Data freshness and late dealer reminders
See when each dealer's stock and sales last came in, from where, and which dealers are late. Late dealers are reminded every morning, and you see how much of your secondary sales is up to date.
PLANSFrom Growth
The problem it solves
- Your secondary sales report looks complete, but a third of the dealers have not reported for weeks.
- Nobody knows which dealers to chase, so the same people are phoned every month.
- A dealer's Tally PC was switched off a month ago and nobody noticed the figures stopped.
- Market measures built on old figures send the sales team to the wrong towns.
How it works
- Set how often dealers should report in Settings > Dealer Reporting > Fresh Figures. Choose daily, weekly or monthly (monthly to start with), with days of grace (3).
- A dealer group can expect its own frequency, for example daily for dealers on Tally.
- Each time figures come in, the dealer is marked reported for that day and source. Sources: portal, Excel, office, its Tally, its BUSY, its SmartMy billing, or salesman and retailer orders.
- The dealer form shows Its Figures: Last Reported, Reported From, Days Late, and Up to Date, Due, Late or Never Reported.
- Reports > Maps and Data > Data Freshness lists every active dealer with its days late, its secondary sales of 90 days and its share of them.
- Every morning a dealer late beyond the grace is reminded. With the control tower, its area manager gets a Dealer Figures Late alert after 7 days.
Everything it does
How lateness is counted
- Days late = days since the last report less 1 (daily), 7 (weekly) or 31 (monthly)
- Up to Date: not late; Due: late within the days of grace; Late: past the grace; Never Reported: no figures yet
- Last reported is the day figures came in (a night read from Tally or BUSY counts), not the period they cover
- On install, each dealer's last report so far is filled in
Data Freshness report
- Every active dealer: area, dealer group, salesman, expected frequency, last report, from where, days since, days late
- Secondary sales of the last 90 days and the dealer's share of them
- Filters: Late or Never, Due, Up to Date; group by Figures, area, source or dealer group
- Pivot or pie chart by Figures shows the share of secondary sales that is fresh
Reminders
- Sent every morning to a dealer late beyond the days of grace
- At most once in Remind Again After days (3 to start with)
- A dealer on Tally, BUSY or SmartMy billing is told its figures stopped coming and what to check
Control tower alert (Scale)
- Dealer Figures Late for the area manager when a dealer is late by more than the set days (7)
- Also raised for a dealer that has never sent figures
- Closes by itself when the dealer's figures come in
Who uses it
Area ManagerSees the late dealers of the area and gets the control tower alert.
Distribution ManagerReads Data Freshness to judge how far secondary sales can be trusted.
Distribution AdministratorSets the expected frequency, the grace, the reminder gap and the alert days.
DealerGets the reminder and sends its figures, or checks its PC and SmartMyTally.
Where you use it
- Web: the dealer form (Its Figures), Distribution > Reports > Maps and Data > Data Freshness, the Control Tower
- Settings: Dealer Reporting > Fresh Figures; Configuration > Places and Field Work > Dealer Groups > Reports Expected
- Not in the salesman app: data freshness is read on the web
What you control
Settings
- Dealers Should Report: Daily, Weekly or Monthly (Monthly to start with)
- Days of Grace: 3
- Reports Expected per dealer group: empty uses the setting
- Remind Again After (Days): 3
- Alert: Dealer Figures Late (Days): 7, with the control tower
Notifications
- Stock and Sales Figures Late: to the late dealer, at once each morning, in the app and by email and push. SMS from Growth and WhatsApp on Scale. The dealer can switch off a channel, not the reminder
- Dealer Figures Late: a control tower alert to the area manager (Scale)
Questions
Does a Tally dealer count as reported every day?
Yes. Each night read from its Tally or BUSY marks it reported that day. If its PC stays off, it turns late.Can different dealers have different frequencies?
Yes, per dealer group. Set Reports Expected on the group; groups left empty follow the setting.Will a late dealer get a message every day?
No. It is reminded at most once in the Remind Again After days, 3 to start with.Can we see how much of our sales figures is current?
Yes. Data Freshness shows each dealer's share of 90 days' secondary sales; grouped by Figures, it shows the share that is up to date.Which plan has it?
Growth and Scale. The area manager's control tower alert comes with Scale.Related features
SCHEMES AND DEALER SALESDealer stock and secondary salesEach dealer's closing stock and its sales to retailers, item by item, reach you from the dealer portal, an Excel sheet or your office. Sell-through shows what really left the dealer's shelf, and primary sits beside secondary for every dealer and item.SCHEMES AND DEALER SALESDealers on SmartMy Trade, Tally or BUSYA dealer can bill from SmartMy Trade in its own entity in your database, or stay on its Tally or BUSY. Either way its sales and stock of your items reach you every day, with nothing typed.LARGE NETWORKSControl tower alertsEvery morning SmartMy Distribution checks the network and raises alerts for the right area manager. Dealers not ordering, retailers who stopped buying, stock-outs, late dealer figures, salesmen without visits or away from the shops. The manager closes each one as Dealt With.MARKET INTELLIGENCERetailer names matched in dealer uploadsWhen a dealer's sheet, Tally or BUSY names a retailer, SmartMy finds your retailer by GSTIN, phone, the dealer's own spelling or a close name. Clear matches are taken; doubtful ones wait on a short review list, and every answer is learnt.MARKET INTELLIGENCEUBO, ECO and numeric distributionSee each month how many outlets your dealers billed (UBO) and how many bought enough to count (ECO). See what share of outlets carry each item, how far must-sell and new items reached, and which outlets went quiet. By area, dealer, salesman and outlet class.
See your market on it.
Tell us how many dealers and salesmen you have, and how orders and claims reach you today. We will set up your dealers, price lists and beats with you.