How to bring your Whole Foods Market sales data into Repsly

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This step-by-step guide will show you how to download your Whole Foods sales data and upload it into Repsly’s reporting system. This is a manual process that must be repeated whenever you’d like to make new sales data available in Repsly.  

 

Step 1: Download your latest sales data  

Most brands access this data via the Whole Foods Market Vendor Reporting Portal (Whole Foods Portal). Others receive this data from their brokers via email. 

 

If you access your POS data via the Whole Foods Portal:  

  • Sign in into your Whole Foods account and navigate to the Report Builder using the Main Menu. (Fig. 1)
  • Next, go to My Reports. (Fig. 2) Here you will create a new report template that matches the data included in this sample file. (You will re-use this template each time you download your Whole Foods sales data to ensure the formatting is correct.) 
  • Use the Report Wizard to select the nine report columns that match the sample file. (Fig. 3)
  • Run and Save this report template, and download the report as an Excel file.
  • Be sure to name the file as follows: WholeFoods_Sales_Time reference (e.g. 'WholeFoods_Sales_202008' or 'WholeFoods_Sales_202008_202009')
  • Note: This file should contain a week’s worth of sales data, with daily granularity.

 

If you receive point-of-sale data from your broker via email:

  • Download the attachment as an “.xlsx” file. 

 

What should my POS file look like?
Once you’ve downloaded your POS data file, compare it to the sample file. Your file should contain all of the column headers included in the sample file in the same order, with exactly the same column names and formatting.

 

You can see a preview of the sample file below, for reference: 

 

What happens if my POS file doesn’t look like that? 

If your file does not match the format of the sample file, please revisit the download template you created in the Whole Foods Portal and ensure that all of the required data elements, and no unnecessary elements, are included. 

If you received your POS file from your broker, please make sure that all of the required column names are included and that the columns are in the same order as they appear in the sample file.  

 

Step 1a: Download your Whole Foods Store list (one time action) 

When setting up your point-of-sale integration with Whole Foods you’ll need to provide an official Whole Foods store list as well. Note: Whenever new stores are added to this list, the file must be updated and resubmitted to Repsly.

  • The Whole Foods Store list is expected to contain 500+ stores, and should match the format of this sample file.  
  • When delivering the store list file to Repsly, please use the following naming convention: WholeFoods_Stores_Time Reference (e.g. 'WholeFoods_Stores_20200308')
  • It is important that the “Store #” e.g.10194 contained in your point-of-sale file (see Step 1) matches the “BU #” e.g. 10194 in your Store list. You can see a preview of this file below, for reference: 

 

 

 

Fig. 1

 

Fig. 2

 

 

 

Fig. 3

 

 

 

Step 2: Upload your Whole Foods Market POS file to Repsly

 

Now that you’ve downloaded your POS file, you’re going to upload it to a unique AWS S3 bucket*. This will allow Repsly to pull your sales data into the application.  

*An AWS S3 bucket is a cloud-based location for data storage and sharing. You can securely upload files to your unique bucket, which gives Repsly access to download and use those files (like a shared folder). 

 

  1. Your Repsly Customer Success Manager will send you a unique Access Key ID. You will use these credentials to access your dedicated S3 bucket. 
  2. There are several ways to access your S3 bucket (including API). We recommend using a free tool called Cyberduck, which allows you to simply drag and drop your POS file into the S3 bucket. 
  3. Download Cyberduck here, and open the application.  
    1. If you’re using Cyberduck for Windows, click on Open Connection on the upper left side of the application. (Fig. 1a) 
    2. If you’re using Cyberduck for Mac, click on the + symbol at the bottom left side of the application to add a New Bookmark. (Fig. 1b)
  4. Next, you’ll see a dialog box where you’ll enter the credentials your Customer Success Manager sent you.
    1. In the dropdown FTP (File Transfer Protocol) select Amazon S3.
    2. Under Access Key ID, paste your AWS access key 
    3. Under Secret Access Key, paste your Secret AWS access key
    4. Go to More Options > Path and type: repsly-pos/ then paste your Company rowid (Fig. 2)
    5. Click Complete
  5. Drag your POS file into the Cyberduck window to upload. (Fig. 3) 
  6.  After loading your POS file into the S3 bucket you will receive an email notifying you that your upload to Repsly has been initiated.  



Fig. 1a                                                                       

 Fig. 1b

   

 

 

 

Fig. 2 (sample credentials, yours will be unique) 

Fig. 3




Step 3: View your Whole Foods Market POS data in Repsly

 

Once Repsly has finished processing of your data, you will receive an email notifying you that your upload is complete. Now, you can view your brand’s latest Kroger sales data in Repsly’s Insights Dashboards, alongside the store-level observations and activity data collected in Repsly.

 

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