumulate spiff data. 66

67 Next, enter the product number for the item to have the spiff. Using the Find function will bring up the standard product inquiry screen. Enter your SPIFF Start Date and Cutoff (END) Date. You can designate a SPIFF on all sales regardless of sale price by inputting a Y as the response to the question. To designate a specific SPIFF value to be paid at each price level, simply input the amount of SPIFF to be paid at each price level. Just remember, the SPIFF amount is paid for a sale at OR above the price level. Repeat the process for as many items and/or price codes that apply. Auto Generate SPIFF The Auto Generate function allows you to auto generate spiffs. The normal product selects screen appears followed by the SPIFF Start Date, Cutoff Date, and Amount by Price Code. Auto generate makes it easy to establish a large number of Spiffs. 67

68 Daily and Monthly SPIFF Report The report format is the same for the daily and the monthly SPIFF report. Select the store(s) to be reported and the appropriate time period. You can select Account Salesmen, Selling Salesmen or Mechanics or all three. 68

69 Commission Plan Maintenance Commission plan maintenance begins with selecting the store for the plan. Existing plans are then displayed. You can add new plans by either choosing the Copy option to copy an existing commission plan or use the Add function to create a new plan. We will use the Add function. 69

70 Commission Plan-Id - Enter the plan id. This is a two character alpha-numeric entry. The plan-id is used to identify your different commission structures. Each salesman who is being paid a commission should have their appropriate plan-id entered into their salesman record in salesman maintenance. If the second character of the plan id contains a + and control key COMMT%YN is answered Y, a tiered commission plan is used to calculate a salesman's commission. Control key T%PP9999, where PP represents a salesman commission plan id and 9999 is a sequence number, contains the invoice total dollar range and the commission percent for this range. The commission plan id must be assigned to a salesman in Salesman Maintenance in order to calculate this percent for a salesman. Plan-Id Description - Enter the description of the plan. This is the description that appears on the work with all screen and should be something that is easily recognizable. Base - The base code determines if this commission plan is to be based on total commissionable store sales or total commissionable individual sales. If you enter an I for Individual sales in the base code field, only the sales that the salesman is directly responsible for will be included in the calculation of his total commission amount. For example, if you are running a report for selling salesmen using a commission plan with a base of I, only the invoices from invoice history that have salesman entered in the selling salesman field will be used in determining the amount of commission this salesman is entitled to. If you enter an S for Store sales in the base code field, all commissionable sales at the selected store will be used in the determination of a salesman's total commission amount. This is useful when a store manager is to be paid a commission based on his store's sales, not just the sales for which he is directly responsible. Less Draw - This field contains the dollar amount you wish to subtract from the computed commission amount. This is useful when you wish to subtract the salesman's base salary or a portion of it from the computed commission amount. Regardless of whether commissions are based on individual sales or store sales, the commission amount will be less the draw amount. Minimum - A minimum guaranteed commission amount can be entered for a plan id by setting control key COMMINGA to Y. This is the minimum amount to pay a salesman assigned to the plan id. The minimum guaranteed amount is stored in control key COMMGAxx, where xx is the Commission Plan-ID but must be entered from this maintenance. These control keys cannot be by user/workstation or store. On the Commission Report Via Plan-Ids, if the salesman s commission amount is less than the guaranteed minimum amount, the commission will be replaced with the minimum amount and the words MINIMUM GUARANTEE will be printed near the commission amount. This will print when selecting sort options REMEMBER: The product commission code must be assigned to a product in order to calculate the commission on the sale of a product. 70

71 Once you have established your new commission plan ID, you will need to edit the plan to build the details. The first option presented is the customer class to be considered for the commission. 71

72 Commission Plan Detail - After selecting the customer class to work with, you are presented with the Commission Plan Detail screen. We will need to add a code taking the Add function. This screen displays all the possible product commission codes for this customer class. You may enter a single commission code, a Y for all product commission codes for this customer class or Y for all product commission code for all customer classes. 72

73 This process adds an empty product commission code where you can add or change the base and percent information. Enter the base code or percent directly into the field on the screen. The base code field contains a code indicating the dollars on which to base this commission. Valid codes are S for Dollar Sales, A for Actual Profit, or R for Replacement Profit. If this field is left blank, profit is printed as zero on the Commission Report. 73

74 Product Commission Percent - Enter the percentage. The percentage commission is to be applied whenever a product of this commission code is sold to a customer of this class. For example, if you wish to give a 5% commission enter Repeat the previous steps to add an empty product commission code or use the Next function to get to the next customer class. You can also just type the customer class you want to work with. The base and percentage to use in the calculation of commissions can be further specified by product class with the Plan-Id and Customer Class combination. The base and percent is set the same way as setting it up by customer class. 74

75 To add a product class to the list select the Add Code function. You will be asked to enter the product class to add. The Prompt function is available on this field. You will then be returned to the previous screen where you can then specify the base and percentage for this product class. If the field Exclude Y/N column is set to a Y, then this product class will be excluded from the commission calculation. 75

76 Commission Report Via Plan-IDS Let s take a look at how we run our commission reports. Select the store, and other standard report options You can enter the salesman type that you want (Selling, Account or Mechanic). Next, choose the way you want to include data for the report. You can enter a range of invoice numbers, invoice dates or year/period. One of these methods is required. Beyond that, you can select on customer class, product class, product vendor, commission code, customer, state or salesman. You can select to include estimates and/or negative invoices. 76

77 Next, you are presented with a screen to select the commission codes that you want reported. The Commission Plan-Id Selection screen allows you to select which commission plans you wish to have included in the printing of the commission report. If you wish to have all commission plans print on the report, leave these fields blank. If you are using more than 36 Salesman Commission Plan Ids and would like to choose which plans to exclude when running the Commission Report Via Plan-Ids, set the value of new control key COMMRPEX to a value of Y. You will be given the option to choose plan ids to enter an I to Include or an E to Exclude the selected Plan Ids when running the report. The plan-ids are validated for existence in the Commission Plan-Id Maintenance file. These selections are printed at the top of the Commission Plan-Id Report. If you select a Plan that is based on store and a non-sort option for store is selected in previous screens, an error message is displayed. If you wish to see product detail on the commission report, answer this question with a Y. This will print the product number, store and location and the commission amount the salesman earned for each item sold on an invoice that has a commission assigned. This will greatly increase the size of this report, so if you just want to see the total commissions earned by your salesmen, answer this question with an N. Answer the remaining prompts indicating the data you wish to include or exclude on the report. 77

78 The following is an example of a commission report paying 2% on retail sales. To print the salesman payroll id from the salesman file on the report, set the value of control key COMMPTID to Y. The payroll id will print on the salesman total line. The Commission Report based on Plan Id will print the Commission Code description from the COMMCDXX control key when you set new control key COMMPTDS to a value of Y. If the salesman s commission amount is less than the guaranteed minimum amount set in Commission Plan Maintenance, the commission on the report will be replaced with the minimum amount and the words MINIMUM GUARANTEE will be printed near the commission amount. This will print when selecting sort options The most important element for setting up your commission plans is to have the parameters defined before you begin. Decide which products you want to pay commission on, which customer classes you wish to pay on and then which salesman types you are going to pay on and the percentages you are going to pay. Once this is done, then the structure can be built. Don t hesitate to call on our Support team the first time you are trying to set up a commission plan. Download Report to Client Server The Commission Plan ID report now has the capability of creating a download file. If you are using the download function, enter file and file description information. To get this screen, control record DWNLODPC must be set to Y. If you plan to use this information by use of a client server, answer Y to the prompt to create a file. See Download Document for information about getting the report to your PC. 78

79 Commission Via Paid Invoices This report will read through the A/R Detail file for the date range entered on the selection screen. It will then check against the A/R open file to assure the line item was paid in full. If an invoice has split payments the invoice will be included if the split has been paid in full. The commission will only include the percent of profit based on the percent of the split to the total invoice. For Example: Invoice is for $200 and the customer has split payments with $100 due on 2/10/07 and $100 due on 3/10/07. The profit dollars on this invoice is $50. On 2/10/07 they pay $100. On 2/28/07 you run the report with a date range of 2/10/07 to 2/20/07. Invoice will be included on the report and show an invoice total of $200, a payment of $100 and profit available for commission of $25 (1/2 of the $50 profit). Another Example: Invoice is for $200 and the customer has split payments with $100 due on 2/10/07 and $100 due on 3/10/07. On 2/10/07 the customer makes a payment of $50. On 2/28/07 you run the report with a date range of 2/10/07 to 2/20/07. Invoice will NOT be included on the report. This is because the $100 split has not been paid in full. The Invoice History payment file will be read next and any tender code not posting to A/R will be included. This is based on the current settings in Store Tender Maintenance. If you change a tender to post to A/R or to not post to A/R this can affect the results on the report. On the selection screen, for exclude inter company class, the control key ICYESNO is read and the exclude non merchandising is read from control key SLEX0xx. Customer class is obtained from control key CSTCLSx. This report prints using printer control key The report can also be ed. Conclusion We at MaddenCo strive to provide you with the most complete reporting possible. If you aren t getting all the data that you need in your standard reports, use the 10 Column Sales Report to create a unique report. In any case, use these reports regularly to keep an eye on your business. Don t be afraid to look at your business in new, innovative ways. 79