Tobacco Scan Data Addon Modules
Philip Morris (PM) and RJ Reynolds (RJRT) have instituted a voluntary program for reporting tobacco product sales, or Scan Data. StoreTender supports reporting to either of these programs through the Scan Data addon module.
The addon will track your tobacco product sales and generate on-demand weekly reports that you can then submit electronically. All tobacco products that are properly entered (as defined below) will be reported on.
To start, view the Addon Modules page of our website. Once your order is placed the addon will be activated shortly thereafter. Meanwhile, you will most likely need to make some changes to how your product data is categorized.
Because these reporting programs have strict rules about data structure, you must categorize your tobacco products into Brands and Departments with specific names.
Step 1: Departments
On the Departments screen (Data > Inventory > Departments) create a Department called "Tobacco". Within that Department, create 5 Subdepartments named (exactly as it appears):
- Smokeless Tobacco
- Vapor Products
- Roll Your Own/Pipe Tobacco
You will end up with a Department entry like the one below. If you already have a Tobacco Department, you can use that (the department number is not relevant). It is important that all of your tobacco products reference the Tobacco Department as well as one of the above 5 Subdepartments. This will be important as the Department structure is critical to the implementation of this program.
Step 2: Brands
Navigate to the Brands category (Data > Inventory > Products > Brands). Create an entry for Philip Morris and/or RJ Reynolds - as well as for any other tobacco brands you sell. For Philip Morris, enter "PM" in the Parent Company field. For RJ Reynolds enter "RJRT" in the Parent Company field. For other brands you may disregard the Parent Company field. Note: If you are also participating in the USSTC Scan Data program, create a Brand with the name "USSTC" and the Parent Company "PM". This will ensure that your USSTC products are included in the Philip Morris Scan Data report.
It is critical that you enter the Parent Company initials exactly as specified. Only "PM" or "RJRT" (no quotes) will work!
Note: If you are also participating in the Philip Morris Loyalty Fund Program (LFP), you'll need to create a separate Brand for LFP qualified products (Marlboro Mainline). Read this article for more details.
Step 3: Products
On the Products screen (Data > Inventory > Products) for each tobacco item, edit the record so that the proper Brand, Department and Subdepartment appear as outlined above. To make entry easier you may want to use the Grid function, found within StoreTender Pro or Back Office.
Additionally, you are required to report the size ("consumer units") and UOM (unit of measure) for each item. Using the Size and UOM fields on the Product record, enter the appropriate data.
- Pack of cigarettes - Size = 1, UOM = PK
- Carton of cigarettes - Size = 10, UOM = CT
- Smokeless tobacco tin - Size = 1, UOM = CN
- Cigar (individual) - Size = 1, UOM = EA
The only acceptable abbreviations for the UOM field are: PK (pack), CT (carton), EA (each), CN (can) or RL (roll).
Step 4: Multi-pack and Promotional Discount Price Formulas
You can create Price Formulas that can be applied as a multi-pack discounts or promotions to your tobacco products. Using this method eliminates the need to manually enter the discount, as it will be automatically applied when scanning the products.
For Philip Morris, you will use Price Formulas to create multi-pack discounts. For RJ Reynolds you can create multi-pack discounts (Outlet or Manufacturer) or single-pack promotions (Account, Manufacturer Buy-Down or Manufacturer Promotions). Only one Price Formula is allowed on a product at any time.
Navigate to Tasks > Pricing > Formulas and create a new formula. Use a discriptive name (or the provided promotion name from your account representative) and select Option 7.
In the Qty + field, enter the threshold quantity that qualifies for a discount. For example, if the discount is "$1.00 off 2 packs", enter "2".
Enter the amount of the discount to be given once the threshold is met, in the Discount field. In the above example you would enter $1.00.
Check the "Only applies to multiples" box if the promotion only qualifies for each multiple of the Qty+ field. For example, if the promotion gives a $0.50 discount for each pack when 2 packs or more are purchased, leave this box unchecked.
In the case where multiples are NOT checked, you want to enter the value of the threshold (i.e. 2 or more) pack discount in the Discount field.
- Discounts that apply to non-multiples (i.e. "Save $0.25 each when you buy 2 or more") need to be reflected as
- Qty = 2
- Discount = $0.50 (amount of per-pack discount x minimum quantity threshold)
- Discounts that apply only to multiples (i.e. "Save $0.50 on every 2 packs") need to be reflected as
- Qty = 2
- Discount = $0.50 (amount of total discount when meeting quantity threshold)
- Promotion: Save $0.50 each pack when you buy 2 or more packs. Formula: Quantity = 2, Discount = $1.00, Multiples Checkbox = Unchecked
- Promotion: Save $.50 when you buy 2 packs. Formula: Quantity = 2, Discount = $.50, Multiples Checkbox = Checked
You can use either of the two above promotions for Philip Morris multi-pack or RJ Reynolds multi-pack (Outlet) promotions.
For the following RJ Reynolds promotions, you must select the "RJ Type" from the dropdown list. For the "Outlet Multi-Pack" promotion, keep the RJ Type field blank.
- Manufacturer Multi-Pack
- Account Promotion
- Manufacturer Buy-Down
- Manufacturer Promotion
Depending on the type of Formula you have attached to your product, the discount will appear as below, once the qualifying quantity has been sold:
For a discount on all quantites above the minimum - i.e. $0.25 off each pack when you buy 2 or more:
If the discount is for multiples of a quantity (box checked in Formula) - i.e. $1.00 off for every 2 packs you buy:
Step 5: Screen Designer
If you are going to support the Philip Morris Manufacturer Deal promotions, you must create touchscreen buttons that will apply a discount to your cigarette sales.
As part of the Scan Data program, these promotions must be applied to the tobacco products using the proper function. For Philip Morris, you'll want to use Price Formulas for multi-pack discounts. If you want to use Manufacturer Deal promotions with Philip Morris, you'll need to follow the instructions below.
Available Philip Morris Manufacturer Deal promotions (and the corresponding Screen Designer Function name) are:
- Manufacturer Deal 1 *
- Mfr Deal 1 Disc
- Manufacturer Deal 2 *
- Mfr Deal 2 Disc
- Manufacturer Deal 3 *
- Mfr Deal 3 Disc
These discounts are available through the Functions of the Screen Designer (Setup > Store > Other > Screens). Depending on which discounts you offer you may choose to use one or all of the available options.
* Philip Morris allows for up to 3 separate Manufacturer Deal promotions.
In the below image the promotional group has been created. The top promotion - Mfr Disc 1 - has been created using the Function "Mfr Deal 1 Disc".
As you can see from the above example, we've added ".75" before the macro function. This means that when this button is pressed, a $0.75 discount is ready to be applied. If you do not wish the discount amount to be calculated with the button press, simply leave the macro as it is. You will then need to enter the discount amount prior to pressing the promotion button on the screen. As you can see, by using the function screen you can create many promotions and save time by entering the value of the promotion directly into the macro field.
Step 6: Point of Sale
By now you should have all your Product data properly entered and your POS screen designed to your liking. Here are the steps to create a POS transaction:
* Note: In the event that the Product has a Price Formula discount, and you want to add a customer to the transaction, the customer account must not be set to Tier Pricing discounts. If they are, then assigning the customer before ringing in the products will not allow the Price Formula discount to apply. You must add the customer at the end of the transaction, after the Price Formula discounts have been applied.
- Scan the tobacco product or select it from the search results box.
- If any Price Formula applies, the savings will show onscreen once the formula threshold has been met.*
- If a Mfr Disc promotion applies, press the appropriate promotion function key.
- If you did not format the macro with a discount amount, enter that amount before pressing the promotion key.
- Now, touch the item to which the promotion is to be applied on the cashier receipt area.
Step 7: Scan Data Reports
Scan Data reports are to be submitted each week. For Philip Morris, the week ends on Saturday and the report must be submitted by the following Tuesday. For RJ Reynolds the week ends on Sunday and the report must be submitted by the following Wednesday. These reports are NOT intended for your use to track the amount of funds owed to you by the various manufacturers. They are used by the manufacturers to track sales and promotional data and are provided per their specifications.
The reports are text-based, suitable for submission through the manufacturer's website or FTP. You will need to get in touch with your Philip Morris and/or RJ Reynolds representative before sending your first report. They will provide you with the information necessary for report submission.
In addition to the saved file, StoreTender can also FTP the file directly to Philip Morris or RJ Reynolds. You will need to provide us with the FTP address, username and password provided by your account representative. You can send us the needed information by opening a support ticket with us.
For single store merchants you can generate your report in StoreTender Pro/Back Office by navigating to Setup > Tools > File Utilities. For multi-store merchants using StoreTender HQ, navigate to Tasks > Send Scan Data. The following steps will guide you through creating your report.
- Click the selection next to the report(s) that you wish to generate.
- Select the week ending date for your selected report. The calendar will only let you select the appropriate day of the week.
- Click the folder icon to set the file destination on your desktop.
- Optionally you can check the "FTP File?" box to have us send the file for you. (You must provide us with the FTP credentials first)
- Click Execute to generate the report and optionally send the file.
Step 8: Report Submission
If you are submitting the file yourself, navigate to the folder on your desktop where the report(s) were saved. They are ready for submission through the method determined by your manufacturer representative.
The "FTP File" option is currently still under development and does not function at this time.
Congratulations, you've set up and completed your Scan Data program configuration!
Philip Morris Loyalty Fund Program
StoreTender also supports the Philip Morris Loyalty Fund Program (PM LFP), used in conjunction with the PM Scan Data addon module. To learn how to configure your software read this article: Philip Morris Loyalty Program.
PM USA Scan Data Retail Reporting Requirements - Revised April 2016 (pdf)
RJR Scan Data Reporting Program Requirements - 2017 Final (pdf)
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