Tip of the Week January 23, 2012
Volume: 2 | Issue: 4

Tip: Generating a Sales Report from Promotional Items

A few weeks back we talked about the glorious world of Promotions and discounting and tracking items sold through that area.  And so now, some of you are wondering how can one track sales of these Promotional items. There is indeed a way - let me warn you now, it does involve Excel and some fancy footwork, but the steps are well worth it to get the detailed sales data you desire.

Go into #2 - X for Extra - and select P) Promotional sale items (build/review)

Arrow down so that your cursor is on a line of whichever "promotion" event you want to analyze.

Hit P to print and select "Just items for event xxx" [where xxx is the name of your event]

It should then print a preview to the screen of the items - much like the below screenshot:

Hit P to print again, and select "Text file" - you can select to send the file right to you desktop and call it whatever you like.

Then, open excel and select to open this file.

Select FIXED WIDTH as the import method - like the image below:

You are going to want scroll down and make sure that your "delimiters" are around the ISBN, much like the below image:

The rest of your delimiters are not important, as essentially all we want to end up with are the bare ISBNs found in this file.

Make sure your column data for the ISBN column is "TEXT" and not the default of "general."

Again, the rest of the columns don't matter.

Once the import is done, you will want to remove all rows and columns, so that all you're left with is just one column with the isbns, just like in the below image:

Save the file as something simple, like "Event.txt" and save it to your BM folder.

Now, go into your BM software, select #0 for reports and #5 Supplier reports and "a) Supplier Sales/OnHand Report"

You may see filters right away, or you may need to hit U to Update.

The report type must be SALES and the rest of the information is up to you, but it will probably look something like this:

When the report is done generating, it will provide you with the financial information I think you were looking for:

Have fun!

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Tip: WebStore Permissions

All stores who have a BookManager WebStore have been assigned a "master" username and password that allows access to all of the administrative areas of the site. This is created by default when we enable your WebStore. Some stores may wish to create additional site logins to allow employees to have their own logins to the site, and grant them certain permissions to view and modify site content. For example, a store manager might be granted all permissions to view reports on the site, modify site content, and place store orders while a part-time staff member might only be given permission to view the PubStock or store stock levels on items they find online.

We encourage you to add employees to your site in order for everyone who works for you to be able to utilize the WebStore. You might be hesitant to give some of your employees full access to all of the areas of your site (i.e. give them the "master" login), but by adding them as employees you can give them their own login, and limit what they can see and do online, thus eliminating any worries about allowing them access to the WebStore.

Your employees must first create an account with your site by using the "I'm new" link that appears in the login area (when there's no one currently logged in to the site.) They will need to supply an e-mail address and a password.

Once their account is created, you (using the master login) can add them as an employee by going through the Setup link (in the top toolbar of the site) --> Permissions --> Add Employee, where you'll need to enter in the employee's e-mail address. Once the employee is added, you can select which specific permissions you want to allow the employee.

Tip: The permission names (admin, confidential etc.) are not very descriptive. Once you hover your mouse over each permission name, it will show you what areas of the WebStore each permission name pertains to.

You can toggle between an employee list (summary of permissions by employee name) and a breakdown of permissions (summary of employees allowed each permission type) by clicking on the Employees / Permissions buttons at the top.

If you need to delete an employee, simply click on the little red "minus sign" next to their name, and then confirm the deletion.

Store managers can also create employee accounts, then use the "master" login to assign permissions for all areas of the site to their employee accounts. In this way, all employees can use a "custom" login specific for them, and the "master" login is not used.

Managers (employees will full permissions) oould also eliminate permissions from the "master" account if needed. If this is done, it is important that the login information for the new manager accounts is not forgotten, as the default login for the store (the one assigned initially by BookManager) will no longer have rights to make changes to the WebStore.