Program Description
This new program can be found on the Billing Reports Sales History Exception Reports menu (BI-4-5-7). A range of customer numbers, product classes, and consumable items can be entered. A consumable item refers to any valid item in the Item File that is not a serial numbered item. As an example, you can input the item number for toner or paper and see which customers have never bought toner, or have bought toner, but not recently. The customers that have never purchased the item or have purchased it in the past, but not since a specific date are included on the report. When running the report for last purchases, a last purchase date is entered. If the item has been purchased prior to this date, but not since that date to the present date, the customer is printed. As an example, it is currently 04/15/97. A last purchase date of 03/01/97 is entered. Customers that have at least one sales history record for the inputted item with a date prior to 03/01/97 and no sales history record for that item with a date after 03/01/97 to 04/14/97 is included on the report. The customer purchased the item prior to 03/01/97, but has not purchased the item since.
The printer selection screen appears to allow selection of a printer. See the following example of the input screen. Enter a forward slash (/) to cancel out of the program or enter Shift-6 (^) to return to a previous field. The ESC escape key exits the input and the printing of the report. If labels are printed, load the labels into your printer. The labels that should be used are 3-1/2" by 15/16" one across standard computer labels. The print size should be set at 10 CPI.
The following prompts are described below:
Enter Beginning Customer Number, A’ll, Or E’nd
Enter a specific or beginning customer number or enter A for all. The Ship To customer number(s) will be used in the search for Sales History File (8 numeric).
Enter Ending Customer Number
The cursor stops at this prompt if a beginning customer number is input. Whatever is input as the beginning number appears as the default ending number. A return accepts the default. This can be overridden, if desired. Enter the desired ending prospect number. (8 Numeric)
Enter Beginning Product Class, A’ll
Enter a specific or beginning product class number or enter A for all. The product class number(s) will be used in the search for Sales History File. (1-9999)
Enter Ending Product Class
The cursor stops at this prompt if a beginning product class number is input. Whatever is input as the beginning number appears as the default ending number. A return accepts the default. This can be overridden, if desired. Enter the desired ending product class. (1-9999)
Enter Beginning Consumable Item Number Or A’ll
Enter the item number that is to be used in the analysis. These item number(s) will be used to search the Sales History File. NOTE: The program will skip any item number that has Y entered in field 37. Serial No. of the Item file as noted by the message: * Any Items Marked As Serialized Will Be Skipped *. (18 alphanumeric)
Enter Ending Consumable Item Number
The cursor stops at this prompt if a beginning consumable item number is input. Whatever is input as the beginning number appears as the default ending number. A return accepts the default. This can be overridden, if desired. Enter the desired ending consumable item number. (18 alphanumeric)
Miscellaneous Notes
An item that is designated, as an override item in the Item File should not be input in this sort. Override items store the description as the item in the Sales History File. Thus, the exception report does not find any data when inputting the item number.
Also note that if the item has changed in it's assigned product class number, the sales history records will be still found, as product class is not used in this sort.
Enter N'o Purchases Or L'ast Purchase
Enter N if the report is to be run to print all customers that have never purchased the inputted item number. Enter L if the report is to be run to print all customers that have purchased the item at least one time, but not since a specified date. The report run for no purchases will never include the customers that are on the last purchase date version and vice versa. If L is entered for last purchase, the cursor stops at the following prompt.
Enter Last Purchase Prior To Date
Input a valid date. If an invalid date is entered, the prompt Invalid Date--Enter Again appears. The cursor returns for re-input. This is the date that is used to select all customers that have purchased the item at least once prior to this date but not since this date. The ending date is the system date. As an example, a last purchase date is input as 030197. All customers with a sales history record of the item prior or equal to 030197, but no purchases of that item since then, will print on the report. (MMDDYY)
After inputting the last purchase date or N for no purchases, the cursor continues on to the next prompt.
Enter R'eport Or L'abel
If the data is desired in a report format, enter R. If the list of customers is desired in a label format, enter L.
When L for label is entered, the cursor proceeds to the following prompt. The cursor does not stop at this prompt when printing the report format.
Print Contact Name (Y/N)
Enter Y for yes to include the contact name on the labels. Enter N to not include the contact name. The contact name that is printed is the contact name stored in field 9 of Customer File Maintenance (BI-3-1-1).
After the contact name prompt is input for the labels, the cursor continues to the following prompt:
Print Alignment Pattern? - Enter P'roceed, B'ypass, Or C'ancel
Enter P to print an alignment pattern. Two alignment patterns are printed. Enter B to bypass printing an alignment pattern and the processing and printing begins. Enter C to cancel the program.
When P to print an alignment pattern is entered, the following prompt appears:
Are Forms Aligned Correctly - Y'es - N'o
N for no prints another alignment pattern. The cursor returns to the prompt for input. Enter Y for yes to begin the processing and printing.
Enter R'eport Or L'abel
When R for report is entered, the program will proceed to generate the report. The program searches through the Sales History Files and selects the appropriate customers.
Report Results
Last Purchase
When running the program as a report and for last purchase, all customers that purchased the item prior to the inputted date and not since that date are selected. The very last purchase of this item is printed for each selected customer. This is the last purchase found of the item with a date that is prior or equal to the inputted date. The last purchase of the item is from the Sales History File. See the following examples of the last purchase report. The last purchase date is input as 8/31/99. Customers that had at least one record in the Sales History File with a transaction date prior to or equal to 8/31/1999 and no records in the file with a date after 8/31/1999 to the current system date are included on the report.
The customers print in customer number order, smallest to largest. The following is printed for each item qualifying within the selection criteria:
CUSTOMER NUMBER
Only Ship To customer numbers are found in the Sales History File.
CUSTOMER NAME
This is the company name assigned to the customer number from the Customer File.
CITY
This is the city assigned to the customer number from the Customer (CUSTD) data file.
ST
This is the state abbreviation from the Customer data file.
PHONE #
This is the phone number from the Customer data file.
The following fields’ display/print for each of the Items that qualify based on the inputs:
PRODUCT CLASS
This is the product class stored in the Sales History File.
ITEM #
This is the item number stored in the Sales History File.
ITEM DESC
This is the item description stored in the Item File.
LAST PURCHASE
This is the date of the last purchase of the inputted item number.
UNITS
This is the number of units sold of the item(s) that were on the last purchase sales history record.
Miscellaneous Notes
In some cases this may be a negative record as it is a void or credit memo. For more detailed sales history analysis, use the Sales History by Item or other Customer inquiries or reports.
SALES/UNITS
This is the dollar amount that was invoiced to the customer for the item on the last purchase made. This is the amount for one unit. No charge service ticket entries are zero.
No Purchases
When the report is run for no purchases, customers that have no sales history records of the inputted item(s) are printed. The entire Sales History File is searched. The customers are printed in the same order as described for the last purchase report option.
The following information is printed for each customer. This is a partial section of a report:
CUSTOMER NUMBER
Only Ship To customer numbers are found in the Sales History File.
CUSTOMER NAME
This is the company name assigned to the customer number from the Customer (CUSTD) data file.
CITY
This is the city assigned to the customer number from the Customer File.
ST
This is the state abbreviation from the Customer File.
PHONE #
This is the phone number from the Customer File.
The following fields’ display/print for each of the Items that qualify based on the inputs:
PRODUCT CLASS
This is the product class stored in the Sales History File.
ITEM #
This is the item number stored in the Sales History File.
ITEM DESC
This is the item description stored in the Item File.
Label Printing
The customers that have a label printed are decided by the program input. Whether or not the program is printed for last purchase or no purchases, the other input prompts determine what labels are printed. The order of the labels is the same as described when printing in the report format. If you run the report and the labels and input the same responses to the prompts, you get a label for every customer that is included on the report.
The actual information that prints on the labels is the same regardless of how the program is generated.
The following information is included on the labels. In this example, actual labels are not used. The example is run for the last purchase option of 01/01/98:
Miscellaneous Notes
The number of labels mirrors the second enclosed report example.
CUSTOMER NAME
The Ship To customer name prints from the Customer File.
CONTACT NAME
This is the contact name that prints if the option Y is entered. The contact name is from the Customer File, field 9 in Customer File Maintenance (BI-3-1-1) on the Billing File Maintenance File Setup menu.
FIRST ADDRESS LINE
This is the first address line from Customer File Maintenance.
SECOND ADDRESS LINE
This is the second address line from Customer File Maintenance.
CITY, STATE, ZIP
This is the full city, state abbreviation, and zip code from Customer File Maintenance.