Overview

This article will outline the guidelines to follow when creating or editing a customer or a product in Cloud Retailer.

It is critical that these guidelines be followed otherwise the file uploads will be rejected.

Assigning a Beverage Class to a Department

1. Log into your back office
2. Navigate to Products -> Product Categories
3. Double-click on the department that requires a Beverage Class
4. Navigate to the Product Category Entity Settings section
5. Select a Beverage Class from the dropdown
   1. Liquor (DS)
   2. Malt Beverage (M)
   3. Wine (W)
   4. Unknown (U)
6. Click the Save button to commit the changes
7. Repeat these steps for all of your departments
   
   

Creating or Editing a Product

1. Log into your back office
2. Navigate to Products -> Catalog
3. Create a new product by clicking on the Create New Product button or search for an existing product
   1. Enter the UPC from the product.   This UPC code MUST adhere to the following guidelines:
      1. The primary UPC can ONLY be numeric. If it contains a letter, the RITS system will reject the file.
      2. Must be greater than 11 digits in length.  If your UPC is shorter, the report in Cloud Retailer is designed to pad the code with zeros until it is 11 digits long.
      3. Must be less than 14 digits in length
      4. Can not be all zeros
   2. Enter a description for the product.  The description MUST adhere to the following guidelines:
      1. Must be alphanumeric
      2. CANNOT contain special characters
      3. Must be 3-75 characters in length
   3. Select a Department that has been designated for Distilled Spirits (DS), Wine (W), or Ale and Beer Malt Liquor (ML)
   4. You MUST assign a Size to the product for the RITS report

Creating or Editing a Customer

1. Log into your Back Office.  Note: The Retailer's TABC Number can ONLY be entered in the back office.
   1. Log into your back office
   2. Navigate to Admin -> Customers
   3. Create a new customer by clicking on the Create New Customer or search for an existing customer
      1. Enter the customer's Retailer TABC No into the TABC Settings section located in the Customer Entity Settings section. See examples below.
         1. BG123456
         2. BQ123456
         3. N123456
         4. MB123456
         5. 200012345 (TABC AIMS permit number which is 9 digits)
      2. Enter the customer's Taxpayer ID Number into the Tax Exemption Number field.  The Taxpayer ID MUST adhere to the following guidelines:
         1. Must be 11 digits in length
         2. Must begin with a 1 or a 3
         3. Do not include dashes
      3. Enter the customer's Company Name.  The company name can not contain special characters
      4. Enter the customer's full address in the appropriate fields

How to Handle Uploads with Errors

The Retail Inventory Tracking System (RITS) has very strict guidelines for the data in the reports.  Most notably, product codes can only be numeric, and product descriptions must be alphanumeric.  Our reports are designed to highlight cells red if the code or description has an error.

1. Log into your back office
2. Navigate to Reports → RITS UPC List
3. Look for any red cells in the data
4. If a red cell is found, search for the product, either by code or description, in the Product Catalog
5. Edit the product
   1. If the product's code was marked red, make sure the code is only numeric and between 6 and 14 characters.
   2. If the product's description was marked red, make sure the description is only alphanumeric.  It can not have any special characters.  This includes any hidden return characters.
      
      Example of a product with a hidden return character between the words "Test" and "Product". You can easily see return characters by clicking in the bottom right corner of the text field and dragging it to a larger size.
      
      Example of the same product with the hidden return character removed. You can see all 3 words are in a single line now.
      
6. Save the product after all errors have been corrected
7. Navigate back to the Reports → RITS UPC List
8. Confirm there are no more red cells in the report data

References

• Texas Alcohol Reporting
• NEW - eSystems RITS Visual Guide (PDF)