Sales Analysis Update

You use this program to extract the daily sales transactions recorded in the Accounts Receivable and Sales Order modules and to update the appropriate history files. The history files include the Sales History Master, Sales History Summary, Sales History Source Transactions and Sales History Zoom Index files.

The Sales Analysis Update program can be run as often as required. It should be run frequently to update the sales analysis table to ensure that the data reflected in the sales analysis reports is accurate and up to date. Depending on the volume of your sales orders, you would typically run the Sales Analysis Update daily or at least weekly.

Toolbar and menu

Field Description
Start Processing Select this to process the function you selected.
Print Select this to print the information currently displayed in the Summary Report, Variance Report and List of Rejections output panes.
Save Form Values This option is only enabled in Design mode (Automation Design). Your selections are saved and applied when the program is run in automated mode.

Form values and defaults are applied at operator level. They are not saved at role or group level.

Information

Field Description
Control details The Control details are displayed for information purposes only.
Current period This indicates the current period and year of your Accounts Receivable module.
Date last updated This indicates the date on which the last Sales Analysis update was performed.
Processing options  
Update

Select this to update the relevant history files with any sales transactions processed in the Accounts Receivable and Sales Order modules since the last time you ran this program.

This applies only to the merchandise items and then only if the product class does not begin with an underscore.

Any transaction containing invalid product class or salesperson information is rejected and the details listed to your default printer device. You must access the Sales Transactions Maintenance program to make the necessary corrections and then re-run the Update function to update the history records.
Period end and update

Select this to reset the period-to-date sales values to zero and reflect any outstanding sales transactions in the new period.

If you want to include the outstanding sales transactions in the current period's values, then you must run the Update function before you run the Period end & update function.
Purge

Select this to delete information that is no longer required within the Sales Analysis module.

  • The cut-off date according to which information is deleted in the Sales Analysis module is determined by the length of time you have specified for information to be retained on file.

  • The minimum number of months that you can retain sales commission, sales tax, GST tax and EC tax information is one month. This means that no information may be deleted from these files until at least one Accounts Receivable month end is run.

  • The GST tax record is only processed if your nationality code is defined as CAN and the Canadian GST required option is selected.

  • Irrespective of the number of months entered to retain tax details, GST records are only purged if they have been printed using the GST Report by Entry or GST Report by Area program.

  • The EC tax record is only processed if the EC VAT system required option is selected.
After processing completed

These options are displayed within programs that can be automated. They enable you to indicate the action you want to perform once processing is complete (see Automation Design).

Purge details The Purge details are displayed for information purposes only and cannot be changed here.

No purge against an item indicates that no details will be purged for that item, as the item does not apply. For example, if you are using the EC tax system, then 'No purge' is displayed against the Sales tax details date before entry, as this option does not apply.

Refer to Purge for additional details.

Summary Report

This pane displays the results of the processing function you selected once processing is complete (unless you selected the option to close the application from the After processing completed section).

Variance Report

This pane displays the results of the processing function you selected once processing is complete (unless you selected the option to close the application from the After processing completed section).

Variances found during the update phase are listed in this pane.

The total of the relevant information from the Product Class record is checked against the corresponding entries on the Control record. If there is a difference, then this report is produced. The process is repeated for the salesperson information.

Possible reasons for variances are:

  • In a C-ISAM environment, if the last run of Sales Analysis Update did not finish correctly, then the control record may not have been updated with the information processed.

  • In a SQL environment, something may have been updated outside of SYSPRO, such as a product class processed flag being unset which would then cause the detailed transaction to be processed again.

List of Rejections

This pane displays the results of the processing function you selected once processing is complete (unless you selected the option to close the application from the After processing completed section).

During the update phase, any transactions containing invalid product class or salesperson codes are rejected and displayed in this pane.

If there are any rejected transactions, you should adjust the transaction details using the Sales Transactions Maintenance program and run the update again.

Rejections normally occur if the branch, product class or salesperson codes are not defined in the Accounts Receivable interface programs.

Update

If you set the setup option: Sales history method to Batch, then you need to run the Update function to update your history records.

If you set the setup option: Sales history method to Online, then the history records are updated automatically, providing no errors are encountered.

The following tables are updated by the Update function:

  • branch, product class, salesperson, geographic area
  • sales history, sales commission, sales tax
  • global tax distribution, providing the option: Global tax file required is enabled (General Ledger Setup).

The following processing occurs for the Period end & update routine:

  • Period-to-date figures are set to zero for the following records:

    • branch
    • product class
    • salesperson
    • geographic area

  • The following records are updated:

    • branch
    • product class
    • salesperson
    • geographic area
    • sales history
    • sales commission
    • sales tax
    • global tax distribution

Purge

A purge can be run together with either an update or as a separate process.

You define the number of months for which to retain sales analysis history in the Sales Analysis Setup program.

The system performs the following routine when doing a Purge:

  • Sales commission details meeting the following conditions are deleted:

    • the commission details were created in a financial month and year prior to the cut-off month and year (i.e. prior to the number of months you are retaining commission details on file)
    • commission details have been printed on the Sales Analysis Commission report.

  • Sales tax details that match all of the following conditions are deleted:

    • the sales tax details were created in a financial month and year prior to the cut-off month and year (i.e. prior to the number of months you are retaining sales tax details on file)
    • sales tax details have been printed on the Sales Tax report.

  • Canadian GST tax details that match all of the following conditions are deleted:

    • the GST tax details were created in a financial month and year prior to the cut-off month and year (i.e. prior to the number of months you are retaining Canadian GST tax details on file)
    • the GST tax details have been printed on the GST Report by Entry or GST Report by Area report.

  • EC tax details that match all of the following conditions are deleted:

    • the EC tax details were created in a financial month and year prior to the cut-off month and year (i.e. prior to the number of months you are retaining EC tax details on file)
    • the EC tax details have been printed on the Aggregate Sales Listing summary report, the Aggregate Sales Listing detail report and the Supplementary Declaration report.

When the relevant tax records are deleted from the SalSalesTax table, the corresponding detail records are also deleted from the SalSalesTaxDet table.

Sales tax records are deleted if they are older than the number of months for which to retain sales analysis history, and they have been printed on the Sale Tax report. If a Global tax file is required (General Ledger Setup) then the records must also have been printed using the GL Global Tax Report program.

Notes and warnings

Coding considerations

  • You use the Sales Analysis Setup program to indicate the History options you require and the Sales Analysis Summary Setup program to configure how you want to store your sales history summary information.

  • There is no month end function in the Sales Analysis module. The process of rolling the month is performed as part of the Month end function of the Accounts Receivable module.

Restrictions and limits

  • You cannot run the Sales Analysis Update program if any operator is currently using the Contact Query program, because the ArControl table is used by both these programs.