Maintenance Customer Order Statistics

This process is used to follow up financial, quantitative and qualitative sales goals.

This is based on reporting from user-defined datasets containing information accumulated for specific product or marketing IDs.

Reports containing this information can be generated in either M3 reporting tools or a PC tool.

Before you start

This process can be started when the following prerequisites are met:

Follow these steps

The diagram below illustrates the activities included in the process.

  1. Create Dataset

    Datasets are storage sites for statistical information. They are created in program 'Dataset. Open' (OSS401).

    When defined, a dataset is assigned key fields and accumulator fields that are used for reporting. These fields are set in a hierarchical order. The number and sequencing of these fields determine the reporting information found in the dataset.

    Datasets allow statistical information to be stored at different levels so that it can be quickly accessed. Datasets can be redefined and their information rearranged to meet changing requirements or reporting needs.

    A dataset can be defined according to the following selections:

    • Key field such as customer or item
    • Accumulator field such as invoiced amount
    • Period type such as weekly or monthly

    The dataset is structured as a separate OS/400 file with real field names. This allows efficient ODBC connections to other tools.

  2. Update Detailed Sales Statistics

    Detailed sales statistics are updated from invoiced order lines. as specified in the customer order type. This can be automatic during invoicing or done manually in program 'Maint Invoice. Post-process' (COS196).

    These statistics are accumulated in datasets for further processing as totals.

  3. Re-create Detailed Sales Statistics

    When needed, detailed sales statistics can be re-created. This can be necessary if historical data has been destroyed or if the parameters for updating MCO order types have been changed.

    The detailed sales statistics are re-created in program 'Sales Statistics. Re-create' (COS995) by selecting the accounting date as of when the statistics should be re-created.

    In order to re-create the statistics, the invoiced delivery lines must still be in the database. Also, when the statistics are re-created, all affected datasets are automatically re-created.

  4. Update Dataset

    The accumulated totals are updated to the dataset(s) for total sales statistics. Each invoice transaction that updates the detailed statistics is checked for the information which is updated to the dataset. The information checked is:

    • The division is correct.
    • The start and end dates for updating the dataset include the accounting date for the transaction.
    • The sales statistics transaction type is included in the dataset.
    • The transaction meets the selection criteria defined for the dataset.

    The dataset that matches this information check is updated automatically for every new record created in the detailed statistics.

  5. Re-create Dataset

    When needed, the data in datasets can also be re-created. This can be for newly defined or redefined datasets. This is done in program (OSS995) by selecting the accounting date as of when the statistics should be re-created. See procedure Re-create MCO Statistics in Datasets and supporting function Datasets. In order to re-create the data, the base information must still be in the detailed sales statistics.

  6. View / Generate Reports

    Reports can be obtained from any defined dataset using program 'Sales Stats/Budget Report. Open' (OSS412). These can be reviewed the following ways:

    • On-screen
    • Printout
    • As an Office document for distribution by distribution lists (see Report Processing)
    • From a PC file for further processing – see procedure Export Data from Dataset to PC File

    Example

    Below are examples of the information that can be obtained using dataset and report processing.

    • Sales statistics
    • Profitability analyses
    • Lead time analyses
    • Error analyses
    • Trend analyses
  7. File Detailed Sales Statistics

    The detailed sales statistics contain one record for each invoiced customer order line. These records should be filed to avoid their taking up too much space in the system. Filing can be done after a reasonable time in program 'Sales Statistics. File' (OSS080).