The following graphic shows each of the Operational Reports that are covered in this article and how, when and why they should be used:


            


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Flash Report
Weekly Review - Location
Contract Violations
Item Price Verification
Item Price Change Analysis
Item Cost Analysis by Location
Item Cost Percent Breakout
Actual vs Theoretical Analysis
Item Category Theoretical Variance
Item Theoretical Variance
Menu Item Analysis
Menu Price Analysis
Sales Mix (Ad Hoc)



Flash Report



What it does: Shows summary information based on a single day’s performance in one or multiple locations.  All information from the Daily Sales Summary flows through this report as well as historical information and Labor numbers.


Why use it: This is a great report to run for a snapshot of the day (previous day) in terms of Sales/Labor/and other daily metrics.  Most above-store managers/operators will find this report very useful for getting a high-level report of the day in each store.


Other Considerations: This report can only be run one day at a time and the previous day must be closed out in the POS and transferred its data to R365 in order to see the numbers.  This is a report that can be emailed out daily to any user who requests it, just press the Email symbol next to the report itself to request this feature.


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Weekly Review - Location




What it does: Shows a detailed break-down of one Location’s weekly sales.  This is broken down by Day Part; Service Type; Account; Net Sales vs Last Year/Last Month/and Last Week; Guest Counts and Average Check; Cost Analysis (purchases by cost account); Key Controllable expenses; and Labor.  Percentages can be turned on with the ‘+’ sign at the top of the report to see how each number is broken down by a percent vs sales.


Why use it: This can help individual unit managers keep a pulse on the current week and review the previous week.  All Vital Signs for the business are included in this report and can be a very quick way to see the snapshot needed to make business decisions throughout the week.


Other Considerations: This is a report that can be emailed out daily to any user who requests it, just press the Email symbol next to the report itself to request this feature.  Discounts and Comps full list can be viewed by clicking the ‘+’ sign next to Discounts and Comps.


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Contact Violations



What it does: Contract Violations Report will show any items outside of Contract Price for the specified date range.  Contract Prices can be maintained via the Vendor Item by either direct edit or import template.  Vendors are listed separately and any item is listed for each invoice the violation occurs (FRT Avocado in the above example is listed twice because it is on two different invoices).


Why use it: This report will allow you to hold your vendors accountable to the prices they’re quoting you.


Other Considerations: This report can be run to show both Overpricing and Underpricing or only Overpricing.  This report is typically run monthly or quarterly to investigate these violations.  All Locations the User has access to will display.



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Item Price Verification




What is does: Runs the average price paid for each item in a date range per store and then aggregates those averages into Lows and Highs across all stores to show the variance between the store that is paying the lowest cost vs the one that is paying the highest cost, on average.  Contract Price is also shown for comparison sake.


Why use it: This report is useful to hold your Vendor accountable across the city or region they are supplying.  If you have a hard contract price in a certain region, but the stores are all paying different prices in that region, there is an inconsistency.  Always check for data-entry errors before consulting the Vendor.


Other Considerations: This report is best run on 2 or more locations.  It’s best to do this by region where the same Vendor warehouse supplies the same items, but can be useful if other vendors are supplying similar items to find out if a certain vendor has a better price in the region. 


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Item Price Change Analysis




What it does: Shows the purchase price prior to start date of the report versus the average purchase price over the date range of the report.  It also shows the COGs Usage over the same date range and the COGs impact the higher/lower price has made per item.


Why use it: This will alert you to the changes in product pricing from multiple vendors on one report.  It also helps see the COGs impact on that price not staying consistent.  This can also help alert you to incorrect invoice entry – fixing these issues before Stock Counts can greatly speed up the troubleshooting process on the counts.


Other Considerations: Can be run for one location at a time or across multiple locations.  Locations are listed independent of each other.  There is a percentage throttle to dis-include lower percent variances from the report so you can focus only on the items that are of larger concern.  This can be run on Unapproved Invoices (so you can see the effects of the most recent invoice before approving it) and on Key Items vs All Items.  Columns are sortable, most usually start by sorting on Variance Dollars highest to lowest to see the biggest fluctuations.  This can also be run for specific Item Categories at a time, Produce, Meat, Bottled Beer etc.  This can help with targeting specific areas of your inventory to focus on receiving.


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Item Cost Analysis By Location




What it does: Shows total purchases over the date range of the report broken out by COGS Category (from GL Accounts) per Location with drill down into all of the items that make up that category.  It also does a Total and Average across the columns for total/average purchases.


Why use it: This is a great report to check the total purchases on categories or individual items within those categories with a side by side store view.  The totals and averages can be used in future negotiations with Vendors on price breaks based on historical volumes.


Other Considerations: Item names are drill down into the item itself in case you need to review the current cost or the Transactions tab.  Can be run on Unapproved or Approved invoices to see real time COGs (Purchases) based on the most recent invoices entered into the database.  Note: this does not factor in inventory – only purchases.


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Item Cost Percent Breakout





What it does: Shows totals of all items purchased in a date range and the percent that item makes up of total COGs in that same date range.


Why use it: This report is used primarily to identify which items to flag as key items and to keep a close eye on the top moving items.


Other Considerations: Any item in the top 10% of this report will show as a “Possible Key” item – use that column against the Key Item column to flag/unflag items weekly/monthly so you can hone in on those item on variance reports.  Can be run for one or multiple locations and filtered to certain COGs accounts.


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Actual vs Theoretical Analysis (AvT)



What it does: Shows Actual vs Theoretical numbers in terms of both Quantities and Dollars.  Offers drill down into the transactions that make up the numbers as well as roll up summary info by Category for a Controllable Cost of Goods approach to analysis.


Why use it: This is the preeminent AvT Report in R365.  This has everything from Actual Usage to Theoretical Usage and anything in between.


Other Considerations: See special Detailed Considerations on the next page.  Also, see the supplemental article on AvT Analysis – Troubleshooting Variances for a detailed hypothetical use for the report.


Click here for a walkthrough of Example Variances on the AvT Report


Actual vs Theoretical Analysis Report – Setup Parameters

The Actual vs Theoretical Analysis Report is the report that allows you to see almost every detail and moving part of your inventory database in one concise place.


This report shows the item (with drilldown); the count UofM; the Actual Usage with + sign to see all of the details that make up that Actual Usage (Counts; Purchases; Transfers); Theoretical Usage (with drilldown into the list of menu items sold over the time period that contributed to this usage); waste from the waste log; variance (before waste) and unexplained variance (after waste) and finally an efficiency percentage (100% represents perfect efficiency).  There is also a toggle to show Percentage of Sales.


Setup Considerations: 

  • To/From Dates – must be run from count to count in one store at a time – using the search bar in the fly out for each date can speed up the process of identifying the correct counts.
  • Key Items Only – choose yes to show only items flagged as key items – see Item Cost Percent Breakout report for more information on identifying key items.
  • Show Unapproved – typically set to “Yes” – this can filter out Unapproved Transactions and use data with only Approved transactions instead (if set to “No”) – Yes is recommended so that the Accounting staff can close the period at their discretion but operations can still run vital reports in real time without waiting for all transactions to be approved.
  • Count Time - Beginning of Day will use transactions from the DAY OF the from count to the day BEFORE the to count.  End of day will use data from the day AFTER the from count through the DAY OF the to count.
  • Theo Cost Method – Current cost will use the current cost on all items to calculate all theoretical costs; average cost will use an average cost per item over the date range of the report to calculate theoretical costs.
  • Categories – can be filtered on and off as needed
  • Subtotal by – Categories 1+2 is recommended.
  • Show % of Sales – turns on and off the final 3 columns (Actual %; Theo %; and Variance %)
  • Sales Account – allows you to filter in/out certain Sales Accounts depending on the data you’re looking for – ie, you may want to run Beer Costs vs Beer Sales only.
  • Subtotal by Category – Summary will roll all numbers into just the category totals (Meat vs Dairy vs Produce for example); while Detailed will show all items in each category (as well as category subtotals) – the Summary option can be a good starting place to know which category to drill into to troubleshoot further.
  • Efficiency – can be calculated using Waste or Not Using Waste in the percentage calculation.
  • Actual Usage Dollar – Transaction cost – shows the cost as a total of all transactions at the time the transaction was saved/approved.  Unit Cost uses the cost shown in column 3 of the report and multiplies that by the quantities across the entirety of the report.



Click here for a walkthrough of Example Variances on the AvT Report


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Item Category Theoretical Variance



What it does: Shows trends of total variance dollars per Category over a date range, broken down by count to count calculations.  As an example – Poultry was at $139 negative variance from the end of October counts through the mid-November counts; went up to $1294 for end of November, but then stabilized to $162 and then $52 negative variances to end the year.


Why use it: This report will help point out high-level trends with categories due to loss (or gain) of items in that category.  Typically, a manager wants to see those numbers tick down over time to as close to $0 as possible.  Any spikes positive or negative should alert the manager to a problem with that category and an item or items within that category.  Typically, a simple fix like forgetting to log invoices for a week (looks like the case in the above example) can be easily seen while more complicated issues may also reveal themselves (bottle beer variances might be higher at the end of the month when managers are stressed about making numbers/counting inventory etc.).


Other Considerations: This report offers drilldown into the next report, Item Theoretical Variance.  This should be used as a starting point for where to focus attention and then drilling into both the Item Theoretical Variance Report and into the AvT Analysis report respectively.  Low variance dollar amounts can be filtered off of the report to quickly identify the biggest offenders.


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Item Theoretical Variance



What it does: This is a continuation of the Item Category Theoretical Variance Report – it’s a drill down from the Category into the individual items that make up that category and total dollar variances of those items.


Why use it: This can help hone in on specific items that need attention without first opening the AvT Analysis Report – this can be easier to digest and determine that 3 or 4 culprits are dragging the entire category down.  In the example above, Green Bells Peppers and Yellow Onions combine for over ½ of the total variance in the Produce Category – now those can be targeted for a full AvT Analysis breakdown and the other produce items can be ignored during the analysis.


Other Considerations: This report drills into the AvT Analysis itself.  Using the trilogy of theoretical reports (Item Category Theoretical Variance; Item Theoretical Variance; and AvT Analysis) in conjunction with each other can help save time finding the offending items and devote more time to finding why those variances happened.


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Menu Item Analysis




What it does: Shows the current selling price; cost; and margin for each Menu Item as well as quantities sold – with both the margin and quantities this report can then analyze the popularity and profitability of each menu item ranked against each other and return a category that has a call to action associated with it.


Why use it: This report functions as a Menu Engineering Report and would mostly fall under the category “Marketing Analysis” – it is one of the few reports that “tells you what to do”; the last column breaks down each item by a category (Star; Puzzle; Opportunity; or Dog) – each category has its own set of suggestions for what to do with those specific menu items: Star = sell more/promote/stay the course; Puzzle = raise the price or move lower down the physical menu so it’s choses less frequently; Opportunity = move up the menu; promote on social media; get the word out; and Dog = considerations for removal from the menu next quarter.


Other Considerations: This report is best run Apples to Apples – in other words compare like items to each other – Appetizers; Desserts; Mains; Sandwiches – etc. – this report ranks all items on the report against each other in terms of margin and sales mix.  The metrics used are: average margin – if an item is at or below the average margin rate of the report, it is considered “Low” in the margin category.  The popularity of an item is also divided into high (top 70%) and low (bottom 30%).  This leads to the quadrant view at the bottom of the report.


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Menu Price Analysis



What is does: Shows the cost and selling price for each Menu Item – determines a profit from those metrics and then calculates a variance and price needed to hit the target % based on the user supplied target %.


Why use it: This report can help gain insight into the nuances of the menu and where price adjustments may be warranted based on the current price/cost relationship.  This can also help adjust target %s to be more realistic so that maximum profitability can be attained.


Other Considerations: Can be run for multiple Locations simultaneously – the average cost/price between the locations will be shown, but clicking the ‘+’ sign will open up the location by location cost/price.  This can be useful to ensure accurate receiving in the locations and/or for finding out where commodity pricing is skewing the food cost in certain markets/stores.  (Example above shows that Avery’s Tavern is probably entering their AP Invoices incorrectly for one or more of the ingredients in the APP Wings Menu Item).


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Sales Mix (Ad Hoc)



What is does: Shows all sales/quantities/etc. for all Menu Items.  This data can be manipulated in several ways – report by Category; by Location; by Server who sold the product etc.  Sorting highest to lowest (or lowest to highest) and filtering out a top 10 or top 20 is possible as well.


Why use it: Ad Hoc has much more versatility than the Canned Menu Mix Report – it can be manipulated to chart or graph almost any metrics from the data provided via Sales Tickets.


Other Considerations: Too numerous to mention – there are training articles on Ad Hoc Reports as well as a great Academy Webinar (in the Webinar section of the Academy) that shows all of the capabilities behind Ad Hoc Reporting.  Note: this is from the Sales Details Crosstab option under the Crosstab drop down.


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