Working with Merchandise History

Transcription

1 1 Inventory: Using CounterPoint Working with Merchandise History Overview Merchandise history keeps track of the movement of your inventory items and keeps records of markdowns. You can access this information using CounterPoint s merchandising reports: Consolidated Grid report Current/Prior Year Analysis report Hot/Cold Analysis report Retail Inventory Value report Six-Week Item History report These reports are available only if you specified in Setup / Inventory / Control to retain merchandise history. In addition, a reporting calendar must be defined (using Setup / System / Calendars) for the current year. Some reports also require calendars to be defined for Last year and Next year. This document explains how to print the merchandise history reports, and how to purge or compress merchandise history. Introduction to merchandising reports Consolidated Grid Report Shows current inventory status and historical sales activity for an item or item group. (See the Consolidated Grid Report section on page 5 for more information.) Data may be reported at the grid level. Data may be consolidated for items with identical grids (or identical size scales) for reporting purposes. Current/Prior Year Analysis Compares this year's versus last year's performance of inventory for vendors, item categories, or item sub-categories. (See the Current/Prior Year Analysis section on page 7 for more information.) Comparisons include: Quantities received and sold Percent of inventory sold Gross profit percent Markdown percent Turn rate Gross margin return on investment

2 Inventory: Using CounterPoint - Working with Merchandise History 2 Hot/Cold Analysis Provides a report of inventory items in ranked order. (See the Hot/Cold Analysis section on page 9 for more information.) Items can be ranked based on user-specified criteria (e.g., sales units, sales dollars, sellthru-%, value in inventory, etc.) to allow you to focus in on what s hot and what s not. Retail Inventory Value report Provides inventory value based on the retail inventory method, and includes beginning of period value, receipts, transfers, adjustments, sales, markdowns, and ending value, all at retail. (See the Retail Inventory Value report section on page 13 for more information.) Six-Week Item History report Shows the unit sales by week for individual items, grouped by vendor, by item category, or by item sub-category. (See the Six-Week Item History report section on page 14 for more information.) This report highlights current selling trends and can be used to make decisions regarding whether an item should be marked down or re-ordered. Additional merchandising information is provided for the item based on the last six months. Merchandising report fields This section explains some of the conventions and terms used in the merchandising reports. The terms are used in report headings and are printed on reports. You may prefer to refer to these descriptions as you review the reports. Conventions All quantities are printed in integer units. Sales and cost amounts are rounded to the nearest dollar. Weeks and months are obtained from the Calendar file. Cost prints only for users who are authorized to view costs. Terms %Sld Percent-sold (also know as Sell-through-%) the percentage sold of an item based on what has been received. A high percentage indicates that an item is moving well. Formula %Sld = (Qty-sold / (Beg-bal + Qty-recvd + Qty-adj + Qty-xfer-in - Qty-xfer-out)) * 100 This calculation is performed for data over a certain period of time, normally the six months preceding the as of date.

3 Inventory: Using CounterPoint - Working with Merchandise History 3 GP% Gross profit percent (also known as maintained markup percent) shows profitability of an item, usually based on historical sales. Formula GP% = ((Sales-$ - Cost-$) / Sales-$) * 100 MD% Markdown-% how much below original retail an item sold for. Formula MD% = (((Qty-sold * Reg-price) - Sales-$) / (Qty-sold * Reg-price)) * 100 MU% Markup-% (also known as initial markup when an item is first purchased) the planned profitability of an item based on the relationship between its planned price and its cost. Formula Based on Price-1: MU% = ((Price-1 - Last-cost) / Price-1) * 100 Based on Regular-price: MU% = ((Reg-price - Last-cost) / Reg-price) * 100 MMU% Maintained markup percent. See GP% above. On-hand Quantity on-hand the quantity on-hand in the Inventory file at the time the report is run. This value is not affected by your entry for Reporting date. On-order Quantity on-order the quantity in the Inventory file at the time the report is run based on outstanding P.O.'s. This value is not affected by your entry for Reporting date. Rcvd Quantity received the total net quantity received for all transactions that occurred in the reporting period. Formula Rcvd = Qty-rcvd + Qty-adj + Qty-xfer-in - Qty-xfer-out

4 Inventory: Using CounterPoint - Working with Merchandise History 4 GMROI Gross margin return on investment the profitability of merchandise as an investment, annualized. For example, if you invest $100 in inventory for a year and earn a profit of $50 (by making sales of $150), the GMROI is 0.5. If these sales occur in only six months, thus reducing the amount of time your money was tied up, your GMROI is 1.0. Formula GMROI = (Sales-$ - Cost-$) / Avg-inventory * on-hand-at-cost Turn-rate Turn-rate measures how quickly your inventory moves. For example, a turn rate of 6 would indicate that you sell your merchandise quickly enough to replace it six times per year. Formula Turn-rate = Cost-of-goods-sold / Average-cost-of-goods-on-hand during a period (Annualized to show the result projected for a year s time.) Weeks-OH Weeks on hand a projection of how many weeks will elapse before the quantity on-hand will reach zero, based on the rate of sales for the period (since the merchandise arrived). Formula Avg-units-sold-per-day = Total-units-sold-in-period / Number-of-days-in-period Weeks-OH = (Units-on-hand / (Avg-units-sold-per-day * 7)) Using a saved report screen If a merchandising report screen was previously saved, that saved report displays automatically. Make any necessary changes to the report parameters. Press F1 to clear the screen in order to enter new report parameters. Save as/replace default report parameters? This question appears when you press Enter at Field number to change? if you have entered new information or changed existing information on this screen. Specify whether to save these parameters as the default report parameters by selecting Yes or No. The next time you run this report, the default parameters display automatically.

5 Inventory: Using CounterPoint - Working with Merchandise History 5 Consolidated Grid Report Select Inventory / Reports / Merchandising / Consolidated grids. 6. Location If you aren t using multi-location (as specified in Setup / Inventory / Control), this field defaults to the location specified as the Main location in Setup / Inventory / Control, and cannot be changed. To print the report for a single location, enter the location. Press F2 to enter a location group instead of a location. 6. Location group Field 6 appears as Location group if you press F2 at Location. To print the report for a location group, enter the location group. Press F2 to enter a single location instead of a location group. 7. Show non-grid items? Yes To include all items on the report. No To include only gridded items on the report. Out-of-stock items? Yes To include all items on the report. No To include only items with quantity on hand.

6 Inventory: Using CounterPoint - Working with Merchandise History 6 Discontinued items? Yes To include all items on the report. No To exclude discontinued items from the report. 8. Consolidation level Grid To consolidate data for items that have identical grids. Size For items that have identical size scales (same grid column headings). For no consolidation of items based on their grid information, leave <blank> for None. List grouped items? This field appears only if you enter Grid or Size as the consolidation level in the preceding field. Specify whether to print the list of individual items that are included in each consolidated grid by selecting Yes or No. If you answer Yes, the list precedes the consolidated grid information. Report format This field appears only if you specified a consolidation level of None. Detail Summary Both 9. Fields to print For a report that includes information for the specified fields for all sizes, for each color (row). For a report that prints one grid to summarize across all colors (rows). For a report that includes the detail grid information (for each color) followed by the summary grid information. NOTE: Your selections for Fields to print dramatically affect the amount of information that prints on the report. You may print up to ten fields, with an additional forty-eight location detail fields for up to three fields. Print? For each field, specify whether to print the field on the report by selecting Yes or No.

7 Inventory: Using CounterPoint - Working with Merchandise History 7 Detail? This column appears only if you specified a location group, and entered Detailed at Report locations. Specify whether to include information for each location as well as a summary line for all locations by selecting Yes or No. Detail is allowed for a maximum of three fields. 10. Reporting period (Not applicable) displays if you didn t select Qty sold (in period), Sales $ (in period), or Weeks onhand in Fields to print. Enter the beginning and ending dates for the reporting period. Current/Prior Year Analysis Select Inventory / Reports / Merchandising / Curr/prior year analysis. 1. Print in order by Vendor Category Catetory/Subcategory To print the report in order by Vendor. To print the report in order by Category. To print the report in order by Category/Sub-category. 2. Reporting dates: This year The current system date displays as the default. Enter the cutoff date for the current year s analysis.

8 Inventory: Using CounterPoint - Working with Merchandise History 8 3. Reporting dates: Last year A number of reporting days equal to your entry for Reporting dates: This year displays as the default. Enter the cutoff date for the prior (last) year s analysis. 7. Location If you aren t using multi-location (as specified in Setup / Inventory / Control), this field defaults to the location specified as the Main location in Setup / Inventory / Control, and cannot be changed. To print the report for a single location, enter the location. Press: F1 For All locations. F2 To enter a location group instead of a location. 7. Location group Field 7 appears as Location group if you press F2 at Location. To print the report for a location group, enter the location group. Press F2 to enter a single location instead of a location group. 8. Report format Detail For a report that includes information for each of the selected items (grouped as you specified in the Print in order by field) and grand totals. Summary For a report that includes subtotals only for the main groupings that you specified (for example, for vendors only, not categories within vendors) and grand totals.

9 Inventory: Using CounterPoint - Working with Merchandise History 9 Hot/Cold Analysis Select Inventory / Reports / Merchandising / Hot/Cold analysis. NOTE: Only items that exist in the Merchandise Sequence file (IMSEQF) are included on this report. If some items don t appear on the report that should appear, you should run File Utilities / Special / Inventory / Rebuild merchandise sequence to update the file. Print in order by Rank To print the information in order by Rank. Item number (If printing for items) To print the information in order by Item. Vendor (If printing for vendors) To print the information in order by Vendor. Category (If printing for categories) To print the information in order by Category. 1. Print report for Item number To print the report for Items. Vendor number To print the report for Vendors. Category To print the report for Categories. Category/Subcategory To print the report for Categories/Sub-categories. Category/Subcategory (If printing for categories/sub-categories) To print the information in order by Category/Sub-category.

10 Inventory: Using CounterPoint - Working with Merchandise History Reporting date The current system date displays as the default. Enter the as of date for the report. Press F2 to define a date range for the report. From the Reporting date range field press F1 to enter the Earliest (or Latest) existing date. for Week Month Season Year Life-to-date To report on the week in which the reporting date occurs. To report on the month. To report on the season. To report on the year. To report on the life-to-date (from a specific date you specify through the reporting date). 7. Hot or cold [items/vendors/ etc.]? Hot To print the Hot (high-performing) items (vendors, categories, or sub-categories). Cold To print the Cold (low-performing) items. 8. How many [items/vendors/ etc.]? Enter the number of items (vendors, categories, or sub-categories) to include on the report. Press F1 for All items (vendors, etc.). 9. Ranking basis Sales$ To rank the information by sales dollars. Qty sold By quantity sold. Turn rate By turn rate. GMROI By GMROI (gross margin return on investment). GP$ By gross profit dollars. GP% By gross profit percent. %-Sold By percent sold (for the reporting period). Weeks OH By weeks on-hand. 10. Show inventory status as Quantity To print Quantity for inventory fields. Retail To print Retail (Price-1 * quantity on-hand). If you are authorized to view costs, select Cost to print Cost.

11 Inventory: Using CounterPoint - Working with Merchandise History 11 Your entry in this field determines the value used to print On-hand, On-order, Beg-bal and End-bal on the report. On-hand and On-order come from the item s Inventory record. 0 prints if no Inventory record exists. Beg-bal is determined as follows: Item has Merchandise History records Yes Item s first Merchandise History record is dated before the reporting period Yes Beg-bal is based on current qty onhand in the latest record dated before the reporting period No No Beg-bal is based on the inventory quantity on-hand Item s first Merchandise History record is dated during or after the reporting period Yes Beg-bal is based on the first record s current qty on-hand less its transaction quantities End-bal is determined as follows: Beg-bal is based on the inventory quantity on-hand Yes Item s first Merchandise History record is dated before or during the reporting period Yes End-bal is based on current qty onhand in the last record dated before or during the reporting period No No Item has Merchandise History records Item s first Merchandise History record is dated after the reporting period Yes End-bal is the same as Beg-bal (based on the first record s current qty on-hand less its transaction quantities? If you specified to show inventory status as cost or retail with a report ending date of the current system date, and you changed cost or price in the Item record since the last transaction, On-hand and End-Bal may not agree on the report.

12 Inventory: Using CounterPoint - Working with Merchandise History 12 Location If you aren t using multi-location (as specified in Setup / Inventory / Control), this field defaults to the location specified as the Main location in Setup / Inventory / Control, and cannot be changed. Enter the location. Press: F1 F2 For All locations. To enter a location group. NOTE: If you enter All, every item in the Merchandise Sequence file is eligible to appear on the report, regardless of whether an Item record, Inventory records, or Merchandise History records exist for the item. If you enter a specific location, an item must have a record in either the Inventory file or the Merchandise History file in order to be included on the report. Location group Enter the location group. Press F2 to enter a location. If you enter a location group, an item must have a record in either the Inventory file or the Merchandise History file in order to be included on the report. Report locations This field appears only if you specify to print the report for a location group. Separate Merged Detailed To print a separate report for each location. To print one report that includes merged figured from all locations in this location group. To print one report that includes detailed information from each location in this location group.

13 Inventory: Using CounterPoint - Working with Merchandise History 13 Retail Inventory Value report Select Inventory / Reports / Merchandising / Retail inventory value. 1. Print in order by Vendor number To print the report in order by Vendor. Category To print the report in order by Category. Category/Subcategory To print the report in order by Category/Sub-category. 7. Location If you aren t using multi-location (as specified in Setup / Inventory / Control), this field defaults to the location specified as the Main location in Setup / Inventory / Control, and cannot be changed. To print the report for a single location, enter the location. Press F2 to enter a location group instead of a location. 7. Location group Field 7 appears as Location group if you press F2 at Location. To print the report for a location group, enter the location group. Press F2 to enter a single location instead of a location group.

14 Inventory: Using CounterPoint - Working with Merchandise History Report format Full Brief For a report that includes retail value, cost value, and units sold. For a report that includes only retail values. Cost information prints only for users who are authorized to view costs. Six-Week Item History report Select Inventory / Reports / Merchandising / Six-week item history. On this report: Prc-1 and MU% show current figures as of the reporting date. 1st-rcvd reflects the first date that this item was received from a vendor. (none) prints if the item has never been received. The Rec d quantity includes receivings, adjustments, and transfers from the six months prior to the reporting date. When printing for a specific location or a location group, 0 will print for any location with no merchandise history. On-hand and On-ord show the current quantities from the item record for only those locations that have merchandise history. Quantities for locations with no merchandise history are not included. When printing for a specific location or a location group, 0 will print for any location with no merchandise history. The six-week history shows the quantity sold per week for the six weeks prior to the reporting date. Sold@Reg, Sold@MD, %Sld, Wks-OH, and MMU-% are based on the six months (not weeks) prior to the reporting date.

15 Inventory: Using CounterPoint - Working with Merchandise History Print in order by Vendor number To print the report in order by Vendor. Category To print the report in order by Category. Category/Subcategory To print the report in order by Category/Sub-category. 7. Location If you aren t using multi-location (as specified in Setup / Inventory / Control), this field defaults to the location specified as the Main location in Setup / Inventory / Control, and cannot be changed. To print the report for a single location, enter the location. Press: F1 For All locations. F2 To enter a location group instead of a location. 7. Location group Field 7 appears as Location group if you press F2 at Location. To print the report for a location group, enter the location group. Press F2 to enter a single location instead of a location group. 8. Report format Detail For a report that includes information for each of the selected items (grouped as you specified in Print in order by) and grand totals. Summary For a report that includes subtotals only for the main groupings that you specified (for example, for vendors only, not categories within vendors) and grand totals.

16 Inventory: Using CounterPoint - Working with Merchandise History 16 Compressing and purging merchandise history Select Inventory / Purge / Merchandise history. NOTE: You may want to compress or purge merchandise history as necessary to conserve disk space. Disk space is not actually regained until you physically remove the records by using File Utilities to export and restore the Merchandise History file. (See File Utilities for more information.) Before purging merchandise history, you may want to print detailed merchandise history reports that include the information being purged. (See the Introduction to merchandising reports section on page 1 for more information.) You may also want to make a backup copy of the Merchandise History file in order to retain a copy of the information. Compressing merchandise history When purging merchandise history, you have the option of compressing (summarizing) merchandise history information instead of purging it. When you compress merchandise history, detailed history records are date summarized into fewer entries, and the detail records are purged. You can summarize by week, month, season, or year. Records that have already been compressed (e.g., into weeks) can be compressed again (e.g., into months). Notes on compressing merchandise history: See the Notes on compressing merchandise history section on page 18 for more information. Purging merchandise history When you purge merchandise history, both detail and summary (compressed) records are purged.

17 Inventory: Using CounterPoint - Working with Merchandise History Purge or compress? Compress To Compress merchandise history. Purge To Purge merchandise history. 2. Year ID to compress/purge Enter the calendar year ID to compress or purge. Only merchandise history records dated within this calendar year ID will be compressed or purged. 3. Cutoff date Enter the cutoff date of the merchandise history records to compress or purge. Only merchandise history records dated on or before this date will be compressed or purged. Compress into This field appears only if you are compressing merchandise history. Weeks To compress history records into Weeks. Months To compress history records into Months. Seasons To compress history records into Seasons. Years To compress history records into Years.

18 Inventory: Using CounterPoint - Working with Merchandise History 18 Before merchandise history is actually compressed or purged, a second screen appears to warn you that if you continue, the specified merchandise history records will be permanently removed from the Merchandise History file. Are you sure you want to do this? Specify whether to compress or purge the specified merchandise history records by selecting Yes or No. Notes on compressing merchandise history Merchandise history compression should be run when an excess of detailed records slows down the printing of merchandising reports, or when you want to reduce the size of the Merchandise History file. You should compress rather than purge merchandise history if you want to retain a summary of the detailed records before deleting them (for future reporting or comparative purposes). When you compress merchandise history, all detailed records for items that match the criteria you specify are compressed into a summary merchandise record for each time period. The following example shows how detailed merchandise history records might be compressed: Item Date Qty Rcv d Qty Sold Sales at Reg. Price 1 03/02/ /04/ /09/ /11/ /16/ /17/ /18/ /20/ After the records are compressed into weekly records, the file contains: Item Date Qty Rcv d Qty Sold Sales at Reg. Price 1 03/04/ /11/ /18/ /25/ NOTE: The date for each of the compressed records is the ending date for a week, and all quantities and sales for that week are summed into the weekly record.