Feature of the Month

June 2003

Retail Pro 7 (Windows X/Z Out ) and Retail Pro 8 Series
Run Statistics for X/Z Out
 

The X/Z-Out module includes a statistics mini-analyzer.  POS statistics can be compiled, evaluated, and output in several formats without having to use a full-scale report or analysis program.  This feature gives POS managers a valuable tool to track and monitor the performance of sales associates, departments, or promotions in an easy-to-use extension of the X/Z-Out report.

The statistical reports available fall under two categories:

• Document Statistics are based on the non-merchandise elements from sales receipts, such as Cashier, Associate, Tax Area, POS Flags, Fee Type, or Comment fields.  Document statistics are useful for analyzing performance of personnel, results from ads and promotions, the effect of weather on sales, or any variable used in POS flag or comment fields.
• Item Statistics come from the line item detail of merchandise sold, such as DCS, Vend Code, Desc 1, Attr, or Size.  Associate is also considered an item-oriented field since the associate can vary and be recorded by line item on the receipt.  Item statistics are useful for analyzing sales by department, or merchandise characteristics.

One or both statistical reports can be run concurrently with an X-Out or Z-Out report.

Basic Steps of a Statistical Analysis

The basic steps to run a statistical analysis are as follows:

1.       Begin an X-Out or Z-Out, defining filter and non-currency list criteria as you would normally.

2.       Select options from the main toolbar, then select the document statistics or item statistics tabbed page.

3.       Choose calculate statistics by selecting the check box.

4.       Define Dimensions and Results to include in the analysis.  (See the following section for more information on defining these elements.)

5.       Select ok to accept the statistics options and return to the report Settings window.

6.       Select run to run report.  If running a Z-Out, complete media counts as required.(Make sure x/z out is set to preview)

7.       Once the Report window is open, select either document statistics or item statistics from the side toolbar to view the analysis.

8.       Evaluate and “pivot” the analysis as required.  Print, chart, view, or export the data as described in the following sections.

Define Dimensions and Results

The data included in the analysis is determined by the Dimensions and Results you define, as well as the filter criteria you specified for the X/Z-Out.

• Dimensions are the descriptive elements by which you want to report statistics.  For example, you might want to report sales for each associate, so Associate would be included as a dimension.  If you wanted to report sales by department and further break down by associate, you would include both Department and Associate in your dimensions list.  Dimensions comprise the rows of the statistical analysis.
• Results are the value components of sales data, such as dollar amounts or quantities.  Dollar amounts can be expressed in sales, price, cost, margin or net amounts.  Results make up the columns of the statistical analysis.

An analysis must include at least one dimension and one result, but can include multiple dimensions and multiple results.  The structure of the analysis is determined by the order in which the elements are placed in the dimensions and results lists.

Do any of the following to include dimensions or results in the analysis:

• Click and drag each divider bar up or down.  Elements above the bar (in bold text) are     included in the analysis, while those below the bar (grayed out) are not.
• Double-click any element to instantly move it above or below the divider bar.
• Place individual dimensions and results in the order you want them to appear in the statistical grid.  An element can be dragged above or below the divider bar, and the elements can be arranged in whatever order required.

Sample Statistical Analyses

1.     Dimensions:  Associate

        Results:  Sold - Units, Sold - P$

With dimensions and results defined as shown, we have a simple analysis of unit and dollars sold by Associate during the report period.

2.          Dimensions:  DCS, Associate

Results:  Sold - Units, Sold - P$

Adding a second dimension, Department Code (DCS), and listing it first in the Dimensions list, revises the analysis to report sales by associate within each of the two departments.  The arrangement of the dimensions is in the order they were listed, first by department, then by associate.

3.          Dimensions:  DCS, VC, Associate

Results:  Sold - Units, Sold - P$

Taking the analysis one step further, now we have added a third dimension, Vendor Code (VC), to provide even more statistical detail.

Pivot the Statistical Analysis

Once an analysis has been run, you can go back and shift the way the data is broken down by rearranging dimensions and results.  This ability to change the statistical view of your data without having to rebuild the report is called “pivoting.”

The best way to look at your POS statistics is to select all the dimensions you might want to see when initially running your X/Z-Out report.  You can then easily pivot the analysis to look at your data in various ways by rearranging or removing dimensions.  Pivoting of dimensions is restricted to those dimensions selected when the report is initially built; to add other dimensions would require running a new report.  Results, on the other hand, can be freely added, rearranged, or removed at any time before or after running the report.

To pivot the analysis, return to the appropriate Statistics tabbed page on the Options screen, and drag the dimensions and/or results into a new order, or add and remove dimensions/results to achieve the statistical view you need. Note that the Statistics tabbed pages now only lists those dimensions that were selected when the report was first run.

Change Results Column Display Right-click a Results column header to access a pop-up menu with display options for the column.  The following functions are available:

          hide (result)     Hides the chosen column from the display.

              hide all     Hides all columns except the column chosen.

            show all     Returns all hidden columns to the display.

adjust column widths Restores all columns to their default widths.  (To manually change column widths use normal Windows procedures of dragging the column dividers in the header to the desired width.

(result)     Returns the specified column to the display.  (Only available after the column has been previously hidden.)

The order of columns can also be rearranged by clicking in a column header and dragging it to a new position.

Statistics Output Options

1.       Highlight the data to be included from the statistics analysis by clicking and dragging the mouse across the cells.  Only the data in the highlighted cells is included in the output.

2.       To preview/print:  Select print from the main toolbar.  The selected portion of the analysis is opened in the Previewer; all normal Previewer functions are available.

Other output:  From the side toolbar in the Report window select the appropriate button for the output type desired.

Output options.  See following pages for additional information.

Average/Total Analysis

Any result included in a statistical analysis can be totaled and averaged within selected dimensions.  To display the Average/Total window, highlight the cells of data you want included, then select the average/total button.  The display includes the following values for the selected results:

Export Data

Statistical data can be exported for manipulation outside of the X/Z-Out module.  In addition to the export options discussed in Section 11.2.6., statistics data can also be exported to the Windows clipboard, from where it can be pasted to other Windows applications.

Statistical Charts

Charts and graphs are useful for making quick comparisons, visualizing trends, and instantly communicating data to others.  Several types of graphs and charts are available, each best suited for a particular purpose.

Highlight the cells to be charted, then select chart from the side toolbar.  Select the type of chart to be created from the chart toolbar.  To switch to a different chart type, simply select it.

Save a Statistics Chart

A chart can be saved as a file in .jpg, .bmp, or .emf formats.

1.       Display the chart.

2.       Select save from the chart toolbar.

3.       Specify a file name, format, and location.

4.       Select save.

Print a Statistics Chart

1.       With the chart displayed, select print from the chart toolbar.  The chart is displayed in the Chart Preview window.

2.       To change the printer selection, choose a different printer from the printer drop-down list.  Additional printer settings can be changed by selecting printer setup.

To modify the chart printing instructions, use any of the following options:

Specify Portrait or Landscape orientation.

Adjust the width of any margin.  The chart size expands/shrinks auto­matically to match the new margins.  Margins can also be changed by dragging and dropping the margin indicator lines with your mouse (see below).

Select reset margins to restore the default margin settings (after changing).

Select view margins to display the margin indicator lines in the preview window.

Move the Detail slider towards More to print the chart at the maximum size possible within the specified margins; or towards Normal to reduce the chart size slightly and enlarge the text labels identifying the chart data.

Select proportional to return the chart to its original relative height and width proportions.

3.       Select print to print the chart or close to exit the Chart Preview window.