This topic shows how to transfer sales forecast details from a Sales database into the corresponding P&L database. This requires the Item Favourite for Sales Accounts, Sales to P&L Conversion Table and the Sales to P&L Package (see Creating a Database Relationship).
In the P&L database, proceed as follows:
Note: If the target file already contains sales data then you should clear the relevant sales accounts first. To do this, copy a blank data file (ZERO) into the target file using the Item Favourite for Sales Accounts. We would suggest creating an Autotask (e.g. Clear Sales Accounts) for this if it does not already exist.
- From IFP Home select Databases/Files > Data File Manager.
- Select the target file.
- Select Tools > Import
- Select Package.
- Select the Period to Import and the Import Currency (this will be the currency selected for the Sales to P&L Package). Select Add to existing values. Do not select Clear target file first as this will clear any previously imported expenses.
- Under Advanced Options, select the Sales to P&L Conversion Table.
- Select the Sales database and select the Sales to P&L Package.
- Assign the Field mappings. Either:
- Map Code to the Code column and January to Jan, then Auto Map Feb-Dec (we recommend saving this as Sales to P&L Mapping for future use), or
- Load your saved Sales to P&L Mapping
Cost of Sales Data
To import Cost of Sales data, repeat the above process using the Cost of Sales to P&L Package and the Cost of Sales to P&L Conversion Table.
Automating the Process
We suggest creating a Multitask to automate the Sales to P&L process. To do this:
- From IFP Home select Databases / Files > Autotask Manager.
- Select the relevant folder. We would suggest creating a folder called Sales to P&L.
- From the Toolbar select Add > Multitask.
- Add the Clear Sales Accounts AutoTask and then the sales package import AutoTask (created above).
- If Cost of Sales is also being transferred, add the Cost of Sales package import AutoTask (also created above).
- Save and Close.
Identifying the Cause of any Codes with Errors
There are 2 reasons why an item code may not import:
- The sales combination code does not exist in the Code Conversion table, for example if the message shown is similar to Code '01W01' was not found. See Adding Conversion Table Rules in Creating a Database Relationship to resolve.
- The P&L item code does not exist in the database, for example if the message shown is similar to Code '2020-W05 -400100-W05’ was not found. The item code will need adding to the database.