shell forecast user guide

Transcription

1 Using The Electronic Shell Forecast Find where the 2-day Chart with forecasting is kept on your computer. For ease and convenience it is best to have a short cut to the file on your desktop so that it is easily accessible. Double click on the icon (Fig 1a) to open the spreadsheet. Fig 1 a Fig 2 Fig 2 The first tab on the bottom left is the tab used to open the Instructions (Fig 2a) on how to use this spreadsheet. The second tab is where the Daily Count Input is download to (Fig 2 b) 2a 2b 2c The third tab is the Shell Forecast Worksheet. This worksheet is where you would enter any increase or decrease in sales that you are anticipating Page 1 Version

2 Shell Forecast Automatic Data Import Tool Installation and User Guide Friday, April Version 0.3 shell forecast user guide Shell Forecast Automatic Data Import Tool Installation Guide Introduction: The purpose of this tool is to automate the process Shell Forecast data entry from the EOD into the SHELL FORECAST worksheet. Currently stores are required to input the data manually from the EOD report. This new tool will allow you to receive the Shell Forecast data in electronic format via and automatically import this data into the SHELL FORECAST worksheet with the click of a button. You will need to complete a onetime install of the SHELL FORECAST Data Import Tool and other required software on your office computer. Please see the following pages for the installation and usage instructions. Prerequisites Before you begin please ensure the following prerequisites are met: Computer with Windows XP or Windows 7 Excel please note this tool will not work in earlier versions Internet access Rights to install new software on your computer Installation steps 1 In your C: Drive create a new folder and name it ShellForecast (right-click > New > New Folder) Download the SHELL FORECAST installation files at: 2 Save the sf.zip file to the C:\ShellForecast folder you created. Double click sf.zip to extract install files into the C:\ShellForecast folder you created. 3 Double click on the setup.exe file inside the C:\ShellForecast folder. Page 2 Version

3 4 The setup software will check for the prerequisite software on your computer. If needed it will download and install any missing pieces of software. All the files are automatically downloaded from a safe Microsoft software repository. If asked for confirmation, click on Accept (as below) or yes. 5 You may be prompted to restart your computer to complete the install. 6 Once all the required software has been installed and verified the SHELL FORECAST Report tool installation will begin. You will see a confirmation pop-up -Please click Install to proceed with the installation. 7 When the setup is finished, click close to finish the setup. 8 Installation process is finished. Page 3 Version

4 SHELL FORECAST Automatic Data Import Tool User Guide How to use the new report 1 Before using the SHELL FORECAST and the automated Shell Forecast file you will need to create folders for each year and month. This file structure will help when you are trying to locate monthly SHELL FORECAST reports as well as individual Shell Forecast XML files. 2 Go to C:\ folder on your office computer 3 Browse to SHELL FORECAST folder you created during installation process 4 Create a folder for current Year o. Example: C:\SHELL FORECAST\ Under the Year folder create folder for each month (in this folder you will save the SHELL FORECAST spreadsheet for the month as well as the Shell Forecast XML files sent to you) o. Example: C:\SHELL FORECAST\2014\February C:\SHELL FORECAST\2014\March 6 By default, the Shell Forecast report will be sent to the Store Manager account every Sunday morning 7 Login to your store manager account 8 Look for from panagoeodreport@panago.com anago.com and subject will read Your store ### Shell Forecast Report -Week # -MM/DD/YYYY 9 Open the 10 Save the XML file attached to the to the current Month folder you created in Step 8 o. XML file name format STORE###_ShellForecastReport_D_MM_YYYY.xml YYY.xml Page 4

5 11 Browse to the following location in order to locate the original SHELL FORECAST spreadsheet (SHELLFORECASTReport.xlsx): C:\SHELL FORECAST\Application Files\Panago.Reports.ShellForecast.Vsto_1_0_0_7\ 12 The first thing you should do when you receive your SHELL FORECAST workbook, or any new versions of the workbook, is open the file in Excel and then do a Save As in your C:\SHELL FORECAST\[CURRENT YEAR] folder. Keep the name the same. This will give you a clean copy of the workbook in case something should happen to your working copy. The Save As will also remove the read only attributes from the workbook. Page 5

6 13 After completing the two steps above do a Save as browse to C:\SHELL FORECAST\[CURRENT YEAR] folder. 14 Save the file as Shell Forecast Template [CURRENT YEAR] Example: Shell Forecast Template 2014 This will be the copy of the workbook you will start with at the beginning of each month. When you receive any updates to the Workbook you will have to repeat these steps 11 to Open the Monthly Report Template file from Step 14 and do a Save As to the current month folder Example: C:\SHELL FORECAST\2014\March\Shell Forecast Report March 2014 Go to the DAILY DOUGH COUNT worksheet sheet. 16 Right click on a day (anywhere inside the day column) and then click on Refresh all weeks to import information for day you selected. Page 6

7 17 By default, the excel report will try to find the Shell Forecast XML file(s) you received by in the same folder as the report itself (based on the XML filename convention, see below for more details). If the file is not found by the report, you will be asked to select a file. Select the file for the week you are trying to import by opening the current month folder and select the Shell Forecast XML file for the week C:\SHELL FORECAST\[CURRENT YEAR]\[CURRENT MONTH] 18 The data for the weeks should now be refreshed. Page 7

8 How to manually the Shell Forecast XML file shell forecast user guide In the need that the automated Shell Forecast XML file is not ed automatically, the file can be ed to your store manager account manually through the CTS application. To generate the file manually: 1) Log into CTS with a store manager account 2) Go to View Reports this will display the reporting screen 3) Choose Shell Forecast Report 4) Click on Send this will send an to your store manager account with the XML file Backup Data If you are saving your monthly workbooks to your hard drive it is advisable to also make frequent back-ups to some sort of removable media (flash drive, CD-RW, etc.). Computer crashes are a fact of life and it is nice to only lose a day or couple of days work instead of a whole month s worth. Page 8

9 Printing a Dough Production Chart After the information has been updated on the DAILY DOUGH COUNT worksheet you are then ready to print an updated Dough production Chart. Simply scroll down and you will have the visual of this chart. The spreadsheet has been designed to only print the DOUGH PRODUCTION Chart and will automatically insert the print date which is the current date. When this dough chart is complete it will automatically populate to the Prep List. Page 9

10 Shell Forecast The Shell Forecast worksheet tab is designed to assist us in keeping up with the community events, pay days, seasonal trends or any major flyering strategy you may wish to conduct in your trade area. This sheet helps you to plan ahead by taking the sales history and increasing daily (b) sales that you expect. This method is more accurate as you are in complete control of your sales projections. You can also use it to change the percentages in crust and / or size and type. Information can be changed in all Blue filled cells. b c d a Example 1; if you are anticipating a 10% increase as we enter a busier time of the year, simply increase the daily sales (b) and that will increase the amount of dough that is needed keeping the sizes the same ratio as usual. Click on the SHELL FORECAST worksheet to access it. Enter the projected forecasts for each day. Sales for each day. These are the sales you are anticipating on each day of the week coming up. (b) Example 2; if a promo is coming up and promoting a certain size, you would want to increase that size (d) by the amount that you believe will happen in your location. The SHELL FORECAST Worksheet shows the dough by individual dough balls. To see how many trays, you need to click on the DOUGH COUNT & FORECAST tab. On the Shell Forecast Worksheet you will need to do the following: To ensure that the spreadsheet is current you need to gather the most recent history of the stores sales. Update the Rolling Sales and 4 Weeks Customer Count cells (c) by entering Page 10

11 the most current information located on your FMP spreadsheet. (Information can be retrieved from the CTS program). Day files o Click on selected dates (this information needs to be over a 4 week period) o Click on start date o Select the Sunday date 4 weeks ago that corresponds to the DAILY DOUGH COUNT worksheet o Click on end date select the Saturday Date that had just past that corresponds to the DAILY DOUGH COUNT worksheet o Click OK Enter Last 4 Weeks Rolling Net Sales (Net Sales) - FMP Enter Last 4 Weeks Rolling Customer Count (Total Orders) - FMP Enter in the percentage of each size and type of crust you are going to sell in the next week (Fig 8 d) You may use the historic percentages or you may use your own numbers but they must total 100% in each selection. The most recent numbers would be determined by using the Crust Sales section of the information that you just pulled from the Day Files for the last four weeks rolling. The calculation would be determined by using the number correlating to the dough balls. Example, for personal dough balls you would add the total number for the personal hand tossed (regular and multigrain) and the total number of small thin crust (regular and multigrain), divide that number by the total crusts sold and multiply by 100. The calculation will give you % of personal pizzas or the number that correlates to personal dough balls. For the % of small pizzas, you would add the total number for the small hand tossed (regular and multigrain), the total number of medium thin crust (regular and multigrain) and the total number of Cheezy Bread and Tuscan Flatbread and divide that number by the total crusts sold and multiply by 100. For the % of medium pizzas, you would add the total number for the medium hand tossed (regular and multigrain) and the total number of large thin crust (regular and multigrain) and divide that number by the total crusts sold and multiply by 100. For the % of large pizzas, you would add the total number for the large hand tossed (regular and multigrain) and divide that number by the total crusts sold and multiply by 100. For the original thin crust you would take the total sales of original thin crusts sold and divide by the total crust sales and multiply by 100. For the original hand tossed you would take the total sales of the hand tossed crusts sold and divide it by the total crust sales and multiply by 100. For the multigrain thin crust you would take the total sales of the multigrain thin crust and divide it by the total crusts sales and multiply by 100. For the multigrain hand tossed you would take the total sales of the multigrain hand tossed crust and divide it by the total crust sales and multiply by 100. Page 11

12 The total on the bottom of each category for sizes and type of crust should both add up to 100%. This shows you the Last 4 Weeks of information as entered. Page 12

13 Dough Count & Forecast The Dough Production Chart tab will show both the DOUGH PRODUCTION CHART (which shows you the history of the store) and the SHELL FORECAST CHART (which shows you the forecasting or future planning information that you have entered). This will help you in seeing the differences from the History and the Forecast. The forecast is a more accurate measure as it reflects any events or pay periods that you had accounted for in your sales projection. In order to determine what you would need for the day: Go to today s day and look at the USE column, this gives you the total number of trays that you need of each size for the day. You need to check that you have at least that number that is dated for today or the following day. If you do not, the difference between the two numbers is what would be the trays to proof for each size. The total number of trays that you would be building to (for dough production) would be determined by adding the USE and NEED column for that day and then subtracting the total that you have on hand for each size. The difference would be the number of trays for each size that you need to produce during dough production. USE + NEED N + any special orders ON HAND = trays to be made (divide by 7.7) ) = dough batches to be made Page 13

14 Prep list When all the information has been gathered the dough count will be transferred to the Prep List tab. All blue shaded cells can be typed in. With the Dough section you have a choice of which you would like to print. If you enter h (a) in the CTR column (highlighted in yellow) it will calculate the History information and when you type in f (b) it will calculate the Projected information (b). a b This assists you in knowing ahead of time how much dough is needed when there is a big community event, an aggressive marketing strategy, etc. being implemented. This Prep Sheet will need legal sized paper when printing. Page 14