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Managing store operations

Store operations include information about inventory, cash management, and fiscal reports for stores operated in countries where fiscal regulations apply.

note

Currently, fiscal reports are available only for stores operating in Sweden and Norway.

Monitoring cash management​

Permission required
This action can be performed by users with the View cash management permission.
Cash management is performed via NewStore Associate App, see Managing cash in the store .

Click Store Operations > Cash Management Summary to display the cash drawer information in the Daily Summary report.

The following columns are available:

  • Store: Name of the store.
  • Drawer: Name of the drawer.
  • Status: The status of the drawer (open or closed).
  • Opened at: The last time the drawer was opened.
  • Closed at: The last time the drawer was closed.
  • For deposit: The total cash amount to be deposited. It represents the surplus from a cash drawer to be deposited to the bank after the drawer is closed, calculated by subtracting the recorded opening float from the drawer closing count. When a cash pull or add to float operation occurs, the deposit total is adjusted accordingly:
    • Cash pull operations increase the deposit total.
    • Add to float operations reduce the deposit total.
  • Variance: The total variances recorded from all cash counts, including intraday cash count and closing count.
  • Total sales: The total cash amount of sales operations.
  • Total returns: The total cash amount of return operations.
  • Total non-sales in: The cash amount added to the drawer via non-sales operations between daily open and closing the drawer.
  • Total non-sales out: The cash amount taken from the drawer via non-sales operations between daily open and closing the drawer.

Monitoring cash transactions​

Permission required
This action can be performed by users with the View cash management permission.
Cash management is performed via NewStore Associate App, see Managing cash in the store .

Click Store Operations > Cash Management Summary > <Store Name> to display a detailed report (Cash Drawer Transactions) of sale and non-sale transactions for a corresponding cash drawer in the store. Use this report to monitor cash transactions in the store.

The following columns are available:

  • Status: The status of the cash drawer can either be open (the drawer is open and is processing transactions) or closed (daily close transaction).

  • Time: The timestamp for when the transaction was processed, based on the timezone that the store operates in.

  • Amount: The amount that was added (+currency, such as +$350) or removed (currency, such as $50) from the cash drawer, in the currency that the store operates with.

  • Transaction Type: These transaction types are available in the report:

    • Sale: Corresponds to a cash sales transaction, where an amount was added (+currency, such as +$350) or refunded (currency, such as $50).

    • Gift Card Cash Out: Indicates that cashout amount was handed out to the customer against a gift card that had available balance. This is a non-sale transaction.

    • Daily Open: Indicates that the cash drawer has been activated for the day and reflects a + currency amount, which is the cash used as the daily float for the drawer.

    • Reconciliation: When an audit count is performed, an amount is identified with this transaction. If the audit count results in a match for the expected drawer, the reconciliation transactions are displayed based on the variance (negative as currency amount, or positive as + currency amount).

    • Daily Close: This transaction indicates the amount of cash within the drawer when the daily close process was completed. This is not the for deposit amount. The deposit amount is displayed in the Cash Summary report.

    • Add to float: Add cash to the drawer balance from the cash reserve of the store. As this transaction adds cash to the float amount, it is not displayed in the deposit amount as part of the daily close process.

    • Add petty cash: Put unused petty cash back in the drawer.

    • Remove petty cash: Take money out for incidental expenses in the store. This operation can be followed by Add petty cash.

    • Transfer in: Transfer cash from another drawer in the store.

    • Adjustment in: Starts a delayed recording of a transaction to add money to the drawer. For example, when you open the drawer with a key instead of using Associate App, no transaction is recorded. Use this operation to create the cash transaction later.

    • Cash pull: Take excess money out of the drawer, reserved for deposit later.

    • Transfer out: Remove some money from the drawer to add it to another drawer in the store.

    • Adjustment out: Starts a delayed recording of a transaction that was created using a manual override, such as opening the drawer with a key. For example, you refunded a customer from the drawer, and create an adjustment out later in the day.

    • No-Sale: Open the drawer without any impact to the recorded cash drawer balance. For example, use this operation to:

      • Provide loose change to a shopper who didn't purchase anything.
      • Correct an error made on the amount given to a customer.

  • Associate: Displays the name of the store associate who processed the cash transaction.

  • Reason:Displays additional information about why a specific non-sale transaction was performed. Custom reasons can be used by customers and partners for non-sale transactions.

    Technical configuration
    The following section involves working with technical configurations and APIs. Contact your IT support team for more information.

    Use the Create reason method to create reasons for non-sale transactions.

  • Order Id: Displays the order ID associated with a sale transaction. Users can click the link and view the specific order in Omnichannel Manager. See Monitoring orders .

Monitoring inventory​

Permission required
This action can be performed by users with the View inventory management permission.
Inventory management is performed via NewStore Associate App. See Managing inventory in the store .

Monitoring stock on hand​

To enable inventory reports for your business, see Enabling inventory reports in NewStore Omnichannel Manager .

Important

This report is only available when NewStore is inventory master for your business.

Click Store Operations > Inventory > Stock On Hand and use the filters to display information about stock on hand in stock locations across stores in your business.

The following columns are available:

  • Product Name: Name of the product.

  • Product ID: ID of the product.

  • SKU: The SKU of the product.

  • Size: The size of the product.

  • Color: Color of the product.

  • Price: Price of the product.

  • Store Name: The name of the store that sells the product.

  • Fulfillment Location: The ID of the store in NewStore Omnichannel Cloud.

  • Stock Location: The stock location in the store that contains the product. If NewStore is inventory master for your business, you can use stock locations to manage inventory in your stores. For more information, see Stock locations .

  • On Hand: The stock on hand for the product in the store.

    When NewStore is inventory master for your business:

    • The stock on hand is based on inventory operations and is updated in real-time.

    • You can export the inventory audit trail for products in the store. You can download and analyze the latest stock on hand values in the audit trail CSV file.

      For more information, see Inventory management .

Exporting stock on hand data​

You can export stock on hand data from NewStore Omnichannel Manager to analyze and monitor for patterns or for general stock investigations.

To export data:

  1. Go to Store Operations > Inventory > Stock On Hand.

  2. To enable the Export button, filter the data by any of the available columns.

    For example, you can export the stock on hand data for all products in a specific store in your business.

  3. Click Export.

The stock on hand data is exported in a CSV file.

Monitoring inventory transactions​

Technical configuration
The following section involves working with technical configurations and APIs. Contact your IT support team for more information.

To enable this feature, see Enabling inventory reports in NewStore Omnichannel Manager .

Click Store Operations > Inventory > Transactions to display information about inventory transactions <inventory> across stores in your business.

The following columns are available:

  • Type: The type of inventory transaction.

    note

    Count adjustments are not inventory adjustments . An associate uses count adjustments to manage discrepancies found while counting inventory in the store.

  • Adjustment Type: The type of adjustment. Only applicable for adjusted inventory in the store. For example, Damaged out.

  • Adjustment Reason: The reason for the adjustment. Only applicable for adjusted inventory in the store. For example, Damaged.

  • Started: The date and time when the inventory transaction was started.

  • Completed: The date and time when the inventory transaction was completed.

  • Store: The location from where the associate performed the inventory transaction.

  • From: The location where the items in the inventory transaction originated from.

  • To: The location where the items in the inventory transaction were sent.

  • From ID: The ID of the location in NewStore Omnichannel Cloud, where the items in the inventory transaction originated from.

  • From Stock Location: The stock location where the items in the inventory transaction originated from. If NewStore is inventory master for your business, you can manage inventory in your business using stock locations. For more information, see Stock locations .

  • To Stock Location: The stock location where the items in the inventory transaction were sent.

  • Associate: The associate who performed the inventory transaction.

  • Status: The status of the inventory transaction.

  • Reference: In NewStore Omnichannel Cloud, this refers to:

    • The ASN for receiving or order number for Transfer Orders related to the inventory transaction.
    • The external ID related to the cycle count.

Exporting inventory transaction data​

You can export inventory transaction data from NewStore Omnichannel Manager to analyze and monitor for patterns or for general inventory investigations.

To export data:

  1. Go to Store Operations > Inventory > Transactions.

  2. To enable the Export button, filter the data by any of the available columns.

    For example, you can export the data for all Adjustments performed in your business, or for all inventory transactions performed by a specific associate.

  3. Click Export.

The inventory transaction data is exported in a CSV file.

Monitoring ASNs​

Technical configuration
The following section involves working with technical configurations and APIs. Contact your IT support team for more information.

To enable this feature, see Enabling inventory reports in NewStore Omnichannel Manager .

Click Store Operations > Inventory > ASN to display information about ASNs that have been used for inventory operations <inventory> across stores in your business.

The following columns are available:

  • Time: The date and time of the inventory shipment that was sent from a fulfillment location, against the associated ASN.
  • ASN Number: The number of the ASN.
  • Order ID: The ID of the order(s) in NewStore Omnichannel Cloud associated with the ASN.
  • From ID: The ID of the location in NewStore Omnichannel Cloud, where the items in the inventory transactions associated with the ASN originated from.
  • From: The location where the items in the inventory transactions associated with the ASN originated from.
  • To ID: The ID of the location in NewStore Omnichannel Cloud, where the items in the inventory transactions associated with the ASN were sent to.
  • To: The location where the items in the inventory transactions associated with the ASN were sent to.
  • Status: The status of the ASN.
  • Products: The number of products included in the inventory transactions associated with the ASN.
  • Items: The number of items included in the inventory transactions associated with the ASN.

Viewing ASN Details​

Technical configuration
The following section involves working with technical configurations and APIs. Contact your IT support team for more information.

To enable this feature, see Enabling inventory reports in NewStore Omnichannel Manager .

To view the details of a specific ASN that has been used for inventory operations in stores in your business:

  1. Click Store Operations > Inventory > ASN.
  2. Click the specific ASN Number that you want to view.

The following columns are available, containing information about the product associated with an ASN:

  • Product Name: The name of the product.

  • Product ID: The ID of the product.

  • SKU: The SKU of the product.

  • EAN: The EAN of product.

  • UPC: The UPC of product.

  • Size: The size of the product.

  • Color: The main color of the product.

  • Fit: The fit of the product.

  • Expected: The quantity of the products expected at the destination fulfillment location, as part of the ASN.

  • Received: The actual quantity of the products received at the destination fulfillment location, as part of the ASN

  • Variance: The variance in the actual quantity of items received against the quantity that was expected at the location as part of the ASN.

    For example, if the expected quantity for a product is 5, and the actual quantity that is received at the location is 6, this column displays 1 as the variance.

Exporting ASN data​

You can export ASN data from NewStore Omnichannel Manager to analyze and monitor for patterns or for investigations into ASN data in the stores.

To export ASN data:

  1. Go to Store Operations > Inventory > ASN.

  2. To enable the Export button, filter the data by any of the available columns.

    For example, you can export the data for all Open ASNs in your business, or for all ASNs that have been sent to a specific store in your business.

  3. Click Export.

The ASN data is exported in a CSV file.

Force closing an ASN​

Permission required
This action can be performed by users with the View inventory management permission.

When inventory is received into your store, an ASN is closed automatically. You can also force close the ASN manually when inventory is received partially into your store from the warehouse, and you do not want to receive the remaining part of the inventory.

Technical configuration
The following section involves working with technical configurations and APIs. Contact your IT support team for more information.

To enable this feature, see Enabling inventory reports in NewStore Omnichannel Manager .

To force close a specific ASN:

  1. Click Store Operations > Inventory > ASN.
  2. Click the specific ASN Number that you want to force close.
  3. Click Force close ASN, and in the dialog box that appears, click Confirm.

The status of the ASN changes to Closed and the user who closed the ASN is displayed on the ASN detail page in Omnichannel Manager. In Associate App, the ASN is moved to the Completed ASNs area.

If you are using an ERP to manage your inventory, it is notified about the status of the ASN via their integration with NewStore. For more information, see the Integration guides and Event-Stream Webhooks documentation.

Monitoring counts​

Technical configuration
The following section involves working with technical configurations and APIs. Contact your IT support team for more information.

To enable this feature, see Enabling inventory reports in NewStore Omnichannel Manager .

Click Store Operations > Inventory > Counts to display information about cycle counts that have been created, in progress, or completed across stores in your business.

You can also use the date filter on the page to view cycle counts that are due within a certain date range, and export the data for these counts.

The following columns are available with information on counts:

  • Count ID: The ID of the count assigned either by an ERP in your business (when imported from your legacy ERP system) or NewStore. NewStore assigns an ID to the count during a mispick, if configured for your business.
  • Due Date: The date the count should be completed by.
  • Type: The type of the count. Currently, two values are possible: Cycle Count or Full Count. Full counts are usually done a few times every year.
  • Store: The ID of the store where the count took place.
  • Stock Location: The name of the stock location that contains the products which are being counted.
  • Status: The status of the count, which can be either Pending, In Progress, or Completed.

Creating a count​

Permission required
This action can be performed by users with the Create cycle counts permission.

You can create a cycle count for inventory in your business via Omnichannel Manager.

To create a cycle count:

  1. Go to Store Operations > Inventory > Counts.

  2. Click Create Cycle Count.

  3. In the Create count screen, enter the following details:

    • Name: Specify the name of the product which you want to create a cycle count for.
    • Store: To add a group of stores or a specific store, click Select Stores. The stores are grouped by country, which helps you select all stores in a specific country or you can also select specific stores by selecting the relevant. Cycle counts are then created for all the selected stores.
    • Stock Location: Select the stock location that contains the products that are being counted.
    • Due Date: Specify the date when the count should be completed by.
    • Add Products: Specify the product IDs for which the count must be performed.

  4. Click Create Count.

The cycle count entry is now displayed on the Counts page in Omnichannel Manager.

Important

If a product is not available in the catalog or has an invalid ID, an error message is displayed and the count is not created. Try creating the count again after removing the invalid product ID from the list.

Viewing count details​

To view the details of a specific cycle count that has been used to count products in stores in your business:

  1. Click Store Operations > Inventory > Counts.
  2. Click the specific Count ID that you want to view.

In the count details page, the following columns are available, containing information about the products counted and the results from the count:

  • Product ID: The ID of the product counted.

  • Expected: The stock on hand for the product at the time of the count.

  • Counted: The actual quantity of the product from the count.

  • Variance: The total difference of the expected quantity of the product, when subtracted from the counted quantity.

    For example, if the expected quantity for a product is 5, and the actual quantity that is received at the location is 6, the Variance column displays 1 as the variance.

Canceling a count​

Permission required
This action can be performed by users with the Cancel cycle counts permission.

You can cancel a count if the count is either in Pending or In Progress status.

To cancel a count:

  1. Go to Store Operations > Inventory > Counts.

  2. For the count that you want to cancel, click Cancel and in the dialog box that appears, click Yes, proceed.

    note

    A count, when cancelled, cannot be reactivated. Proceed with caution.

Exporting count data​

You can export count data from NewStore Omnichannel Manager to analyze and monitor for patterns or for investigations into counted products and variances in the stores. Currently, you can only export count data for the last 30 days.

To export ASN data:

  1. Go to Store Operations > Inventory > Counts.
  2. Click Export.

The count data is exported into a CSV file.

Monitoring transfer orders​

Technical configuration
The following section involves working with technical configurations and APIs. Contact your IT support team for more information.

To enable this feature, see Enabling inventory reports in NewStore Omnichannel Manager .

Click Store Operations > Inventory > Transfer Orders to display information about store-initiated transfers that have been created, in-progress, or completed across stores in your business.

You can also use the External Reference filter on the page to sort transfer orders based on the external IDs.

The following columns are available, containing information about the product associated with the transfer order:

  • External Reference: A unique ID of the transfer order.
  • Order Date: The date and time when the transfer is initiated at the store.
  • From: The location where the items in the inventory transactions associated with the transfer order originated from.
  • To: The location where the items in the inventory transactions associated with the transfer order were sent to.
  • Status: The status of the transfer order.

Viewing transfer order details​

Important

You must have at least one transfer order created or requested to be able to view the Transfer Orders page in NewStore Omnichannel Manager.

To view the details of a specific Transfer Order that has been used for inventory operations in stores in your business:

  1. Click Store Operations > Inventory > Transfer Orders.
  2. Click the specific External Reference to view details of the transferred product.

The following columns are available, containing information about the product associated with the transfer:

  • Product Name: The name of the product.

  • Product ID: The ID of the product.

  • SKU: The SKU of the product.

  • Size: The size of the product.

  • Color: The main color of the product.

  • Ordered Quantity: The quantity of the products ordered from the stock location, as a part of the transfer order.

  • Transferred Quantity: The quantity of the products transferred to the destination fulfillment location, as a part of the transfer order.

  • Variance: The variance in the actual quantity of items received against the quantity that was transferred at the destination fulfillment location, as a part of the transfer order.

    For example, if the ordered quantity for a product is 6, and the actual quantity that is transferred at the location is 5, this column displays 1 as the variance.

Closing a transfer order​

To close a specific Transfer Order:

  1. Click Store Operations > Inventory > Transfer Order.
  2. Click the specific External Reference for the transfer order that you want to close.
  3. Click Close Transfer Order, and in the dialog box that appears, click Confirm.

The status of the transfer order changes to Closed in NewStore Omnichannel Manager. The ERP is notified about the transfer order changes through the inventory_transaction.transfer_order_closed event. For more information, see the Event-Stream Webhooks documentation.

Monitoring mispicks​

Technical configuration
The following section involves working with technical configurations and APIs. Contact your IT support team for more information.

To enable this feature, see Enabling inventory reports in NewStore Omnichannel Manager .

Click Store Operations > Inventory > Mispicks to display information about mispicks or mispacks that have been created for specific cycle count tasks across stores in your business.

You can also export the data for these mispicks .

The following columns are available with information on mispicks:

  • Order ID: The ID of the order(s) in NewStore Omnichannel Cloud associated with the mispick.
  • Updated: The date the mispick occurred during a product count.
  • Store: The ID of the store where the count took place and .
  • Associate: The name of the associate who performed the associated count task in the store.

Exporting mispick data​

NewStore assigns an ID to the count during a mispick, if configured for your business. When you export the mispick or mispack data, the export file contains the associated count tasks for mispicks in your stores. For more information on count details, see Viewing count details .

You can also use the exported mispick or mispack data from NewStore Omnichannel Manager to analyze and monitor for patterns, or for investigations into counted products and variances in the stores.

To export mispick data:

  1. Go to Store Operations > Inventory > Mispicks.
  2. Click Export All.

The count data is exported into a CSV file.

Viewing exceptions on the inventory dashboard​

On the inventory dashboard page, you can view exceptions that were identified while fulfilling orders, or transferring, adjusting, and counting inventory for your store.

When associates mispick a product in the store, the order is routed to another store for fulfillment. However, during cycle count, if these products are found to be available in the store's stock on hand , the number of such products is displayed on the dashboard.

Retailers can use these metrics to align store fulfillment expectations for their business.

To view exceptions on the inventory dashboard:

  1. Go to Store Operations > Inventory > Dashboard.
  2. From the drop-down menu, select a store to view exceptions found there in the last 30 days.

Monitoring mispick and mispack data during store fulfillment​

Early Access

If you are interested in early access to this feature, ask your point of contact at NewStore or contact your Omnichannel Success Manager to enable this feature for you.

Click Store Operations > Store Fulfillment > Mispicks & Mispacks to view information about mispicks or mispacks that have been created during store fulfillment of orders across stores in your business.

If needed, you can filter the data to view only mispack or mispick data.

You can also export the data in a CSV file for reference and audits. To export the data, click Export in the top-right corner of the screen.

The following columns are available with information on mispick and mispack data:

  • Store ID: The ID of the store where the order was fulfilled, where the mispick or mispack took place.
  • Date and Time: The date and time when the mispick or mispack took place.
  • Product ID: The ID of the product(s) that was mispacked or mispicked.
  • Associate: The name of the associate who fulfilled the order in the store.
  • Reason Code: The reason because of which the item(s) was mispicked or mispacked.
  • Type: Specifies if the item(s) was mispicked or mispacked.

Searching and filtering store operation reports​

To search the cash management and inventory reports for specific information, use keywords such as the name of the store or store associate, or the adjustment type and reason.

To filter the inventory reports in NewStore Omnichannel Manager by a column, click the column header, and click Ascending or Descending. You can only filter the reports by one column at a time.

Viewing fiscal reports​

Permission required
This action can be performed by users with the View fiscal reports permission.

Fiscal reports in NewStore Omnichannel Manager include daily summary reports and a downloadable electronic transaction journal. These reports help you to stay compliant with the fiscal regulations applicable to the countries that your stores operate in. Tax auditors can request for these reports as part of unannounced audits to check compliance, and compare the reports against available transaction details in the POS and control unit.

Important

Currently, fiscal reports are only available for stores operating in Sweden and Norway.

The Daily Report is generated at the end of each business day for the store.

Technical configuration
The following section involves working with technical configurations and APIs. Contact your IT support team for more information.

For fiscal reports to be available in NewStore Omnichannel Manager, set the showF11nReports property to true via the API.

To view a fiscal report:

  1. Click Store Operations > Fiscal Reports, and select the store you want to view the fiscal report for.

  2. Click the specific Z-Daily Report that you want to view.

  3. (Optional) For each Z-Daily Report, you can download a detailed journal that contains an electronic log of all transactions done in the store.

    The name of the journal varies based on the country your store operates in. For example:

    • For stores operating in Sweden, click Download E-Journal to download the journal.
    • For stores operating in Norway, click Download SAF-T to download the journal in the specified format (SAF-T) required for fiscal compliance in Norway.

Viewing flash summaries​

For every store where fiscal regulations apply, you can generate and print a X-Daily Report, or a flash summary. The flash summary report includes all transactions done in the time period from when the last Z-Daily Report was generated until the time the X-Daily Report was invoked.

To view the flash summary report:

  1. Click Store Operations > Fiscal Reports, and select the store you want to view the flash summary report for.

  2. Click X-Daily Report.

    The X-Daily Report for the store is displayed.

  3. (Optional) To print the report, in the X-Daily Report that is now open, click Print Report.

Viewing external payment reports​

Permission required
This action can be performed by users with the View settings permission.

For stores in your business that can transact using payment or refund options that have not been integrated with the NewStore platform or with Adyen, you can view payment summary reports that details such external payments.

To view these external payment reports:

  1. From the Selected Store drop-down menu, select the store for which you want to view the payment report.
  2. Select the Date for which you want to generate the payment report.

The external payment report is generated and displayed in the following pattern:

  • Transaction Type: Displays the type of external payment transaction in the store, such as Captured or Refunded.
  • Total Amount: The total amount (specified in the currency that the store operates in) for each type of external payment transaction that took place in the store.

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