Reports
The easiest and most convenient way of importing information into your account is by scanning documents. Currently Caerus can ingest 4 types of documents:
- Depletion Reports
- Sales Reports
- Billback Invoice
- Billback Details
The best way to differentiate between them is by the information that each reports contains.
When depletion reports or sales reports are scanned, we will automatically create the corresponding account and products in your Caerus dashboard
Depletion Report
The depletion reports usually provides the mos transparency into the sales by the distributor and includes every sale with information about whom it was sold and shipped two and on which date the order was placed. The important thing here is that this report contains order level details from the distributor. Each line item contains the following information:
| Key (Value) | Description |
|---|---|
invoice_id | The invoice identifier. |
item_date | The date that the line item occurred at. |
salesman | The name of the salesman. |
customer_id | The customer identifier the order was shipped to. |
customer_name | The customer name the order was shipped to. |
customer_address | The shipping address of the customer. |
customer_city | The city of the shipping address of the customer. |
customer_state | The state of the shipping address of the customer. |
customer_zipcode | The zip code of the shipping address of the customer. |
shipping_date | The date that the item shipped at. |
vendor | The vendor code. |
item_id | The identifier of the item. |
item_description | The description/name of the item. |
quantity | The total quantity of the item. |
quantity_units | The measurement unit used to get the quantity. |
cases | Number of cases sold. |
pack_size | The size of a case. |
total | The total amount sold. |
commission | The total commission on the sale. |
premise | If the retailer sells alcohol on premise or off premise (possible values: 'on', 'off', or ''). |
Sales Reports
A sales report contains a summary of the sales for each customer. This report always contains the total sales amount (the depletion report usually only contains the quantity sold but no the price). Each line item contains this:
| Key (Value) | Description |
|---|---|
salesperson_id | The salesperson identifier for the individual responsible for the account. |
salesperson_name | The salesperson fullname for the individual responsible for the account. |
customer_id | The customer identifier the order was shipped to. |
customer_name | The customer name the order was shipped to. |
customer_address | The shipping address of the customer. |
customer_city | The city of the shipping address of the customer. |
customer_state | The state of the shipping address of the customer. |
customer_zipcode | The zip code of the shipping address of the customer. |
customer_phone_number | The customer phone number to contact. |
item_id | The identifier of the item. |
item_description | The description/name of the item. |
quantity | The total quantity of the item sold. |
sales_amount | The amount of the sale. |
Billback Invoice
The billback invoice is usually provided as a PDF which can contained detailed item by item amount, it can group them or it can just contain the total billback amount. Given that there are no line item requirements, we do not collect an item by item detail and rather focus on the invoice total. The information we extract from the invoice is detailed below:
| Key (Value) | Description |
|---|---|
customer_id | The identifier of the customer. |
salesman_id | The identifier of the salesman. |
salesman_name | The name of the salesman. |
invoice_date | The date of the invoice. |
invoice_id | The invoice identifier. |
terms | The terms of payment for the invoice. |
due_date | The due date of the invoice. |
total | The total amount of the invoice. |
Billback Details
The billback detail is usaully an excel document or PDF containing item by item detail explaining how the billback invoice total was calculated. Each item (row) should contain some, or most of the information below:
| Key (Value) | Description |
|---|---|
item_id | Identifier of the item subject to the billback. |
item_description | Size, brand, and description of the item subject to the billback. |
customer_name | The name of the customer. |
customer_id | The unit identifier of the customer. |
size | The size/amount in units. |
item_date | The date that the line item occurred at. |
invoice_id | The invoice identifier (reference number). |
cases | The amount of cases. Can be negative. |
units | The amount of bottles sold. Can be negative. |
unit_price | The price each item was sold to customers for. Can be negative. |
total_billback_amount | The total billback amount. Includes taxes and can be negative. |
total_tax_amount | The total tax amount for the item. Can be negative. |
billback_percentage | The percentage of item price the billback is for. A number from [0.0-100.0]. |
billback_type | The type of billback, either 'depletion_allowance' or 'sample'. |