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JPMA WIC 10 - Running Reports
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JPMA WIC 10 - Running Reports

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  • 1. Reports Taken Through the JPMA PoS Designer WinStore Program
  • 2. Taking and Understanding Reports Sales Reports: Store Consolidated Sales Report Department Sales Report System Report: PoS Designer Event Report WIC Reports: WIC Claim and Settlement Report Unclaimed WIC Sales Report WIC Claim File Status Report WIC Claim File Errors Report WIC Products Report WIC Category Report END of Day Reports: Other Reports that get generated through the EOD process Automatically and are Arranged by Date
  • 3. Sales Reports Store Consolidated Report
  • 4. Store Consolidated Report can be run for different periods Period 1 = Day Period 2 = Week Period 3 = Month Period 4 = Year *** Note there will not be any reporting groups in this set up ***
  • 5. Department Sales
  • 6. Period 1 = Day Period 2 = Week Period 3 = Month Period 4 = Year
  • 7. PoS Designer Event Report System Report This report details any errors that occur in the system – Contact JPMA Support
  • 8. This set up will not require the user to define any criteria to run this report, simply click OK to get a detailed System Report. Contact JPMA Support for assistance if errors have a LARGE RED X next to the instance. Other errors logged are informational in nature
  • 9. WIC Related Reports
  • 10. WIC Claim and Settlement Report: This is the most important of all WIC reports. This report is based on the data that has been submitted in the Claim file, as well as the data that has been received in the Reconciliation file. Using the selection criteria for this report, the report may be limited to a specific WIC Agency and to a specified date and time range. Within these criteria, the report is organized by Claim File (usually one per day) and includes each WIC-EBT transaction that makes up the claim. For each Claim, this report provides the Claim Status (i.e. Submitted, Processed), total amount claimed, and if processed, total of adjustments (if any), and total amount paid. For each WIC-EBT transaction making up the claim, and for each WIC item in the transaction, this report provides the total amount claimed, and if processed, total of adjustments (if any), and total amount paid. The example below shows a section of a typical "Processed" WIC Claim and Settlement Report. (Report continues . . .additional transactions for this claim are not shown)
  • 11. Claim Header Area: The header section provides the Claim Status ("Submitted", "Processed", "Awaiting Processing" and "Error" – explained later), the WIC Authority number, the file name of the claim, and the dates the claim was submitted and processed (helpful in troubleshooting). The box in the header provides a summary of the whole claim, - the total items in the claim, information for adjustments that applied to the whole claim, and finally (if processed) the total amount paid on the claim. Adjustments that are shown under the "Claim Adjustment" and "Purchase Adjustment" headings are both "re-adjustments" for previously submitted and paid claims. The difference between them is that the "Claim Adjustment" is on a previous claim in general (Message Type ID 0430) and the "Purchase Adjustment" is on a previous claim for specific purchases (Message Type ID 0420). Note that the adjustments described above may be either a credit or a debit to the store. This is indicated by the "Adjustment Type" field; a "C" indicates that the adjustment is a credit, while a "D" indicates that the adjustment is a debit. If you need more information on these types of adjustments, please contact your state WIC representative. Also keep in mind that normally, these adjustments do not occur. A much more common type of adjustment is the "Detail Adjustment". This is an adjustment to the current claim that is being reported on. The "Detail Adjustment" is described in the next example. Transaction Header Area: Below the claim heading is the transaction detail that makes up the claim. Each transaction in the claim is listed, and each WIC item within the transaction is listed. Transactions are separated by a solid line. Information and totals related to the transaction as a whole are provided on the first line. The Trace number, PAN, Transaction Date, Operator and Terminal number will help you identify the transaction. The "Disc. Amt.(T)" field shows the total discounts applied to the transaction ("T"). Discounts refer to price reductions that are a result of either promotional pricing or manufactures coupons. Note that the second transaction in the example above had a $1.00 discount. The "Claimed (T)" field shows the total amount claimed for the transaction. Note that this amount is less "discounts“.
  • 12. If the Claim Status is "Processed", the following fields will have values: The "Adjustment" field will contain the sum of all items adjustments that the WIC Authority has made to the claim. Adjustments will be made, for example, if the claim price of the WIC item exceeded the "maximum claim price" provided by the WIC Authority. The "Adjustment" field is described in more detail in the next example. The "Paid" field contains the total amount that will be paid by the WIC Authority for this transaction. WIC Item Detail Area: Below the summarized data for the transaction, is the WIC item detail. Each item in the transaction that was submitted in the WIC claim is listed. The UPC and Product Name / Desc., and Cat. / Sub Cat. Code fields identify the item. (The Cat. / Sub Cat. Code is the WIC food Category and Subcategory assigned to the item through the APL file.) Note that if "in-store" PLUs for WIC-CVV items have been "mapped", the IFPS number that they have been mapped to will appear in the UPC field on this report. (please see Cash Value Voucher (CVV) Handling for more information about "mapping". The Qty field shows the quantity of the item that is submitted in the claim. Note that the transaction may have had a higher quantity sold, but the WIC participant did not have enough benefits to cover them. In that case, they would have used a different tender type to pay for the additional items. The "Disc. Amt.(I)" field shows the total discounts applied to the item ("I"). Note that this is the discount that you the Retailer are claiming on this item as a result of either promotional pricing or manufactures coupons. Under the WIC-EBT system, discounts are submitted at the item level, but are reduced from the claim at the transaction level. It is necessary to understand this point to avoid confusion when comparing the sum totals for the item detail to the totals for the transaction as a whole. (More on this later.) The "Shelf Price" field shows the "regular price" of the item – multiplied by the "Qty" . This amount is less the "Disc. Amt.(I)" described above. The "Adjustment" field contains any adjustments that the WIC Authority has made to the item. This field is summed for the transaction in the Transaction Header section. This field is described in more detail in the next example.
  • 13. The "Paid" field, unfortunately, does not necessarily always represent what the WIC Authority has paid on the item. Since discounts are submitted at the item level but are reduced from the claim at the transaction level, the Paid field will not reflect the discount that the store submitted. In reality, the WIC Authority is paying the full "Shelf Price" on the item but reducing the entire transaction by the sum of discounts submitted on the items. To insure accuracy, this report must follow this convention. Otherwise, it would need to assume a total that is not actually present in the Reconciliation File. The last four totals described are summed at the bottom of the item detail. As explained above, caution should be used when comparing these to the totals in the transaction heading. A close look at the second transaction in the example above should make this point clear. Here is another example of a claim shown in the WIC Claim and Settlement Report. This example shows a claim with only one transaction, with the transaction having many adjustments made to it by the WIC Authority. (Note that this claim was made specifically to be used for an example, and some of the adjustments shown would not normally be encountered by the retailer.) If you need more information on these types of adjustments, please contact your state WIC representative.
  • 14. Note that the adjustments are shown in red with the sum of the adjustments in the "Detail Adjustment" field and the individual adjustments shown in the "Adjustment" field for each item. Where an adjustment has been made, an explanation line is provided that describes the reason for the adjustment. This line provides a reason code and a verbal description of the reason for the adjustment. An explanation line may appear at either the transaction or the item level. At the end of the WIC Claim and Settlement Report, a summary is provided that tells you the status of the claims that have been selected on the report. This summary provides the following statuses: How many claims were submitted. How many have processed (to be paid). How may claims were returned with errors – i.e. a WIC Claim Error File was received. The reason will be detailed under the Status area on the report. Generally this means that you should contact Support. How many claims have been submitted but are not yet processed. The following is an example of this summary . . . Much time was spent discussing the WIC Claim and Settlement Report because it provides the manager the most detailed information needed to account for WIC-EBT claims. However, there are other reports of a more specific nature that the manager will find useful. These are described here. Note that like all other PoS Designer reports, various "selection criteria" such as "range" and "WIC Authority" can be selected before running the report. For some of the reports described below, the selection criteria used can have a significant impact on the data being presented and how the report is used. Since the examples below are based on the default selection criteria, it is recommended that the manager investigate other selection criteria that might prove useful.
  • 15. This report is intended to show the manager the WIC-EBT transactions that have taken place so far during the day. The WIC transactions shown on this report are those that will be submitted in a Claim File when End of Day is run. The format is self explanatory and similar to the transaction section of the WIC Claim and Settlement Report. An example section of this report is provided below. If this report has data first thing in the morning, it is possible the WIC Communications did not take place the night before. In this case, contact JPMA Support for assistance. UNCLAIMED WIC SALES REPORT:
  • 16. WIC Claim File Status Report: This report provides a quick summary of the status of all Claim Files submitted over a selected range of dates and times. The file name of the Claim File, it's status, and the payment date (if paid), the claim amount paid, and the submission date are provided for each claim. The status types are the same as those described in the WIC Claim and Settlement Report ("Submitted", "Processed", "Awaiting Processing" and "Error"). An example section of this report is provided below. WIC CLAIM FILE ERRORS REPORT: This report will show any Claim Files that have been returned with an error from the WIC Authority. If a claim with an improper format was submitted to the WIC Authority, the WIC Authority will return a Claim Error File. This file will contain a verbal description of the error that will appear on this report. This report will normally be run by the End of Day procedure and it should be checked periodically to insure no errors were reported. (Note that you will also be alerted to any claim errors by the Claim Status field in the WIC Claim and Settlement Report.) If any errors appear in this report, you should contact Support. An example section of this report is provided below.
  • 17. On rare occasion, a claim may need to be resubmitted after an error file is received. It is up to the manager to contact JPMA Support for assistance.
  • 18. WIC Products Report: This report provides a list of all the authorized WIC products that are carried by your store. It is useful for checking the Maximum Claim Price in that whenever the shelf price is greater than the Maximum Claim Price, this report will highlight the item in yellow. The report may be sorted by either Item Number or Description. An example section of this report is provided below.
  • 19. WIC CATEGORY REPORT: This report provides another way for the manager to view the authorized WIC products that are carried by the store. In this case, however, the WIC Items are arranged by WIC food categories and subcategories. For example, this report could be used to list the UPC and description of all WIC approved cheeses in your store. In this way, the report may be used to provide customer services for WIC-EBT customers. An example section of this report is provided below.
  • 20. End of Day Reports Reports are automatically generated at the end of every business day and can be accessed here.
  • 21. Reports are sorted by date and can be accessed and printed from this interface.

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