Void Tracking
Tip
Use the Trend Analysis report to review void activity as reported by the POS
If you are able to post void data from your POS data, then on the Reports
menu, click Daily Book > Trend Analysis. Availability of trend data
is POS specific. See the Computerized Daily Book User's Guide's
Chapter 3 for list of available trends listed by POS. You may use an
"Alert" with some trends such as Void Count to send a text message to an e-mail
account. When used together, the Trend Analysis report and the Alerts
feature can help you identify issues which may warrant attention. Below are the
three suggested steps for using the Trend Analysis report to determine what
value to use for the Alert:
Step 1: Review trend with the Trend Analysis report.
Step 2: Based on the Trend Analysis report, determine the Alert threshold you wish to set.
Step 3: Set the Alert threshold.
CDBWin's Trend Analysis reports
provide insight into sales activity as reported by some point-of-sale
(POS) systems. A list of which trends are available is listed by POS in the "Trend Analysis"
section of Chapter 3 of the
CDBWin User's Guide.)
Every Trend Analysis report is also available in graph format.
To run a Trend Analysis report on Voids Count:
- In CDBWin, on the Reports menu, click Daily Book > Trend Analysis.
A report filter window appears:
- Use the filter to tailor the report to your needs:
- Report Type — From this box, select the desired trend report,
in this example select Voids Count. The selections that appear in the
box reflect the
reporting options supported by your POS.
- Graph — Select this check box if you wish the report to display in graph
form. Clear it if you wish only to run a text-based report.
- Register — Reports can be run by specific POS system number (as defined in CDBWin).
Some sites use separate POS systems. From this box, select the POS
system for which you wish to report or leave blank for all.
Defining registers is explained in Chapter 1 of the CDBWin User's Guide in
the section titled, "Locations."
- Beginning/End Date — Limit the date range of the report by using the boxes or the
calendar buttons.
- Click View or Print.
- Each line entry on the text-based version of the Trend Analysis report represents
one closed shift/day and contains
the following information to assist in decision-making:
- Seq # — CDBWin assigns a sequence number to each CDB shift record for
reference.
- POS Seq# - Date — This is the corresponding sequence number generated by the POS, along
with the date that the shift was closed, again for reference.
- Register # — The POS system from which the trend statistics were polled.
- Amount — In the case of the Voids Count report, the number of
voided sales that occurred at the POS during the shift. Two decimal places are used.
- Here is the same report in graphical format:
With CDBWin providing the trend details, you may which to analyze report in
order to determine the number of voids at which you want the system to
automatically send an alert. For the purposes of our example, let's make the threshold
20.
In other words, any shift that has 20 or more voids will be called to your
attention via an e-mail message.
Now it is time to use CDBWin to set the Alert threshold. Alerts will be
e-mailed at the end of shift based on the settings you type on the "Alerts" tab. To set up the
alert for Voids Count:
- In CDBWin, on the Setup menu, click CDBWin Settings > the
"Alerts" tab. In the E-Mail alerts report to box, type the
e-mail address for person who should get the alert. For our example, in
the From POS group box, in the Max. voids count box, type 20.
- Options for alerts include include:
- E-mail alerts report to — Use a semicolon (;) to separate multiple addresses.
- Always prompt for comment — After you set an alert, when the shift is
closed, if the threshold is met or exceeded, a Comments window displays (see below).
This allows the user running End of Shift Process to type a brief message to be e-mailed along with
the alert. If the Always prompt for comment check box is selected,
that Comments window will appear every time the shift is closed providing an
opportunity for the user to communicate with the designated recipient even when
the threshold has not been met.
- Max. voids count —
Per our example, this is where the threshold for
Voids Count would be typed. This number defaults to displaying two places past
the decimal point.
- Click Close. When you close the shift, an alert for Voids Count will be triggered
if thresholds are met or exceeded. You can return to the "Alerts" tab later to change
the threshold or set other thresholds for other alerts.
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