Since DataTrak relies on information that is "in" your system for reporting, it's important to make sure that the data actually gets "in" your system. To clarify, there are certain daily procedures and prerequisite tasks that you must perform on a regular basis to ensure that these reports present accurate data.
Daily procedure and tasks fall into two broad categories:
Data Entry--the process by which information is entered into the system. This includes both manual entry by a data input and data that is uploaded into the system such as shift reports from StoreTrak or EDI invoices.
Data Processing--Data processing programs take data that has been entered into the system and makes final entries.
Each of the management reports rely on one or both of these for the accuracy and/or completeness of the data they present. All data entry and processing, with the exception of Consolidate Sales Data, programs run from the ExecuTrak System. The Consolidate Sales Data Program runs through DataTrak.
Since the management reports present data for retail profit center activities, essentially every retail related entry must be performed accurately, in a timely manner, and on a consistent basis. These entries include the following:
Retail Shift Reports
Fuel Movements
All shift reports should be entered and transmitted to the CommServer in a timely manner.
Once store reports are received, they will need to be uploaded to ExecuTrak from the CommServer where they will be available for processing.
All bills of lading should be entered and fuel movements completed.
With many ExecuTrak data entry functions, entered data is stored in "holding" tables until the data itself is processed. After processing, the data is stored in "permanent" database tables and accounting entries are made. For this reason, any management reports that rely on processed data, can report inaccurate or incomplete data if any of the prerequisite entry and processing steps are not complete at the time a report is generated. Example:
After all Retail shift reports have been entered, whether manually through the ExecuTrak Shift Report Entry program or entered at the store level and then uploaded to the system, you must run the Retail Shift Report Processor to complete the entries for the shift reports.
Update cost layers to ensure that fuel costs are correct.
Prepare Units Summary Table (Advanced Financial Module)
Build Consolidation Table (Advanced Financial Module)