APP: Registering points of sale is an important step in your operation, because these are the establishments visited by the field team. The POS has a direct relationship between the itineraries, regional, macroregionals, chain and banner, and other Involves Stage operations.
Points of sale can be registered in Involves Stage in two ways: manually, inserting them one by one into the system, or by importing the information through a template available for download. Choosing between one form and another depends on your need or strategy for use, whether you are implementing or upgrading your operation.
Registration by import is done using the following path: Menu > Points of Sale > Points of Sale
- Click on the Options button, in the bottom left-hand corner of the screen
- Then, click on Import
In the Import pop-up, click on the Download Template button:
The import template is a spreadsheet in XLSX format and has fields similar to manual registration, some of them are required, such as POS Name, Banner, Chain, Regional and whether the registration needs to be active or not. After downloading, open the template file in your spreadsheet editor, such as Excel. Some of these fields require special attention when being filled out.
Know what to fill out in the columns of the spreadsheet:
The ID is the unique number that identifies the point of sale on Involves Stage. The system defines this number itself and is used to edit bulk data. Therefore, leave this column blank on the first import.
If you need to change the information in your point of sale database in the future, you will export the information with the IDs already defined automatically by the system. When editing this information, keep the ID column unchanged so that the system can recognize the data when importing it again.
NAME OF THE POINT OF SALE
Use a nomenclature that your field rep is already familiar with, or make it easier to recognize the store by creating a name of the point of sale using the following structure: NAME OF THE STORE + NUMBER OF THE STORE + NEIGHBORHOOD and/or CITY. Remember: each point of sale must be unique.
Banner registration can be done previously, manually, or even when registering a POS by import. Some banners have the same name as the Chain, and this information can be duplicated.
Be careful with this field: if the Banner is already registered in the system, when registering the point of sale, be very careful that the name of the banner is filled out exactly as it is in Involves Stage. If there are any different letters in the name, the system identifies this banner as new information. Example: Denin is not the same as Denim. The same goes for information such as chain, regional and macroregional.
Fill out the Chain of the point of sale with the correct name already registered in the system, or register it along with the POS import.
Classification of points of sale is a useful action to generate segmented reports. The POS type is usually related to the execution format in the store, in other words, how the product will be displayed. For example, we can have a standard store, shopping store, convenience store, etc.
The point of sale profile is the definition of its revenue group. Each can be categorized as Profile A, Profile B, Profile C, or Up to 4 Check-outs, Up to 8 Check-outs, etc.
The point of sale channel can be used to identify whether the store is retail, wholesale, distributor, or a Key Account.
Fill out the regional with the correct name of one already registered in the system. Remember that each point of sale must be linked to a Regional, so be careful about correct spelling.
If you are registering regions at the time as import registration but do not fill out the macroregional, the system will create a macroregional with the same name as the regional. Example: If a point of sale is located in the Interior Paulista region and the macroregional field is left empty, it will be filled out with the name Interior Paulista, instead of Southeast.
If you are editing the points of sale by import, make sure that they are not in an employee´s itinerary. If it is, the system will not allow it to be edited.
Filling out the company's registration is optional and you can enter any type of character. The field accepts spaces, periods and slashes.
The City, State, Address, Number, Complement, Neighborhood and Zip Code fields are optional. However, it is recommended that you fill it out as this information will be used for automatic geolocation. If the Zip Code field, you can enter any type of character. The field accepts spaces, periods and slashes.
LATITUDE and LONGITUDE
Latitude and longitude are generated automatically by the system, so you can leave these fields blank. If you have this information and want to fill it out, when importing you must leave the Georeference records imported option inactive, because if checked the system ignores the coordinates entered, prioritizing automatic data generated by the address of the POS.
RETAIL NAME and LOCAL CODE
Involves Stage allows integration with the Neogrid system, supply chain management software. In the registration by import, two fields can be filled out: Retail Name and Local Code, extracted from your operation with the software. Make sure the field is filled out correctly, as this affects the processing of the integrated data.
This field refers to the Status of the point of sale and should only be registered as Yes or No. Remember that in order for the POS to be part of itineraries, receive scheduling, in short, to be active in your operation, you must keep it marked as active. A POS should only be inactivated when it is no longer part of the operation. Instead of deleting it, Involves Stage lets you choose its status. That way, your company doesn´t lose any data!
After filling out the spreadsheet with all the necessary information, save a copy of the file in CSV format (separated by commas). If you prefer, make a backup of the file in XLSX, because the CSV format removes formulas and some formats.
Back in Involves Stage, you will complete the import in the pop-up:
- In the Import pop-up, click on Choose file
- Browse your computer for the file in CSV format (separated by a comma)
- If you want to enable geolocation, activate the Georeference Imported Records option
- Click the Import button
Done! After these steps, the points of sale will already be registered in the system and you can define the itineraries for your field team.
Registering PDVs by import also allows you to automatically register the Macroregional and Regional data, and Chain and Banner in the system.
During import, the system may encounter problems filling out the template. In this case, you can easily edit the data in the pop-up itself, or download the error file.
The Import Results pop-up shows the total of imported items and the number of registrations with pending and corrected errors. You can edit the fields in red, or if you prefer, you can ignore the point of sale by marking the do not import option.
After correcting or skipping the items with errors, the Import button is available for you to click and send the corrected records and finish your import.