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StoreDepletions EDBL

Reference for the StoreDepletions EDBL import in Encompass: load retail scanner data (e.g. Walmart Retail Link) by UPC and chain store number to track store sales and inventory. Requires v22.01+.

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Written by Bailey Naas-Thornton

Minimum Version Required: 22.01

Pre-Conditions

  • The product UPCs in your import file must exist in your system (matched via the BarCodeSearch table)

  • The chain store numbers in your import file must exist in your system (matched to Customers)

  • The product/customer combinations must exist in CustomerHistory and be authorized

  • User must have appropriate permissions to run imports and edit store depletion data

Steps

The StoreDepletions EDBL routine imports scanner data from retail systems (like Walmart's Retail Link) to track actual sales of products at retail locations. This data is used to predict future orders and maintain inventory accuracy.

The import routine attempts to find matching records in the following order:

  1. Maps UPC codes to ProductIDs using the BarCodeSearch table

  2. Maps ChainStoreNumbers to CustomerIDs in the Customers table

  3. Validates that the customer/product combinations exist in CustomerHistory and are authorized

  4. Updates or adds records to the StoreDepletions table based on your selected import action

If POSInventory data is included, the routine can update the Inventory and InvDate fields in CustomerHistory to reflect the latest retail inventory levels.

Fields And Definitions

Required Fields:

  • Date - The date of the depletion record

  • CustomerID or CustomerID_Translation - The ID of the customer in your system (can be matched from ChainStoreNumber)

  • ProductID or ProductID_Translation - The ID of the product in your system (can be matched from UPC)

Common Fields:

  • ChainStoreNumber - The identifier for the store in the retail chain's system

  • UPC - Universal Product Code for the product

  • NumUnits - Number of units sold/depleted

  • Inventory - Current inventory level in wholesale units

  • POSNumUnits - Point of Sale number of units sold

  • POSInventory - Point of Sale current inventory level

  • IsRetailUnit - Flag indicating if the units are retail (will be converted to wholesale)

Best Practices

  • Include UPC codes when possible as they provide the most reliable product matching

  • Include chain store numbers to accurately match to customer records

  • If providing quantities in retail units, set IsRetailUnit to 1 (the system will convert to wholesale units)

  • Include POSInventory data when available to keep CustomerHistory inventory levels accurate

  • Ensure all products and customers in your import file exist in your system before importing

  • Review customer authorization status before importing - only authorized product/customer combinations will be imported

  • For large chains, test with a small subset of stores first to ensure proper matching

  • When possible, include both sales (NumUnits/POSNumUnits) and inventory data (Inventory/POSInventory) in the same file for complete tracking

If you encounter missing records in your import, verify that:

  • The products exist in your system and have correct UPCs

  • The customers exist with matching chain store numbers

  • The product/customer combinations are authorized in CustomerHistory

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