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Item Sales Report Unprocessed – Propane Sales Quantity

Item Sales Report is not generated when propane or loose items are sold in decimal quantities. Learn how to identify, modify and fix the issue promptly.

Updated over a week ago

Issue

Item Sales Reports (ISM) are not generated and remain unprocessed due to decimal sales quantity, most commonly from propane sales. Our system does not accept decimal quantities in item sales reports. All quantities must be whole numbers.

Important Customer Guidance

If a customer sells propane at the store, they must round up the sales quantity on the final receipt.
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❌ Decimal quantity (Not supported): 212.4

✅ Whole number (Supported): 212
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If this is not followed, the Item Sales Report will fail processing.

How to Identify This Issue

You are likely facing this issue if:

  • ISM logs are archived in the BoOutBox or in CStore Essentials Archive folder

  • Item Sales Report on PDI Essentials is not generated

  • Files are stuck under Unprocessed Files in the CSE Admin Tool

This usually indicates the store is selling:

  • Propane, or

  • Items sold in loose quantity (not fixed units)

In most cases, the item is propane.

How to Find the Correct ISM File

  1. Re-poll a fresh Item Sales report batch (re-poll last 7 days)

  2. Go to the BoOutBox / Archive folder

  3. Sort files alphabetically

  4. Copy all ISM files with the latest date/time stamp

  5. Paste them into a separate folder

Identifying the Correct ISM Log

  • Passport sends two ISM logs per day close

  • ISM files are sequentially named

Example:

  • ISM123456789456

  • ISM123456789457

➡️ Always select the second file (higher number)

This file contains the cumulative item sales and is the one used for report generation on PDI Essential.

How to Modify the ISM File

  1. Right-click the identified ISM file

  2. Open with Notepad

  3. Press CTRL + F

  4. Search for Propane (or item name used by the customer)

  5. Scroll slightly down to locate:

    <SalesQuantity>xxx</SalesQuantity>

  6. If the value contains decimals:

    <SalesQuantity>212.4</SalesQuantity>

    ➡️ Modify it to:

    <SalesQuantity>212</SalesQuantity>

  7. Save the file

  8. Repeat the same steps for any other ISM files if required

How to Upload the Modified File

  1. Open CSE Admin Tool

  2. Ensure NO files are stuck under Unprocessed Files. This step is mandatory

  3. Once clear, copy the modified ISM files

  4. Paste them into the BoOutBox folder on the XML Gateway

  5. Wait a few seconds for processing

  6. Check Item Sales Report Center in PDI Essentials

✅ The report should now be generated successfully

Important Notes

  • In rare cases, customers may sell other loose items (not just propane)

  • If unsure:

    • Confirm with the customer, or

    • Search the ISM file for <SalesQuantity> to identify decimal values

⚠️ If any file remains under Unprocessed Files, the report will not generate, even after correcting the ISM log.

Always ensure the unprocessed queue is fully cleared before re-uploading files.

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