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SALES ANALYSIS

Flexibility in Sales Analysis is an essential feature of a modern business software package. Management need to identify trends in the market place and respond accordingly. SERENADE gives it's users an unusual level of flexibility with these reports with the ability to view the sales of actual parts by customer (or vice versa) and then view the invoices and credit notes and if necessary view/print these documents.

Overview

The Sales Analysis allows you to analyse sales from all sources of invoicing and credit notes in a variety of ways. There is a variable key analysis that allows the sequences of the reports to be variable and be changed interactively to produce analysis in the sequence required. Within this report, the sales may be compared with costs, last year sales or budgets and have the variance shown as a value or percentage to produce the desired results.

The sales analysis is created from the invoice and credit note item lines. The analyses are created when the audit trail is run which is normally expected to be once per day, usually as part of an over night batch job so that the system can be used interactively during the day.

The system retains the demand (usage) of each part by location/branch so that in a manufacturing/repair/kit-set environment all usage of a part is recorded not just that of the final product. This is retained in association with the Cost of Sales.

The Customer turnover is concerned solely with sales and is retained as total value by 'invoice to' account.

The Variable key sales analysis records the parts sold with their quantity, value and cost. These details are held on file with the information that was correct at the time the invoice was generated. If, for example, the analysis groups on parts are changed, the system will still hold the original codes in the sales analysis for the old sales but new sales will use the new code, but there is a capability to regenerate the sale analysis using the present codes if required.The system can display the sales information in digital or graphical form and has the ability to show sales of parts by customer (or vice versa) from the relevant enquiry program.It is possible to forecast the likely sales by period in the succeeding year based on a formula and three years of demand.

Features
  • The system has four major types of analysis:
    • Customer Turnover
    • Cost of Sales
    • Commission Calculation (optional)
    • Variable key Sales Analysis (optional)
  • The variable key analysis is optional so that if you do not need this level of sophistication, and can manage with just Sales by Location/Part (Cost of Sales) and Customer Turnover, you do not need to have it.
  • All variable analyses may be reported in two ways:
    • This Period and YTD.
    • Last 12 Periods with YTD and last 12 period totals.
  • The Period and YTD report may be produced in code sequence or in ascending or descending value sequence on all elements or just the lowest element.
  • The variable analysis can be produced for past periods.
  • The system can use the last 3 years of demand to forecast the likely sales in the succeeding year.
  • Reports can be in character or graphical form.
Customer Turnover

This is a record of total sales value (excluding tax) for the present period and the preceding 24 periods. It is held with the customer name and address details and is for sales by 'Invoice to' address.

Cost of Sales

The Cost of Sales sub-system retains details by Sales Location and Part Number. It retains:

  • Invoice and credit note quantities, nett sales value, and costs, as monthly totals for this and the previous 27 periods. (these are rolled at the period end).
  • Totals of usage/demand for this and the 36 previous periods. (includes issues to WIP, kit-set items, and lost sales).
  • The forecast of the next 18 periods usage.
  • The quantity and value of stock on-hand at period end for the last 12 periods
  • The last 8 lead times of receipts from Purchase Orders.

These details are always maintained by the system: there is no option to have them or not. In some cases, they provide all the sales analysis a company needs.

Demand Forecasts

The system has a sophisticated program to forecast the next year's requirements for a Part by Location, based on the usage/demand history over the previous 24 or 36 periods.

Commission

Salesperson Commission is optional and is switched on or off by a setting on the control record.

Commission is calculated from the invoice total or may vary by each invoice item. The calculation is a percentage of the item Gross, Nett or Margin.

It may be set for a combination of:

  • Salesperson,
  • Customer or Customer Type,
  • Part or Analysis Group (or Invoice total).
  • Any of the three elements may be left blank to indicate All

The commission calculated may be posted to the Cashbook for payment. This posting may be when the sale is made or when the payment is received.


Variable Key Sales Analysis

Up to 5 elements (in any sequence) may be used in any of the 12 (retained) report sequences.

These elements are selected from:

  • Customer Type
  • Customer (Statement Account)
  • Customer (Invoice Account Alphabetic)
  • Customer (Invoice Account)
  • Area
  • Sales Person
  • Location (Branch code source of sale)
  • Part Number
  • Analysis Group
  • Sub-Analysis Group
  • Special (user defined) code of a part
  • Supplier of the part

SERENADE's flexibility allows any of the report elements to be optional (you set an indicator in the control record to show which ones you do not require).

The system uses this variable key analysis utilising Customer/Part and Part/Customer sequences to allow viewing of the actual parts purchased by a customer (or vice versa) in the Debtors/Stock (Inventory) enquiry processes.

The report sequences are controlled by the indexes on the analysis file. When you request a new analysis sequence or amend an existing sequence, the system generatĆes an index for the file, which is then immediately available for use, showing a new combination of the existing data. Sales Analysis has up to 12 different sequences available with up to 5 elements in each. These sequences basically represent the lines on a report. The columns of the report are within the print program being used.

The analysis of the data can be presented in two ways:

  • a short-form option that contains the 'This Period' and 'YTD' values
  • a period by period option with YTD and last 12 period totals.

You can use either or both!

The 'Period and YTD' version allows comparison of sales against:

  • Cost
  • Budget
  • Last year

And will show the variance as a value or percentage.

The Period and YTD report may be produced in code sequence or in ascending or descending value sequence oall elements or just the lowest element. Thus, for example, if you were producing a sales analysis by Part within Customer you could have the report in customer sequence with the parts in highest to lowest value sequence OR the customers in highest to lowest value sequence and the parts within in highest to lowest value sequence as well.

Budgets

The system allows budgets to be entered by period for a year, and will use them as comparative values in reports.

Budgets may be entered in bulk and posted to the sales analysis all at the same time or may be amended individually which updates the sale analysis file immediately.

 

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Serrata Systems & Software Limited
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