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Define Totals
A total is a summation or count of two or more entities. For example, a total can be a summation of the quantity of items sold in the store on a particular store day.
You can use the Totals Definition Maintenance module of Sales Audit to define the totals, these totals can either be imported as transactional data from the POS/OMS system into Sales Audit through a RTLOG file or calculated by Sales Audit.
Source data can include transaction data and external data, such as money order totals or lottery ticket sales. You can choose the tables and columns for the total, build query statements to yield the desired information, and associate these totals with categories, such as stores or POS values.
Create Totals
Totals are a tool in Sales Audit that allows you to define saved procedures that create sums or counts of data within a Store Day. These totals can then be used during further processing for various purposes. Examples include totals for different types of tenders for export to the general ledger, counts of transactions that meet specific criteria to be used in audit rules, or for performing store balancing over/short analysis within Sales Audit.
A total in Sales Audit can be calculated from raw transaction data, or a total that comes from the POS/OMS through the RTLog. Totals can be based on raw transaction data, or on existing totals.
The Total Maintenance wizard allows you to create and update a total definition. It involves a series of steps where various details such as, total type, total entity, data source, roll up level, total usage can be specified. Each window in the wizard has a text box to the right that displays help text for each field. You should understand the following concepts before you create or update a total:
- Revision Number
Each total definition is assigned a revision number because updates to the total definitions are saved as new revisions and the existing definition record is not updated. This allows you to maintain a full audit trail and ensures that if an export is restarted after the total definition has changed, the system still has the total definition of the original export.
- Status
Each total definition is assigned a status. Based on the status of the total, the values it produces are stored in respective tables. For example, if a total definition is in Worksheet status, the values it calculates are written to the specific tables. This allows you to test total definitions to ensure the definition meets the functional need before introducing the total into the main test or production system.
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their resulting total values so that these values are selected and written to the export files. There is a usage for the Flash Totals Report and a Flash Sales Year to Date report too.
Create a Total Definition
To create a total definition:
1. From the Tasks menu, select Create Total Definition . The Total window appears.
2. In the Total field, enter the ID and description of the total definition.
3. In the Start Date and End Date fields, enter the dates for which the total definition is effective.
Note:
If you leave the End Date field blank, the total is calculated indefinitely.
4. Select a category for the total in the Total Category field.
5. Click Next to navigate through the wizard. Help for the selected field and button appears in the section on the right side of the window.
Note:
Select Raw Data or Existing Total from the Total Overview panel to indicate how the total is defined. If you select Raw Data, you create a completely new rule. To do this, you need a thorough knowledge of the tables and columns in the database. If you select Existing Data, you create a sum of existing totals.
You must associate all totals defined with a specific location list. For more information, see Define Location Traits
6. Click Save to create the total definition.
Create Combined Totals
You can combine existing totals to form a combined total using the Combined Total Details window.
To create a combined total:
1. From the Tasks menu, select Foundation Data > Create Total Definition . The Total Maintenance window appears.
2. In the Total field, enter the ID and description of the total definition.
3. In the Start Date and End Date fields, enter the dates for which the total definition is effective.
Note:
If you leave the End Date field blank, the total is calculated indefinitely.
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4. Select the total you want to view and from the Actions menu select View .
The Total Maintenance window for the selected total appears.
Update Total Status
The default status of a defined total is Worksheet. You can set the status of a total definition to one of the following actions:
- Submit a total definition for approval
You can submit a total definition using the Submit option, this changes the status to Submitted.
- Approve a total definition
When a total definition is submitted for approval, you can approve it by changing the status of the total to Approved by using the Approve option.
- Disable a total definition
You can disable a total definition by changing the status to Disabled by using the Disable option.
- Delete a total definition
You can delete a total definition by changing the status to Deleted by using the Delete option. You cannot delete an approved total.
To change the status of a total definition:
1. From the Tasks menu, select Foundation Data > Manage Total Definition . The Total Search window appears.
2. Search for and retrieve the total definition in Edit mode. The Total Maintenance window appears.
Note:
If you want to submit a total definition for approval, restrict the search to the totals in Worksheet status.
3. From the Submit menu, select a status for the total. You can select from Submit, Approve, Disable, or Delete.
4. When the system prompts you for a confirmation of status, click Yes .
5. Click Save and Close to save your changes and close the window.
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In this guide
- Guide: Foundation Data User Guide — Use Sales Audit
- Previous: 1 Manage Employees
- Next: 3 Define Audit Rules