Report: Class Detail by Class by Date

Below is an overview of the Detail by Transaction Number report. General information on what fields are available, what they do and what data is presented in the report.

Path: POS-RP-1-3-2

Purpose: This report is used to display high level class dollar amounts per class.

Output: Class, Class Description, Sales, Returns, Net Sales, Markdowns, Discounts, Class Net, Cost, Quantity and Margin.

At first glance the data is very similar to the Class Detail by Date by Class report if you only run it for one date.

 

However, the format changes when you run it for multiple dates. The focus is on the class data, then by date. So class 100 is all grouped together across the date range, totaled for the date range, and then class 101 is reported for the date range, etc.

This example is for a six day span.

 

 

 

 

Unique Field Options

There are no unique fields in this report.

Note: the most common fields are covered in the Reports: Best Practices and Procedures article. Only special usage scenarios or options are covered in this article.



Report: Class Detail by Date by Class

Below is an overview of the Class Detail by Date by Class report. General information on what fields are available, what they do and what data is presented in the report.

Path: POS-RP-1-3-1

Purpose: This report is used to display high level information of class dollar amounts per day.

Output: Class, Class Description, Sales, Returns, Net Sales, Markdowns, Discounts, Class Net, Cost, Quantity and Margin.

 

 

 

 

What makes it unique from the other class reports is the formatting when it spans multiple days. The focus is on the date, then the class totals. So the report displays the first date with all class totals, then the next day with its class totals, etc.

The screenshot below shows data on two days.

 

 

 

 

 

 

 

 

 

 

 

 

 

Unique Field Options

There are no unique fields in this report.

Note: the most common fields are covered in the Reports: Best Practices and Procedures article. Only special usage scenarios or options are covered in this article.

 



Report: Consolidated by Register

Below is an overview of the Consolidated by Register report. General information on what fields are available, what they do and what data is presented in the report.

Path: POS-RP-1-2

Purpose: This report is used to display a high level summary of the transactions done on each register. The total amount of money done, total markdowns, cost of goods sold, gross margin of goods sold, etc. for the date range specified.

Output: Register, Quantity, Sell Price Extended, Item Discount Total, Item Markdown Total, Transaction Discount Markdowns, Net Sales, Tax Total, Trans Total, Tender Total, Net Cost Extended and Gross Margin.

 

 

 

 

 

Unique Field Options

A/R Invoice: Allows you to specify an AR Invoice number to view the other transaction details.

Note: the most common fields are covered in the Reports: Best Practices and Procedures article. Only special usage scenarios or options are covered in this article.



Reports: Best Practices and Procedures

Below is a list of the most common report fields and what they do. The purpose of this article is to avoid having to specify “the Store field restricts the report to the specified store” on every single report article.

There is also a best practices on the more optimal ways of running reports. This includes how to report on multiple class or department codes, what to do when you get a “0 records listed” response as well as other things.

Common Practices

  • Populate as few fields as possible to get the information you need.
    • Data presented in a report is information that meets every single field criteria.
    • If you get a response of “0 records to display” then consider widening your parameters. Filling out every single field will rarely work.
    • e.g. If you specify: “Store 1, Register 101, Beginning Date 8/1/18, Ending Date 8/1/18, Department 90, Class 101, SKU 9781234567890, Tran Type RT, WEB Transactions N, History file N” you probably won’t get anything.
      • If you remove the tran type criteria, or the department and class fields (you’re specifying the item anyways) then you may get some results.
  • Multiple criteria can be entered into most fields by separating them with a comma.
    • e.g. If you want to report on class numbers 101,102 and 103 you will enter them as 101,102,103
  • There is currently no way to report on “everything except” unless you enter every valid option.
    • e.g. If you want to report on every class other than 101 you would have to enter every class code except 101, into the Class field.

Common Fields

  • Store: Entering a value for Store restricts the report to only display results for the specified store.
    • Note that some items are not store specific, e.g. Class codes or fee codes are store agnostic.
  • Register: Entering a value for Register restricts the report to only display data on the specified register.
    • Multiple registers can be entered by separating them with a comma. e.g. 101,102,103 will report on all three registers.
  • Beginning Date: A “start date” that limits the data to not include information before this date.
    • e.g. A transaction search with a start date of 7/1/18 will not include any transactions prior to July 1st, 2018.
  • Ending Date: Specifies the “stop date” in the data, nothing after this date will be displayed.
    • e.g.A transaction search with a stop date of 7/1/18 will not include any transactions done on 7/2/18 or after.
    • To report on a single day make the beginning and ending date the same.
  • Department: Restricts the report to include data that falls under the specified department
  • Class: Restricts the report to data that includes items that fall under that class
  • SKU: Enter a SKU, ISBN, Fee Code, etc. to only report on data that includes this item
  • Detail: Is used to display as much information as possible for that data being reported on.
    •  For example, a report against transaction data with Detail flagged will display every line item in the transaction, the cost, quantity and total for every transaction for the date range specified.
    • The majority of reports are either Detail or Summary, but there are a few exceptions that will report the detailed information and include a separate summary section at the bottom. One example would be inventory valuation reports that will list all of the inventory items and then include summary totals for each inventory class.
  • Summary: The summary flag will combine and summarize the data reported on various break points.
    • For example, a transaction report with Summary flagged will simply report the transaction total instead of every single line item, their cost, and the total for the date range specified.
  • History: Almost always a N.
    • This is not a “include History as well” flag.This is a hard switch, meaning it reads from the History ONLY and will not report on current data.
    • Data can be moved to history to separate it from current data without throwing it away.
    • Once it has been moved to history then the History field would have to be a Y to read it from the History file.
  • Web: Almost always an N or empty. Entering a Y will restrict the report to ONLY web transactions similar to the History field only reporting on the History file.

 

 



Report: Detail by Trans Number

Below is an overview of the Detail by Transaction Number report. General information on what fields are available, what they do and what data is presented in the report.

Path: POS-RP-1-1

Purpose: This report is used to display detailed information on every transaction that meets the selection criteria.

Output: Register, Transaction #, Date, Time, Cashier Code, Transaction Type, Post Void status, Scanned Items, Item Descriptions, Quantity, Sell Price Extended (qty * price), Item Discounts, Transaction Discounts, Tax Total, Transaction Total and Tender Code.

Unique Field Options

A/R Invoice: Allows you to specify an AR Invoice number to view the other transaction details.

Note: the most common fields are covered in the Reports: Best Practices and Procedures article. Only special usage scenarios or options are covered in this article.

 

 

 

 



POS Menu List

Below is a list of all menu options inside of the POS module. The numbering of the list reflects the path numbering of the menu options. For instance, maintaining the Tax Tables in POS-2-3-1 is in section 2 – Transaction Parameters, 3 – Tax Tables, 1 – Tax Tables. At first glance it can be a little jarring to see the list go from 5 to 21 but it was necessary to keep the options true to the screen layout.

  1. Cash Register

  2. Transaction Parameters >

    1. General Parameters
    2. Modifiers

    3. Tax Tables >

      1. Tax Tables
      2. Import Tax Tables
    4. Tender Codes
    5. Transaction Types
    6. Discount Matrix
    1. Modifier Descriptions
    2. Credit Card Parameters
    3. Tender Categories
    4. Tax Exemption Reason Table
    5. Error Message Maintenance
    6. Price Table Maintenance

  3. Hardware Parameters >

    1. Register Parameters
    2. Hardware Configuration Codes
    3. Receipt Header
    4. Receipt Trailer
    5. Gift Receipts
    1. Function Key Definitions
    2. Touch Screen Codes

  4. History >

    1. History Parameters
    2. Run History Process
    3. Purge Processed Sales Records (DIS)

  5. Credit Cards & Communications >

    1. TotaLink Credit Cards
    2. Gratuity Processing
    3. ICOMM Credit Card Reports >
    4. CourseWorks >
    5. Create CC Adjustments from STD
    6. Element Vault Maintenance

  6. SmartLane Registers >

    1. Host Background Control
    2. Transfer Control & Status
    3. Send POS Parameters
    4. Send PLU and Data Files
    5. Send Specific Item
    6. List Send Log
  1. Global SKU Inquiry

  2. Data File Maintenance >

    1. Cashier Maintenance
    2. SKU Maintenance
    3. Department & Class Maintenance >
      1. Department Maintenance
      2. Class Maintenance
      3. Class Category Maintenance
      4. Distribution Code Maintenance
      1. Calendar
    4. Delete SKUs Marked For Deletion
    5. Catalog Maintenance

    6. Food Services >

      1. Meal Maintenance
      2. SKU Maintenance
      3. Meal Plan Parameters
      4. blank
      5. Meal Category Codes
      1. Reset Meal Plans
      2. Import Meal Plan Customers

      3. Food Service Reports >

        1. Meal Usage
    7. GateKeeper
    1. Negative Account Maintenance
    2. Positive Account Maintenance
    3. Fee Code Maintenance

    4. Cross Reference Rebuild >

      1. Title/Description Xref
      2. Author/Manufacturer Xref
      3. ISBN & UPC Xref
      4. 1-3 Above
      5. Rebuild MFX
      1. Pref Customer Xref
      2. Voucher Xref
      3. Employee Xref
      4. Special Orders Xrefs

    5. Vouchers & Coupons >

      1. Maintain Voucher Records
      2. Voucher History Inquiry
      3. Move Vouchers to History
      1. Voucher Parameters
      2. Maintain Coupon Parameters

    6. Loyalty >

      1. Enter/Maintain Customers
      2. Pref Customer Report
      1. Loyalty Type Maintenance
      2. Print Mailing Labels

  3. End of Day Functions > Reconciliations & End of Day

    1. Employee
    2. Register
    3. Register History
    4. Register Report
    5. Employee Report
    6. Daily Register Counts
    7. Employee Audit
    1. Check for Gaps
    2. Remote Close Registers
    3. Back Office Post Void
    4. Post Unposted Transactions
    5. Modify Tenders on STD
    6. Re-Open Closed Day
    7. Download Host AR Data
    8. Nightly Resize & Backup
    9. General Ledger >
      1. Create G/L Distribution
      2. Print G/L Distribution
      3. Create G/L Journal Entry
      1. Maintain Distribution Codes
      2. Create G/L Journal Entry for Quickbooks

  4. Special Orders >

    1. Maintenance
    1. Report

  5. Food Service >

    1. Meal Maintenance
    2. SKU Maintenance
    3. Meal Plan Parameters
    4. Meal Category Codes
    1. Reset Meal Plans
    2. Import Meal Plan Customers
    3. blank
    4. blank
    5. Food Service Reports >
      1. Meal Usage

  6. Mail Order & E-Commerce >

    1. Order Entry
    2. Catalog Maintenance
    3. General Parameters
    4. Campus Webstore Parameters >
      1. General Parameters
      2. Freight Tables
    5. Email Parameters
    6. Web Tags>
      1. Web-Tag Category Maint
      2. Web-Tag Tag Maint
    1. Mail Order Open Items Detail
    2. Customer Listing
    3. Fedex List
    4. Print Pickslips
    5. e-Mail List
    1. Customer Maintenance
    2. Customer Inquiry
    3. Purge Completed Orders
    4. Merge Identical Customers
    5. Mail Labels
    6. Web Order Status
    1. Zip Zone Table
    2. Rate Table – Weight
    3. Rate Table – Purch Amt
    4. Tracking – STD
    5. Tracking – Confirmation

  • Rentals >

    1. Item Master Maintenance
    2. Serial Number Maintenance
    3. Drop Off – Serial
    4. Item Retirement
    5. Move S/N to Regular Inventory
    6. Specify Tag Printer
    1. General Parameters
    2. Condition Codes
    3. Email Notices >
      1. Email Pre-Notice
      2. Email Past Due Notice
      3. Email Charged Card

    4. Utilities >

      1. Post STD to Serial#’s
      2. Customer Information
      3. Recalculate Quantity
      4. Rental Updates
      1. Update Rental Prices
      2. Rental Purchase Processing
    5. Customer Inquiry

    6. Reports >

      1. Rental Items Due
      2. Rental Items Past Due by Cust Name
      3. Rental Items Past Due
      4. Rental Items CC Charged
      5. Master List
      6. Daily Rentals
      7. Daily Returns
      1. Rental Items Available
      2. Rental Items Sold – Serial
      3. Rental Items Sold – Dynamic
      4. Rental Items Retired
      5. Rental Inventory
      6. Daily Dropoff
      7. Daily Rentals and Returns
      8. Physical Inventory Valuation
RP – Report Menu
PM – Printer Mgt
QB – Query Builder		 TI – Transaction Inquiry
GI – Global MF Inquiry
BG – Backgrounds		 UM – User Menu
UU – User Utilities
SM – System Menu

 

 



POS Report Menu List

POS Reports Menu(RP)

Below is the layout of the Reports menu in the POS module in an ordered list. The purpose of this page is to allow for a searchable list of reports. This is a constant work in progress, so some details may not be available at this time.

Clicking on a report name will navigate to a page with an example of what the report looks like, a brief summary of what the report will report on as well as explanations of the fields used to generate the report. Please note that every field definition is not listed for every single report, instead the most common fields are covered in the Reports: Best Practices and Procedures article. Only special usage scenarios or unique field options are covered in the individual report articles.

The numbering of the list reflects the path numbering of the reports. For instance, the Tender/Register Summary Report (RP-2-21) is down in section 2; Tender Reports, option 21 for Tender/Register Summary. At first glance it can be a little jarring to see the list go from 5 to 21 but it was necessary to keep the options true to the screen layout.

      1. Sales Reports >

        1. Detail by Trans Number
        2. Consolidated by Register

        3. Class Reports Menu >

          1. Class Detail by Date by Class
          2. Class Detail by Class by Date
          3. Class Summary by Class
          4. Class Summary by Register
          5. Item Disc/Mkdn by Class
          1. Class Comparison – Net
          2. Class Comparison – Returns

        4. Time Interval Sales Menu >

          1. Store Sales by Store by Register by Date
          2. Store Sales by Store by Date by Interval
          3. Employee Sales by Employee by Time
          4. Employee Sales by Time by Employee
          5. Sales $$ by Time Interval
          6. 7-Day Sales Report

        5. Special Sales Reports Menu >

          1. Gross-to-Net Sales
          2. Departmental Sales
          3. Sales and Returns by Department
          4. Sales by SKU/ISBN
          5. Sales by Transaction Discount Code
          6. Serial Number Search
          1. Maintain Flash Dates
          2. Update and Print
          3. Print Flash Data
          4. Akademos Sales Detail

        6. A/R Reports Menu >

          1. Invoices
          2. Payments
          1. POSCONNECT Error Report
        1. Transaction Detail (Inquiry)
        2. Fee Detail
        3. Fee Summary
        4. Item Disc/Mkdn Detail

        5. Movement/Ranking Menu >

          1. Build Ranking File
          2. Run Ranking Reports
          3. Build Movement File
          4. Run Movement Report
        6. E-Book Trans Detail

      2. Tender Reports >

          1. Tender Detail by Reg# by Tran#
          2. Summarized by Register
          3. Summarized by Store
          4. Detail with Account Information
          5. Summarized by Cashier Code
          1. Tender/Register Summary
          2. Consolidated Register Summary
          3. Sales Tax Summary
          4. Register Parameter Screen
          5. Credit Card Detail

      3. Inventory Reports >

          1. Daily Sales Detail
          2. With Sales in Last Seven Days
          3. Inventory Movement Report
          4. Inventory Movement by Time
          5. Same SKU in Multiple Modules

      4. Data File Listings >

        1. Department List By Dept Code
        2. Class Reports >
        3. Vendor Order Address List
        4. Sales Entry Messages
        5. Catalog QOH Report
        1. Cashier Listing
        2. Employee Listing

      5. Employee Reports >

        1. Transaction Detail by Employee
        2. Transaction Summary by Employee
        3. Employee Time
        4. Employee Sales By Employee By Time Interval
        5. Employee Sales By Time Interval By Employee
        6. Percent Employee Sales

      6. Miscellaneous Reports >

        1. Voucher Special Order Report
        2. Gift Card Report
        3. Cap & Gown Report
        4. Miscellaneous Voucher Report
        5. Departmental Vouchers
        6. Suspended Transactions Report
        7. Discount Summary
        1. Tax Report From POS.STD
        2. Tax Report From POS.TES
        3. Supervisor Authorizations
        4. Percent of Trans. per Register
        5. Neg Accounts Listing
        6. A/R Customer Report

    1. Buyback Reports >

      1. Dollars Spent Report
      2. Buyback Audit Report
      3. Buyback Detail Report
      4. Transaction Inqiry
    2. Register Errors
    3. User Audit


Custom Reports Through Query Builder

The TCS Query Builder is a very powerful tool for users of SmartSuite to customize or create new reports that more specifically meet their needs.

The Basics

Verbs Can be either SORT or LIST. List is random and SORT is ordered.
Filename The SmartSuite system is comprised of several data files unique to each module.
Dictionaries Each data file has its own unique set of dictionaries that define how data fields are represented.
Selection Criteria The rules you define to limit the volume of data to be included on a report.
Sort Criteria The rules you set to define how the data will be sorted.
Output Criteria The columns that will be included on a report.

 

Nearly 100% of the reports in SmartSuite utilize the same rules that the Query Builder does. We just add a more complex screen for your parameters and do a few more technical things.

The best way to create a query is to start from an existing one. If you don’t have an existing one then choose one of the system reports and see how we did it. Try to run a report that contains similar data to what you would like to create. For example, if you are going to create a report to display sale information, then use a Sales report as a reference. This way you can see what filename we are pulling sales data from and can use that same filename in your query.

You can see our query string by running the report but instead of selecting terminal, or printer, etc. choose the option to show the Command String.

Here’s a simple command from POS-RP-04-21 (Cashier Listing).

This has a Verb (SORT), a Filename (POS.EM), and Output Criteria (NAME.15 SECURITY.LEVEL.8 MISC.INFO.40. There is also a HEADING.

Screen Elements

Here’s an example of a query created by an end-user for doing a sales export.

ID This can be alpha or numeric. It is just the name you want associated with the report and is assigned by the user.
Used By Can be left blank or filled in with the name of the person who will be the primary user of the report. (When you enter “??” in the ID field the list is sorted by Used By and then by Desc.)
Verb Use either SORT or LIST
Filename Enter “??” to view a list of all of the files for the database you are logged into (POS, TEXT, GM, etc.) This is where it is easier to use the Command String to see what file to use. After some experience you become familiar with our naming convention and the file names will make sense.
Selection Criteria Enter valid dictionary items. If you click on “??” you will see a complete list of the dictionaries for the file selected. Here is a list of the POS.EM file (employee master).

If you enter “Y” in the Prompt column then when you run the report you will be prompted for the value you want to use. Dates can be entered just like in our screens.

The “??” works the same in each area, so the explanation will not be repeated.

The “?” provides most of the information provided in this document.

Sort Criteria The report above is going to be sorted by DATE and then by KEY. Since it is using the SalesTransactionDetail file (POS.STD) the key is store*date*register*transaction.

Output Criteria This varies in that the 2nd column is for BREAKS. A Break is usually used to provide subtotals. It can also be used to create a logical break on the report. Break options include:

T Total the column

Y Break with no total

P When breaking start a new Page

D Only show the detail lines

U Underline the total

L Suppress and blank lines following a total or other break

Breaks can be combined to cause multiple effects.

Include Record IDs Frequently the ID to a file is cryptic and the data you are viewing is redundant to the ID (just formatted better); in this case enter an “N”. If you want to see the record IDs, then enter a “Y”.

Detail Lines If your primary interest is summary data then enter “N” for detail lines. The 1st time you run the report, or as you are developing it, leave this a “Y” to have a better feel for the data.

Column Headings This is almost always a “Y” but they can be turned off for exporting/importing.

Sample Size When developing the report, you may not want to wait very long for you to see what you will get. Enter number here and as soon as that number of detail records is reached the report will print (or display). We usually start with 10 and move up to 100 if necessary.

Grand Total Enter any wording you want to appear on a grand total line. The Mod: field is used to Underline any totals.

Heading This optional field will cause a heading to print at the top of the report.

There are 3 primary modifiers that can be used in defining a heading. They include:

L Create a Line Break

T Insert the Time & Date

P Insert the Page Number

Here’s a sample:

 

When you choose the Run option you will be prompted for any of the inputs you specified and then you will select where to print the report using the same options as all other SmartSuite reports.



Negative Accounts (Bad Checks)

Here are the steps that can be taken to setup a bad check, or Negative Account, in the system so further checks are blocked.

  1. Set up the account in POS-22-21
    1. The account number can be anything you’d like. Student ID, Driver’s license, bank acct, etc.
      • It’s recommended to set a standard and stick to it. Reasons for this are explained in the final point of this document.
    2. Information can be filled out as needed. The key field that the system looks at is the Status field. If this is anything other than OK, the system will not accept the CK tender type for the transaction.
    3. The comments at the bottom are for informational purposes only.
  2. When using the CK tender, your cashiers will see a prompt to enter the account number.
    1. If the account number entered by the cashier matches the Negative Account number (e.g. 55555 from this example) then they will not be able to use a check.
    2. If the number entered by the cashier doesn’t match any Negative Accounts, then the transaction is processed.
      • This is why following a standard for the account number is so important. If the negative account was created using a student ID, but the customer driver’s license is entered, then there is no match and the transaction will go through.


Getting a Report Into Excel

These instructions cover how to save your reports as a text file and then import it into Excel. Most reports are formatted in a way that allows this but there are a few exceptions. Exceptions occur when the report data doesn’t line up perfectly into columns, such as the Tender Register Summary report (POS-RP-2-21).

  1. First, run your report as normal and send the output to Terminal.
  2. Now we need to save the report as a text file on your computer to import into Excel.
    1. Click on the Save icon at the top of the Terminal Window
    2. Select where you want to save the file.
      • This can be anywhere on your computer. Typical locations will be Documents or Desktop
    3. Name the file
      • Keep it simple and preferably without spaces.
    4. Change the “Save as type” to “Text Files”
    5. Click on the Save button

Importing Into Excel

This assumes that the steps above have been performed and you have a copy of the report on your computer as a .txt file. Things can get a little confusing but if you watch the animated image in step 6 it will cover most of the non-intuitive steps.

  1. Open Excel
  2. Go to File > Open
    • Or press and hold the Ctrl key and then press O bring up the Open dialogue.
  3. Browse to where you saved the file in step 2.2 above
  4. Change the All Excel Files drop down box to All Files
  5. Select the .txt file saved in step 2.2 above
  6. In the Text Import Wizard (step 1 of 3) Select the Fixed width option
  7. In step 2 of 3, click and drag the arrows/lines to the edge of the text. These mark the columns to be used in the spreadsheet.
  8. In step 3 of 3, click on each column and asign the Text data format in the top left
    • You can select the first column, move the slider all the way to the right, press and hold SHIFT and click on the last column. With all columns selected click on the Text data format option on the top left.
    • Click Finish
  9. Now all of the data should be in the Excel document. The ISBN numbers should not look like a notation number (9.78129E+12) they should display as full ISBNs.
  10. Save the document.
    1. If sending to another organization (e.g. Redshelf ebook list, third party inventory company, etc.)
      1. Go to File > Save As.
      2. Browse to where you would like to save the document
      3. Enter a name in the File name field
      4. Click on the Save as type: drop down and select “CSV (Comma delimited) (*.csv)”
      5. Click on Save
      6. The file can now be sent as an attachment
    2. If saving for internal use
      1. Go to File > Save As.
      2. Browse to where you would like to save the document
      3. Enter a name in the File name field
      4. Choose whatever you would like as the file type. The default is typically .xlsx
      5. Click on Save