8) Unity Reports BASIC TRAINING WORKSHOP & REFERENCE MANUAL

Transcription

1 8) Unity Reports BASIC TRAINING WORKSHOP & REFERENCE MANUAL E4W Level 14 Last Revision on Wednesday, February 09, 2005

2 TRAINING ASSISTANCE Help is available to aid you with your UNITY system reports. Click the Help button on the Tool Bar or press the F1 key. 8-2 Chapter 8: Unity Reports

3 INTRODUCTION TO UNITY REPORTS The Unity software offers a wide variety of reports to access data for your store. It is important to note that depending upon the options used to create a report, the outcome may vary. Examples: When running a particular report using no special update options, the system may simply create a printed or spooled report. This simply means that you have accessed data from a particular section of the system and had it formatted onto a paper or spooled copy. You might choose to finalize or update the data on your system by running a particular report. In these cases, the report now becomes more than just a formatted paper copy. It will actually perform a function within your system, based on the choices you made. When is a report a report and when is it a function? Well, it really depends on which options were selected when the report was originally created. As you become more familiar with the software, you will begin to recognize how the system uses separate report options to provide reported information and/or perform internal system functions. The information provided in this section is intended as an overview, briefly describing the various reports and what they might be used for within a common store environment. Often, detail has been deliberately omitted because 1) it may be referenced elsewhere in the manual, or 2) there are multiple options depending upon your desired outcome from the report. If you have further questions about processing specific reports, please refer to the on-screen Help (F1). If you need more assistance, contact the Unity Support Desk at This section is categorized into modules: Accounts Receivable Reports Inventory Maintenance Reports Purchasing & Receiving Reports Point-of Sale Reports Chapter 8: Unity Reports 8-3

4 SPOOLED REPORT MAINTENANCE Path: Eagle Browser / System Management Menu / Spooled Report Maintenance Spooled Report Maintenance is where any "spooled" reports are temporarily stored on the system. Spooled reports (Option S) are saved for 10 days within the system. Spooled/Printed reports (Option A) are saved for 5 days within the system. Reports can generally be broken down into two categories: Reports that provide information. Reports that process information and then report on what was changed. 8-4 Chapter 8: Unity Reports

5 FEATURES OF SPOOLED REPORT MAINTENANCE Search/Look-Up At the Report field, you can search by report to list only a specific report name (i.e., RDS). At the User field, you can search by User to display all reports processed by a specific user. You can also use both the Report field and the User field for a narrow search of specific reports processed by a specific user. After making your search selections, press the Enter key. The system will search for those reports and display them in the listing. Viewing Reports 1. To view a report on-screen, highlight the report that you wish to view. 2. Click the Display button on the Tool Bar or press the F6 key. 3. The Report Viewer window opens with the contents of your specified report displaying the first page of the report. Chapter 8: Unity Reports 8-5

6 Options on the Report Viewer While you are in the Report Viewer window, you can: Click the Print button on the Tool Bar or press the F3 key to print this report to a specified printer. Click the Fax button on the Tool Bar or press the F3 key to fax the report (requires optional fax software package). Click the Find or Find Next button on the Tool Bar or press the F4 or F5 key to search the report forwards or backwards. Click the Zoom button on the Tool Bar or press the F6 key to make the page/print larger or smaller on the view window. Click the Next button on the Tool Bar or press the F7 key to proceed to the next page of the report. Click the Previous button on the Tool Bar or press the F8 key to move back to the previous page of the report. 8-6 Chapter 8: Unity Reports

7 Saving A Report As A Text File When viewing a report on the Report Viewer window, you have the ability to save it. 1. Click the Misc. button on the Tool Bar or press the Minus key on the keypad. The Report Viewer option window opens. 2. Click the number 5 button in the window or press the number 5 key on the keypad to select Copy To File. The Copy to File window opens. 3. To copy and save the entire report, click the number 3 button in the window or press the number 3 key on the keypad to select Copy Range of Pages. The Copy to File window opens. 4. Leave the From/To page range blank and click the OK button. 5. Type a unique text file name and select which area of the hard drive to store the report in. 6. Click the Open button to save the report. Printing Reports: 1. Highlight the report that you would like to print. 2. click the Print button on the Tool Bar or press the F3 key. 3. The Print Spooled Report window opens for the specified report. 4. At the bottom of the window lists the number of pages in the report. 5. Fill in the appropriate fields: Printer Number Number of Copies Delete After Printing Print Prepage Range of Page Numbers to Print 6. Press the Enter key or click the OK button to accept. Chapter 8: Unity Reports 8-7

8 Deleting Reports The UNITY system provides for an automatic deletion of reports from the spooler on a regular basis. Spooled reports will be retained for 10 days. Spooled/Printed reports will be retained for 5 days. NOTE: These time frames are coded into the software and cannot be changed. Protecting A Report From Automatic Deletion There may be times when you need to retain a report longer than the automated deletion time frame mentioned above. If so, highlight the report that you would like to retain in the spooler. 1. In the column titled Delete Protect, highlight a field. A down arrow appears in the field. 2. Click the down arrow on the right of the field. 3. The Delete Protect window opens. 4. Select option Y for Delete Protect On. 5. Click the OK button. 6. Click the Change button on the Tool Bar or press the F5 key to save the report. 8-8 Chapter 8: Unity Reports

9 Manually Deleting A Report 1. To manually delete a report, click the checkbox in the left column for the selected report(s). 2. Click the Delete button on the Tool Bar or press the F10 key. 3. The Confirm Delete window opens. 4. The system will prompt, "Are you sure you want to delete this report?" 5. Click the Yes button to complete the deletion. NOTE: You can manually delete a report, but the deletion is permanent and cannot be recovered. Chapter 8: Unity Reports 8-9

10 ACCOUNTS RECEIVABLE REPORTS Path: Eagle Browser / Reports Menu / Accounts Receivable Reports This section lists the Accounts Receivable reports currently available and a short description of the report. A/R Aging Report (RAG) A/R Statements (RSM) A/R Terms Report (RTM) Check/Bankcard Report (RCK) Daily Journal Report (RDJ) Finance Charge Report (RFC) Salesperson Report (RSL) Sales Analysis Report (RSA) Tax Information Report (RTX) Printing A/R Statements (RSM) Path: Eagle Browser / Reports Menu / Accounts Receivable Reports / A/R Statements (RSM) For more detailed information on the use of this report, please go to Chapter 5, Accounts Receivable Monthly Statements, Step 5. You can use the A/R Statements report to print accounts receivable statements whether you're using a standard printer or a laser printer Chapter 8: Unity Reports

11 A/R Aging Report (RAG) Path: Eagle Browser / Reports Menu / Accounts Receivable Reports / A/R Aging Report (RAG) For more detailed information on the use of this report, please go to Chapter 5, Accounts Receivable Monthly Statements, Step 1. Use the A/R Aging Report (RAG) to: Age account balances. Update the aging buckets in Customer Maintenance, the Credit Tab. Update the Expanded Credit History Window in Customer Maintenance, the Payment Tab. Recalculate and update running balances. Calculate finance charges and late charges. Post finance charges and late charges to customer accounts. Purge paid transaction detail and create or adjust balance forward transactions. Cash accounts (accounts whose customer number starts with *) never print on aging reports. Therefore, RAG prints the total outstanding receivables, not total sales. The report totals include transactions that you type in through the following functions and reports: POS/CPOS (Point-of-Sale/Contractor Point-of-Sale) Open Item Maintenance (MOI) Received On Account (ROA) The A/R Aging Report (RAG) You do not have to finalize the transactions with the Daily Journal Report (RDJ) for them to print on the report. Chapter 8: Unity Reports 8-11

12 A/R Terms Report (RTM) Path: Eagle Browser / Reports Menu / Accounts Receivable Reports / A/R Terms Report (RTM) Use the A/R Terms Report (RTM) to print a list of terms codes that you entered in Terms Maintenance (MTM). This report does not update any information in your files. 1. If you have set up a Default Report Profile for this report, you can simply click the Run button to use the defaults. You can also retrieve a saved report, make any necessary changes, and click the Run button. 2. From the Print Setup page, review the default entries in the fields and make changes if needed. 3. In the From/To area, fill in a range of terms codes to limit the codes that are included on the report, if desired. 4. In the Fax Setup area, a page of fields displays. Fill in the fields if you want to fax the report. 5. Click the Run button or press the F4 key to process the report. Finance Charge Report (RFC) Path: Eagle Browser / Reports Menu / Accounts Receivable Reports / Finance Charge Report (RFC ) Use the Finance Charge Report (RFC) if you want to generate an invoice-like document to give customers, indicating the finance charge that has been assessed on their account. The information on the document includes the finance charge amount and document number, along with name, address, account number, etc. Note: This report doesn't generate finance charges; it simply reports them. Use the Aging Report (RAG) to generate finance charges Chapter 8: Unity Reports

13 Check Register Report (RCK) This report is also known as the Check/Bankcard Report (RCK). Path: Eagle Browser, click Reports Menu, Accounts Receivable Reports, Check Register Report. Details on the use of this report may be found in Chapter 3, End Of Day Reports. Use the Check Register Report (RCK) to print a list of the bankcards and checks you received in point-of-sale. If you type in checks with their ABA numbers in Received On Account (ROA), the system includes them on the report. You can use the check register as a deposit slip for checks and bankcards. Printing this report will eliminate the need to re-post checks on deposit slips. This report does not update any information in your files, so you do not need to make any corrections after printing it. Note: If you do not want to use this report, make sure the Check Register? field in Options Configuration is set to N. If you change this field to N, run RCK one more time to delete the information from the file. Salesperson Report (RSL) Path: Eagle Browser / Reports Menu / Accounts Receivable Reports / Salesperson Report The information that prints comes from Salesperson File Maintenance. Use The Salesperson Report (RSL) to: Print a salesperson list. Print and update the period-to-date and year-to-date salesperson history. Chapter 8: Unity Reports 8-13

14 Daily Journal Report (RDJ) Path: Eagle Browser / Reports Menu / Accounts Receivable Reports / Daily Journal Report (RDJ) For more detailed information on the use of this report, please go to Chapter 5, Accounts Receivable Monthly Statements, Step 2. This report is also featured in Chapter 3, End Of Day Reports. Use the Daily Journal Report (RDJ) with Option F as part of your end-of-day queue to: Finalize point-of-sale (POS) and back office transactions. Summarize totals by transaction type and general ledger account number. Print cash transaction totals and unfinalized transactions. Print tax totals (by tax code) and update the tax file. Update the salesperson file (if applicable). Pass the net changes of the report totals to general ledger. NOTE: The system creates Balance forward transactions for balance forward accounts at the end of each month, but those Balance forward transactions do not print on this report because the system has already finalized the transactions that make up the balance forward transactions Chapter 8: Unity Reports

15 Sales Analysis Report (RSA) Path: Eagle Browser / Reports Menu / Accounts Receivable Reports / Sales Analysis Report (RSA) Multistore Use the Sales Analysis Report (RSA) to print sales, cost, and gross profit information about your customers. You can print period-to-date, year-to-date, and last year's information. You can use this report to: Rank your customers based on sales, gross profit dollars, or gross profit percent. Print a list of your top customers (for example, the top 50 customers). RSA gets its information from customers' departmental history in Customer Maintenance. If you keep departmental history (if the Keep Dept History field is Y), this report updates the Department tab at period-end and year-end. Departmental history is store-specific. If you use Option P or Y, you can run one report for each store, or one report for all stores (leave the Store field blank). If you use Option P or Y, leave the From and To fields blank. This ensures that the report includes all customers. Tax Information Report (RTX) Path: Eagle Browser / Reports Menu / Accounts Receivable Reports / Tax Information Report Use the Tax Information Report (RTX) to print and update the period-to-date and year-to-date tax history. The information that prints comes from the Maintain Tax Codes window. Canadian users The totals section includes ALL tax codes. Therefore, if the report includes composite tax codes, totals do not print. Chapter 8: Unity Reports 8-15

16 INVENTORY REPORTS Path: Eagle Browser / Reports Menu / Inventory Reports This section lists the Inventory reports currently available and a short description of the report. Alternate Part Number Report (RAP) Build Description Index (BDI) Class Sales/Purchase History (RCL) Create Unity Inventory Database (UCID) Create Unity PO Receiving Database (UCPD) Department Sales/Purchase History (RDE) Fineline Sales/Purchase History (RFI) Flexible Inventory Loading (RFL) Inventory Update Report (RIU) Inventory Valuation Report (RIV) Item Bin Labels (RBL) Item Price Labels (RLA) Item Sales Report (RIH) Item Status Report (RIS) Modify Promotions Report (RPD) Order Point Calculation (ROP) Physical Inventory (RPI) Physical Inventory History (RPH) Price Changes (RPC) Price Book Report (RPB) Product Analysis (RPA) Promotion Item Report (RPM) Promotion Sales Report (RPS) Reduce Item File Records (SHRINK) Sales History Report (RSH) Update Promotion Price Report (RUP) Vendor Update Report (RVU) Vendors (RVE) 8-16 Chapter 8: Unity Reports

17 Alternate Part Number Report (RAP) Path: Eagle Browser / Reports Menu / Inventory Reports / Alternate Part Number Report (RAP) Use the Alternate Part Number Report to: Print a list of UPC codes, manufacturer part numbers, or alternate part numbers. Print/purge UPC audit records. Purge unused UPC codes. Print a list of UPC codes not sellable at POS. Purge sold serial numbers. Note: You can't print a list that includes both manufacturer and alternate part numbers. Note: UPC codes must be inactive for at least three months before you can purge them. This protects you from purging new UPC codes, which you haven't used yet. Create Unity Inventory Database (UCID) Path: Eagle Browser / Reports Menu / Inventory Reports / Create Unity Inventory Database (UCID) You can pull down price changes from the MCS and then download these price changes to your LDT. In addition, UCID can download the Last Receipt Quantity for SKU s that keep track of receiving history. UCID creates LDT records based on the items in your inventory file. UCID creates LDT records based on the items in your Price Change file. UCID can be added to an End-Of-Day Queue. Chapter 8: Unity Reports 8-17

18 Build Description Index (BDI) Path: Eagle Browser / Reports Menu / Inventory Reports / Build Description Indexes (BDI) Use Build Description Indexes (BDI) to create or update a word search index that Unity for Windows applications use to look up items by description. Description indexes are built using the information found in the Description field in Inventory Maintenance and the Short Desc field in Modify Short Description (Function MSD). In addition to the Description and Short Desc fields, you can also build an index that contains information found in the Notes Tab of Inventory Maintenance. You can select to build an index that contains information from one or both of the following types of Notes: Type 1--messages that print on POS invoices. Type 3--messages that only display in Inventory Maintenance. After creating the initial description index, you can periodically update the index when changes are made to your inventory file (in the Inventory Maintenance window). Create Unity PO Receiving Database (UCPD) Path: Eagle Browser / Reports Menu / Inventory Reports / Create Unity PO Receiving Database (UCPD) UCPD is used to create a Purchase Order database. You can download a Purchase Order database from Unity to your LDT/PDT. However, certain software flags need to be enabled before you can use the LDT/PDT with your Unity system. In addition, you must give security bit to any user who will run UCPD Chapter 8: Unity Reports

19 Class Sales/Purchase History Report (RCL) Path: Eagle Browser / Reports Menu / Inventory Reports / Class Sales & Purchase History (RCL) The Class Report allows you to print the sales and purchase history directly from the Class Maintenance File (accessible through Inventory Maintenance). You can print the Class Report in four different formats. Sales and Purchase Data Purchase Data Only Sales Data Only No History The sales figures that print on the Class Report are updated exclusively by the Daily Inventory Update Report (RDI) with Option F. You also use the Class Report to perform the end-of-month "roll" of the class records. It is important that you finalize all receiving for the month before the end-of-month Class Report is run. Note: Back office operations performed in Open Item Maintenance (MOI) are not reflected in the sales figures. Item Bin Labels (RBL) Path: Eagle Browser / Reports Menu / Inventory Reports / Item Bin Labels (RBL) Detailed information on using this feature may be found in Chapter 4, Inventory Maintenance. The Item Price Labels Report prints price labels: From the Inventory File From the Price Change File From the Purchasing File You can print bin labels from a standard report printer, or if you have purchased Windows Labels or Labelworks, you can print them from your PC's laser printer. If you're using the Windows Labels program, your printer must be set up as a network printer in Modify Printer Status (Function MPS). Chapter 8: Unity Reports 8-19

20 Department Sales/Purchase History Report (RDE) Path: Eagle Browser / Reports Menu / Inventory Reports / Department Sales & Purchase History (RDE) The Department Report allows you to print the sales and purchase history directly from the Department Maintenance File (accessible through Inventory Maintenance). You can print the Department Report in four different formats. Sales and Purchase Data Purchase Data Only Sales Data Only No History The sales figures that print on the Department Report are updated exclusively by the Daily Inventory Update Report (RDI) with Option F. Note: Back office operations performed in Open Item Maintenance (MOI) are not reflected in the sales figures. Item Price Labels Report (RLA) Path: Eagle Browser / Reports Menu / Inventory Reports / Item Price Labels (RLA) Detailed information on using this feature may be found in Chapter 4, Inventory Maintenance. The Item Price Labels Report prints price labels: From the Inventory File From the Price Change File From the Purchasing File From the Transfer file (multi-store only) You can print price labels on a standard report printer, or if you have (optionally) purchased Windows Labels or Labelworks, you can print them on a laser printer. If you're using the Windows Labels program, your printer must be set up as a network printer in Modify Printer Status (Function MPS) Chapter 8: Unity Reports

21 Fineline Sales/Purchase History Report (RFI) Path: Eagle Browser / Reports Menu / Inventory Reports / Fineline Sales & Purchase History (RFI) The Fineline Report allows you to print the sales and purchase history directly from the Fineline Maintenance File (accessible through Inventory Maintenance). You can print the Fineline Report in four different formats. Sales and Purchase Data Purchase Data Only Sales Data Only No History The sales figures that print on the Fineline Report are updated exclusively by the Daily Inventory Update Report (RDI) with Option F. You also use the Fineline Report to perform the end-of-month "roll" of the fineline records. It is important that you finalize all receiving for the month before the end-of-month Fineline Report is run. Note: Back office operations performed in Open Item Maintenance (MOI) are not reflected in the sales figures. Item Sales Report (RIH) Path: Eagle Browser / Reports Menu / Inventory Reports / Item Sales Report (RIH) Use the Item Sales Report to print sales history from the History Tab of the Inventory Maintenance window. You can run the report with or without item detail. On a monthly or yearly basis, you can use the Item Sales Report (RIH) to: Monitor departmental sales. Clear the To Date field in the History Tab of Inventory Maintenance (if you use this field). Chapter 8: Unity Reports 8-21

22 Flexible Inventory Loading (RFL) Path: Eagle Browser / Reports Menu / Inventory Reports / Flexible Inventory Loading (RFL) Use the Flexible Inventory Loading Report (RFL) to report on item updates/new items pending in the Flexible Inventory Load window (FIL). The pending items in FIL typically come from running Electronic File Maintenance (EFM), but you can also manually type in item updates/new items into FIL. Depending on the options you select, you can use the Flexible Inventory Loading Report (RFL) to: Print a list of items to review the information (for example, you just ran EFM and you now want to review item updates/new items received in the transmission) Print a list of errors (for example, you just ran EFM and now want the system to report any item updates/new items that were not added to FIL due to an error condition) Update the Inventory File (for example, you just ran EFM and now want to update your inventory file with the item updates/new items received in the transmission) Change items in the Inventory File (for example, you used Function FIL to change your location codes, and you now want to update the inventory file with those new location codes) Delete records from Function FIL (for example, you ran EFM but realize that you DON'T want to accept any of the item updates/new items you received) Item Status Report (RIS) Path: Eagle Browser / Reports Menu / Inventory Reports / Item Status Report (RIS) Use the Item Status Report (RIS) to print the customized reports (called "flex reports") that you create in Report Format Definition (Function DEF). Also use RIS to print the following pre-defined flex reports: Zero Sales report Overstock report Zero Quantity report On Order report Stock Status report Note: Do not delete the pre-defined reports in Function DEF Chapter 8: Unity Reports

23 Inventory Update Report (RIU) Path: Eagle Browser / Reports Menu / Inventory Reports / Inventory Update Report (RIU) The Inventory Update Report (RIU) does the end-of-month processing on every inventory item (SKU). It moves the field for "units sold" from this month to last month, the units sold from last month to the month before that, and so on. It also provides an accurate count of inventory records by department. This report is run at the end of each period so that the new period will start accumulating data in the current period field. The end-of-period dates are set up in the Date Table (MDT). The RIU report prints only the figures for the oldest history periods because these are deleted from the system. Therefore, when you have been using the system for a year (and have data in these fields), you should save this report for reference. Note: POS updates the current month field immediately as transactions are processed. It is critical that this report finish its processing before any sales activity occurs in the new period. Order Point Calculation (ROP) Path: Eagle Browser / Reports Menu / Inventory Reports / Order Point Calculation Report (ROP) As sales history accumulates and changes over time, you can use the Unity system to calculate order points by running the Order Point Report (ROP). Simply stated, an order point is the optimum stocking level for a particular item. Optimum stocking levels are based on demand, lead time and cost. Due to the changing nature of sales history, you should recalculate order points frequently perhaps as often as weekly. Then, when the time comes to order, the Unity compares each item's quantity-onhand to its optimum stock level and recommends purchase quantities accordingly. Chapter 8: Unity Reports 8-23

24 Inventory Valuation Report (RIV) Path: Eagle Browser / Reports Menu / Inventory Reports / Inventory Valuation Report (RIV) The Inventory Valuation Report (RIV) prints the extended value of each inventory item at cost and retail price. It also includes item level information for year-to-date sales and cost of sales, as well as store totals for year-to-date sales, cost of sales, and gross profit. Run the Inventory Valuation Report (RIV) monthly to monitor the following: Dollar amount invested in inventory. Annualized sales, cost, and gross profit dollars. Year-to-date sales dollars. Inventory turns. GMROI (gross margin return on investment). Sales to Inventory ratio. To verify that the total sales on the RIV equal the total sales on the Department Report (RDE). (Note: if you deleted any SKUs, these reports may not match) The following types of items do not appear on RIV: SKUs with a Y in the Kit Record field (Inventory Maintenance, the Codes Tab) SKUs with a 2 in the Tally field (Inventory Maintenance, the Codes Tab) Note: POS, purchasing and receiving, and transfer operations (multistore users) immediately update many of the fields on the Inventory Valuation Report (RIV). To get the most accurate information possible, you should only run this report while your store is closed Chapter 8: Unity Reports

25 Modify Promotions Report (RPD) Path: Eagle Browser / Reports Menu / Inventory Reports / Modify Promotional Data Report (RPD) You can use the Modify Promotional Data Report (RPD) to: Add a range of items to the Promotion file. Change the start and/or end dates of any promotion already in the Promotion file. Preview promotion prices for a range of items before updating the Promotion file. Take items off promotion and save that same promotion to be run at a later date. If you run RPD with Option F (Update Type 1), the system adds records into the Promotion file. You can set up a promotion in advance and run the Update Promotion Price Report (RUP) with option F to place the promotion prices in the Inventory file the night before the promotion begins. You can use RPD, option F (Update Type 2) to change existing records in the Promotion file. The start dates and/or end dates on a range of active or future promotion records can be changed. Promotion prices on existing records cannot be changed by RPD. You can set up custom promotions and re-run the same promotion prices at a later date without having to recreate the records in the promotion file (MIP). You can use RPD, option F (Update Type 2) to take items off promotion and clear the history on those promotion records; however, the system will not delete the records. You can do this when the following situations occur: The system date is greater than the old start date. The new start date is greater than the system date. The promotion price in Inventory Maintenance, the Pricing Tab, matches the Promotion Price in the promotion file (MIP). The Promotion Sales Code field is P in Inventory Maintenance, the Codes Tab. Warning! The history in the promotion file (MIP) will be deleted. You need to run the Promotion Item Report (RPM) to print the existing history before using RPD to clear the history and change the dates. Chapter 8: Unity Reports 8-25

26 Physical Inventory (RPI) Path: Eagle Browser / Reports Menu / Inventory Reports / Physical Inventory Report (RPI) Physical Inventory Reporting (RPI) is a key reporting function in the Physical Inventory subsystem. The report options allow you to load SKUs into the Count File, print count sheets, and reconcile differences between system quantity-on-hand and actual quantity-on-hand. Physical Inventory History (RPH) Path: Eagle Browser / Reports Menu / Inventory Reports / Physical Inventory History (RPH) The Physical Inventory History Report (RPH) allows you to print and process information contained in the Audit File and in the Shrinkage History file. By viewing this report, you can see important shrinkage and audit information on an item-by-item basis, such as: Dollar value of loss due to shrinkage. The type of shrinkage that caused the loss. (Optional) items that have had quantity-on-hand (QOH) changes in Inventory Maintenance. Items that have been added or deleted in Inventory Maintenance (Audit Report only history is not maintained for adds and deletes). The names of the employees who changed, added or deleted the items. The history of defective returns from POS. You can then make important business decisions, such as whether you will continue to carry certain items, how and where your merchandise items, and how to document and judge the performance of your employees Chapter 8: Unity Reports

27 Price Changes (RPC) Path: Eagle Browser / Reports Menu / Inventory Reports / Price Change Report (RPC) For more information on using the Price Change Report, see Chapter 4, Inventory Maintenance. Use the Price Change Report (RPC) to change prices for a range of inventory items. Various options allow you to: Preview price changes. Add price change records to the Price Change File. Make actual price changes in the Inventory File. Delete records from the Price Change File. When records are in the Price Change File, you can review, change, and delete them. When you are ready to update your Inventory File, run Report RPC with Option F. Option F finalizes the price change records (updates Inventory Maintenance, the Pricing Tab) and deletes the price change records from the Price Change File. You can view price change records by running the Price Change Report (RPC) without Options A, B, or F. You can also view price change records in the Flexible Pricing Grid. Lumber/Contractor POS users: When you update the replacement cost, the system also updates the cost in pricing and alternate units. Once you add price change records to the Price Change File (with Option A), you can: Run RPC with Option F to update your Inventory file. Run RPC with Option C to update your Inventory File with cost changes (not retail changes), only. Run RPC with Option X to delete price change records without updating your Inventory File. View individual price change records in the Flexible Pricing Grid. Chapter 8: Unity Reports 8-27

28 Price Book Report (RPB) Path: Eagle Browser / Reports Menu / Inventory Reports / Price Book Report (RPB) The Price Book Report prints a price book from selected prices on the Pricing Tab of Inventory Maintenance. You can choose up to seven prices and costs to print. Headings in this report will be determined by your entry in the Price to Print field. Price books are useful to answer phone questions, to provide employees with prices to calculate bids manually, and to provide customers with a reference for stock and prices. They are also useful in the event of a power outage, so clerks can look up SKUs and prices. Product Analysis (RPA) Path: Eagle Browser / Reports Menu / Inventory Reports / Product Analysis Report (RPA) The Product Analysis Report (RPA) ranks inventory items based upon their sales history. By comparing the popularity and inventory value of each item, you can determine whether or not your inventory investment is distributed properly. Report RPA optionally updates both the popularity and user codes in Inventory Maintenance. On most Inventory reports, you can use these codes to include or exclude items. Note: Any items that have an N in either the Keep Prices field or the Keep Stock Info field in Inventory Maintenance (Codes Tab) never print on the RPA Chapter 8: Unity Reports

29 Promotion Item Report (RPM) Path: Eagle Browser / Reports Menu / Inventory Reports / Promotion Item Report (RPM) The Promotion Item Report (RPM) prints promotion file information that you can display in Modify Item Promotion (MIP). You can: Print an edit list to check promotion prices before they become active. Print the accumulated promotional sales history for items currently on promotion. Use the information on this report to help make buying and stocking decisions for future promotions. You can print sales history any time during a promotion. Since this information is updated by the Daily Sales Report (RDI), option F, the promotion history won't include today's sales unless you run the Promotion Item Report (RPM) after RDI, option F has finalized today's sales. When you take an item off promotion (with the Update Promotion Price report [RUP], option F), its promotion record in Modify Item Promotion (MIP) is deleted. RDI option F updates the inventory file to include promotion history. Therefore, you should always run RPM after RDI, option F, but before RUP, option F, so that all promotion history is included on the RPM before the information is deleted. Promotion Sales Report (RPS) Path: Eagle Browser / Reports Menu / Inventory Reports / Promotion Sales Report (RPS) The Promotion Sales History report provides information about promotions that have completed. The report can be run in one of two formats, summary or detail, and with a variety of from and to ranges. Chapter 8: Unity Reports 8-29

30 Reduce Item File Records (SHRINK) This report may also be known as Deleting Item Records by Range (SHRINK). Path: Eagle Browser / Reports Menu / Inventory Reports / Reduce Item File Records (SHRINK) IMPORTANT! Always run a backup before using this application! A backup is your only recourse to restore items you delete while using the SHRINK application. Use "SHRINK" to delete a range of items from your inventory file. As a general rule, don't delete items that have sales history until after running year-end reports. If you delete an item prior to yearend, the sales history information reported by other inventory reports (such as RIV, RIS, RSH, RPH, RIH, and RPA) will be inaccurate. "SHRINK" does not delete items unless you select option F. You should first print and review an audit report to verify that you want to delete all the items on the report. Run a SHRINK audit report so you can review items before deleting them. If there are some items on the audit report you don't want to delete, you can protect them from deletion. Or, you can decide to not proceed with SHRINK at all if you don't like the results on the audit report. You can prevent items from being deleted by changing inventory field values that would have caused those item(s) to be eligible for deletion, such as inputting a quantity-on-hand, resetting the discontinued flag to N, entering an order point, entering a quantity-on-order, etc. Once you have changed the necessary items, you can select option F Chapter 8: Unity Reports

31 Sales History Report (RSH) Path: Eagle Browser / Reports Menu / Inventory Reports / Sales History Report (RSH) Use the Sales History Report (RSH) to print the expanded sales history totals and details for periods 14 through 26 and the promotional sales history for periods 1 through 13. These figures are maintained in Function ISH. To print sales history for the current period through period 13, do one of the following steps: Create a Flex Report in Function DEF and run it in The Item Status Report (RIS) window. Run the Item Sales Report (RIH). Notes: Expanded sales history and promo history is kept only on items whose "Keep Sales History" field in Inventory Maintenance is set to Y. The default for this field is set in the "Keep Expanded Sales History?" field in Options Configuration. Update Promotion Price Report (RUP) Path: Eagle Browser / Reports Menu / Inventory Reports / Update Promotion Price Report (RUP) RUP prints promotion information from Modify Item Promotion (MIP). Use the Update Promotion Price Report (RUP) to print information about items that are going on or off promotion. If you use Option F, it activates the promotion prices for items that are going on promotion and deactivates the promotion prices of items going off promotion. If you want a promotion history report for items that are going off promotion, you must run the Promotion Item Report (RPM) before you run RUP with Option F. When updating the Promo Price field in Inventory Maintenance, the Pricing Tab, you can specify if the promotion price is a regular promotion or an everyday low price. If the price is a regular promotion price, use Option F. The system updates the Promo Sales Code field in Inventory Maintenance, the Codes Tab, with a P. If the price is an everyday low price, use Options UF. The system updates the Promo Sales Code field with an E. Chapter 8: Unity Reports 8-31

32 Vendor Update Report (RVU) Path: Eagle Browser / Reports Menu / Inventory Reports / Vendor Update Report (RVU) The Vendor Update Report (RVU) updates the Vendor File Maintenance window and prints the purchasing history for the last quarter (not the current quarter just ended). The last quarter is printed because that information will not be available after updating completes. The purchasing history is updated by the Receiving Report (RRP), option F. You will normally run this report at the end of each quarter and at the end of the year as specified in the Date Table (MDT). When year-end updating is finished, all the Last Year discount history fields (updated by the Accounts Payable subsystem) and all Last Year purchasing history fields are also included on the report. The information on this report comes directly from the Vendor File Maintenance window, the History Tab. The report prints the information that exists before any updates are done. This report cannot be run without updating options and cannot be aborted. Vendors (RVE) Path: Eagle Browser / Reports Menu / Inventory Reports / Vendors (RVE) This report prints the key fields shown in the Vendor Maintenance window. This report is for information only; it does not update anything Chapter 8: Unity Reports

33 PURCHASING & RECEIVING REPORTS Path: Eagle Browser / Reports Menu / Purchasing & Receiving Reports This section lists the Purchasing & Receiving reports currently available and a short description of the report. Bin Labels - Purchasing (RBL) Combine Purchase Order (BPO) Order Point Calculation (ROP) Price Labels - Purchasing (RLA) Print/Fax Purchase Orders (RPO) Purchasing Information (RPP) Receipt Posting (RRP) Restocking Order Form (ROF) Suggested Orders (RSO) Suggested Orders (RSO) This report may also be known as Generating Suggested Orders (RSO) Path: Eagle Browser / Reports Menu / Purchasing and Receiving Reports / Suggested Orders (RSO) With the Suggested Order Report (RSO), the system generates and prints (or spools) a suggested order. In addition, the system can create a Purchase Order based on the suggested order. Chapter 8: Unity Reports 8-33

34 Bin Labels - Purchasing (RBL) Path: Eagle Browser / Reports Menu / Purchasing and Receiving Reports / Bin Labels - Purchasing (RBL) Detailed information on using this feature may be found in Chapter 6, Purchasing & Receiving. The Item Bin Labels Report (RBL) prints bin labels from the: Inventory File Price Change File Purchasing File You can print bin labels from a standard report printer, or if you have purchased Windows Labels or Labelworks, you can print them from your PC's laser printer. If you're using the Windows Labels program, your printer must be set up as a network printer in Modify Printer Status (Function MPS). If you're using a report printer, make sure the printer's settings are set up correctly for printing bin labels. Combine Purchase Order (BPO) Path: Eagle Browser / Reports Menu / Purchasing and Receiving Reports / Combine Purchase Order (BPO) Use the Combine Purchase Orders (BPO) report to append up to twenty POs to one PO. In order to be combined, all of the POs must have the same order type and vendor. However, you can use the Copy Purchase Order feature to copy a PO to a different order type. You can combine POs that have different PO statuses. The table below shows the PO status combinations you can use. You can append PO status To PO Status F to P and R P to P and R R to P and R T to T 8-34 Chapter 8: Unity Reports

35 Order Point Calculation (ROP) Path: Eagle Browser / Reports Menu / Purchasing and Receiving Reports / Order Point Calculation Report (ROP) As sales history accumulates and changes over time, you can use the Unity system to calculate order points by running the Order Point Report (ROP). Simply stated, an order point is the optimum stocking level for a particular item. Optimum stocking levels are based on demand, lead time and cost. Due to the changing nature of sales history, you should recalculate order points frequently perhaps as often as weekly. Then, when the time comes to order, the Unity compares each item's quantity-onhand to its optimum stock level and recommends purchase quantities accordingly. Price Labels - Purchasing (RLA) Path: Eagle Browser / Reports Menu / Purchasing and Receiving Reports / Item Price Labels (RLA) The Item Price Labels Report (RLA) prints price labels from the Inventory File, the Price Change File, the Purchasing File, or the Transfer file (Multistore only). You can print price labels on a standard report printer, or if you have purchased Windows Labels or Labelworks, you can print them on your PC's laser printer. If you're using an Activant report printer, make sure the printer's settings are set up correctly for printing price labels. Chapter 8: Unity Reports 8-35

36 Print/Fax Purchase Orders (RPO) This report may also be known as the Purchase Order Format Report (RPO). Path: Eagle Browser / Reports Menu / Purchasing and Receiving Reports / Print/Fax Purchase Orders (RPO) Use the Purchase Order Format Report (RPO) to print or fax a copy of a PO. Purchase Orders print on plain paper; therefore, you do not need a special form. You can print the following types of Purchase Orders: Open PO (status F) Temporary PO (status T) Receiving in progress (status R) Partially received PO (status P) Note: If you print a temporary PO, the system changes the PO's status to F, and updates the Qty on Order field in Inventory Maintenance. Purchasing Information (RPP) Path: Eagle Browser / Reports Menu / Purchasing and Receiving Reports / Purchasing Information (RPP) Use the Purchasing Master File Print Report (RPP) to: Print a PO of any status in report format. Identify which PO(s) an item is on. Identify which items you have on order from a specific vendor. Print a list of backordered items. Purge cancelled (status X) POs. The system automatically purges cancelled POs when you run RPP Chapter 8: Unity Reports

37 Receipt Posting (RRP) Path: Eagle Browser / Reports Menu / Purchasing and Receiving Reports / Receiving Posting (RRP) Use the Receipt Posting Report (RRP) to Print an edit list of the items you received in the Purchasing and Receiving window. Finalize your receipts, which in turn updates vendor purchase history in the Vendor Maintenance window, as well as updates Inventory information in the Inventory Maintenance window. The report prints two lines of information for each item. The top line is the old information. The bottom line is the new information that represents what the values will be once you finalize the receipts (by choosing Update Option F). Note: For Advanced Special Order users: Special order receipt information in the POS Open Order Viewer is also updated when you finalize your receipts. Restocking Order Form (ROF) Path: Eagle Browser / Reports Menu / Purchasing and Receiving Reports / Restocking Order Form (ROF) The Restocking Order Form (ROF) processes purchase orders you create with the Restocking Order Report (ROR). ROF prints, purges, and cancels purchase orders. The Restocking Order Form (ROF) report is part of "Replenishment Ordering", which is the simpler of the two purchasing and receiving systems on your Unity system. Replenishment ordering simply replenishes your stock of items that have sold since your last order. This purchasing method does not take into account the quantity-on-hand of an item, which means that items with zero quantity-on-hand will not be reordered unless they happened to have sold out since the last replenishment order was generated. Chapter 8: Unity Reports 8-37

38 POINT OF SALE REPORTS Path: Eagle Browser / Reports Menu / Point of Sale Reports This section lists the Point of Sale reports currently available and a short description of the report. Create Offline Refresh (COR) Daily Inventory Update Report (RDI) End of Day Sales Totals (RDS) Monthly Recap Report (RMR) POS Open Orders (ROO) POS Open Order Items (RIO) Price Exception Report (RPE) Void Transaction Detail Report (RVT) 8-38 Chapter 8: Unity Reports

39 Create Offline Refresh (COR) Path: Eagle Browser / Reports Menu / Point-of-Sale Reports / Create Offline Refresh (CORI) If you have Offline POS, follow this procedure to create the offline files for your PC. Run this program regularly to ensure your offline database is current. Activant Solutions Inc. recommends you run COR in a queue. After COR creates the files, they need to be downloaded to your PC. A summary will be in the Sierra POS Log (SHOWLOG) after COR runs. In the Stores field, type the store number(s) for which you are creating the offline files. In the Options field, type in D to download description indexes so that you can perform item lookups by description in offline POS. Note: You should only use option D once per week. If you are setting up COR to run in a queue, you should set up a weekly queue to run it with option D, and set up another queue to run it without option D on all other days of the week. Daily Inventory Update Report (RDI) Path: Eagle Browser / Reports Menu / Point-of-Sale Reports / Daily Inventory Update Report (RDI) Details on the use of this report may be found in Chapter 3, End Of Day Reports. Use the Daily Inventory Update Report (RDI) to monitor gross profit daily by department, clerk, or terminal, and then by item. The RDI must be run daily as part of your end-of-day queue, and must be scheduled to run after the Price Exception Report (RPE). RDI updates department, class, fineline, and promotional sales history based on the line-item detail from transactions entered through POS. All item-level history (in the Inventory Maintenance window) is updated immediately from POS. The RDI report will not include any back-office transactions. Details on the use of this report may be found in the End Of Day Reports area. Chapter 8: Unity Reports 8-39

40 End-of-Day Sales Totals Report (RDS) Path: Eagle Browser / Reports Menu / Point-of-Sale Reports / End-of-Day Sales Totals (RDS) Details on the use of this report may be found in Chapter 3, End Of Day Reports. Use the Daily Sales Report to balance cash and view daily sales information. The RDI must be run daily as part of your end-of-day queue. You can also use this report to post paidouts and special order deposits to General Ledger (If you don't use automatic passoff). As a daily procedure, start by looking at the store summary pages of this report. If there are any problems on the summary pages, you can then research the problem using the detail pages for specific clerks or terminals. Details on the use of this report may be found in the End Of Day Reports area. Monthly Recap Report (RMR) Path: Eagle Browser / Reports Menu / Point of Sale Reports / Monthly Recap Report (RMR) The Monthly Recap Report (RMR) can be run at any time for a particular store or day of the month. However, this report is generally run in your end-of-month queue with Option F because it deletes records (days) in the recap file so the next month's totals begin with zero. The sales totals on the RMR are updated as transactions occur at POS. No backoffice transactions are included in this report. The totals can be checked against other "POS only" reports, such as the Department Sales/Purchase History Report (RDE). Example: Month-To-Date Sales Report (i.e., if today is December 31, the report includes all sales from December 1 through December 31) Chapter 8: Unity Reports

41 POS Open Orders Report (ROO) Path: Eagle Browser / Reports Menu / Point of Sale Reports / POS Open Orders (ROO) The Open Order Report (ROO) is a detailed record of saved transactions, which include estimates, bids, orders, quotes, special orders, open quotes, advanced rainchecks, and suspended transactions. It can be run manually at any time, with different transaction types and options: Transaction Type O: Orders (including Suspended Transactions). Option L: Orders with deposits. Option H: Makes a shorter report by printing header information only. Option X: Purges out old orders/transactions. Option S: Purges out Suspended Transactions. POS Open Order Items (RIO) Path: Eagle Browser / Reports Menu / Point-of-Sale Reports / POS Open Order Items (RIO) POS Open Order Items Report (RIO) prints order detail from POS. The Open Order Item Report, run with the new Option F (Items on Backorder without PO), produces an alert for an SKU that is backordered on a POS order and not placed on a PO or a Transfer. You can also use the POS Open Order Items Report to print a list of: All items on all existing transfers. All items on a particular transfer or range of transfers. All transfers that include a particular item or range of items. Chapter 8: Unity Reports 8-41