Ad Hoc reports allow Users to slice and analyze data, which can then be added to dashboards. An Ad Hoc report can be a chart, table, or pivot table. Restaurant365 comes with a number of pre-defined Ad Hoc reports. With the proper security level, Users can also create their own. Ad Hoc reports become available when you purchase the Business Analytics module.


This article focuses on the following areas:

Accessing Ad Hoc Reports

Key Elements

Creating a Report

Saving a Report



Accessing Ad Hoc Reports



Ad Hoc reports are accessed by clicking on 'Ad Hoc Reports' under the 'Reports' list in the 'Accounting' or Operations module in the left hand navigation. Only Users with the Business Analytics Admin role will be able to see this page. 


Once opened, four drop-down menus will appear for editing / creating reports:



1) Reports A drop-down listing that enables you to select from the Ad Hoc reports created by your company. Once selected, the report will populate the screen

  • Note: Once a custom report is selected, a trash can iconwill appear next to the drop-down arrow. Click this to delete the report

2) Create Chart Of - This allows you to create a new chart based on a selected data set, or domain (listed below). Once a domain is selected, the screen will open to begin designing a new chart

3) Create Crosstab Of - This allows you to create a new crosstab, or pivot table, based on a selected data set, or domain (listed below). Once a domain is selected, the screen will open to begin designing a new crosstab

4) Samples - A listing of sample Ad Hoc reports to use or further develop. Once selected, the report will populate the screen



Available Data Sets


Reports in this module must be based on pre-defined sets of data called Domains that come with the system. These domains will appear in the 'Create Chart Of' and 'Create Crosstab Of' drop-down listings. The following is the list of available domains:

  • Daily Sales Summary - Both Sales and Labor data 
  • Franchisee Sales - Franchise Sales
  • Labor Details - Only Labor data
  • Purchase Detail - Everything associated with AP transactions and Inventory
  • Sales Details - Everything that hits the Credits side of the DSS Journal Entry
  • Sales Payments - Everything that hits the Debits side of the DSS Journal Entry; drives into the POS data
  • Transaction Detail - Pulls in anything seen as a transaction (Inventory Count, Commissary, ect.) to display a more detailed view of each transaction
  • Transactions - Pulls in anything seen as a transaction to display more of a summarized view of Vendors/Customers


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Key Elements


Below is an image of the Ad Hoc Report Designer numbering the different elements in orange. Click here to view a detailed listing of all the elements in this report window.


adhoc


1) Measures - Generally numbers, such as amounts, percentages, and counts, that are used as values in a report. Most are pre-defined by R365, such as Average Check and Guest Count, but some can be custom calculated as well (#2)

2) Calculated Measure Button - This allows a User to create a custom measure. To do so, click this button and a window will open where you can give the measure a name and select the math to calculate it. View an example of creating a calculated measure here

3) Fields - Pre-defined fields set by R365 that come with the domain the report is based on, such as Location or Fiscal Period

4) Left Pane Collapse Button - This button collapses the left pane to give more screen space for report viewing

5) Chart Type Selector - This selector allows a User to change the Chart Type from the preset chart to a line, pie, scatter plot, ect.

6) Save Button - This allows the User to save a finalized report. View how to Save an Ah Hoc report here

7) Columns Box - The column header titles for the report. Fields and measures can be added to this box by double-clicking the field or measure name or right-clicking the field or measure and clicking 'Add to Columns' in the drop-down listing

8) Rows Box - The row header titles for the report. Fields can be added to this box by double-clicking the field name or right-clicking the field and clicking 'Add to Rows' in the drop-down listing

9) Report Type Selector - This selector allows a User to change the Report Type from the present report to a chart, table, or crosstab

10) Title - The title of the report. This becomes editable when clicked

11) Right Pane Collapse Button - This button collapses the left pane to give more screen space for report viewing

12) Data Level Slider - This slider enables the chart to display based on Row titles. It is preset to display the lowest level of detail first and can expand out details by toggling

13) Filter Type - A drop-down menu that displays different types of filters, including 'equals', 'is between', 'is greater than', 'is less than', ect. This can be helpful when filtering dates, Locations, and much more

14) Remove Filter - This button allows the User to remove a filter

15) Filter Box - Filters are restrictions on the data. Multiple filters can be added to the report by right-clicking a field or measure and selecting 'Create a Filter' in the drop-down listing. This field or measure will then appear in this section and can be adjusted accordingly

16) Custom Filter Expression - A User-created filter that will return data to the report if the entered filter is true. The letters listed (A or (B and C) in the image above) reference the different Filter Sections within the Filter Box

17) Apply Button - This must be clicked when a filter has been added or updated to ensure that the report reflects the filters correctly

18) Chart Legend - All selected measures that are included on the chart

  • Note: These measures can be hidden or shown in the chart by clicking the value in the Chart Legend

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Creating A Report


The interactive image below describes the process of creating a report. Simply expand the imageand follow the steps. Additional information is tagged with a star or exclamation point.



1) Create Crosstab Of - If you are a first time or infrequent User, selecting a domain, or data set, from the 'Create Crosstab of' is a great way to start. Available domains include:

  • Daily Sales Summary
  • Franchisee Sales
  • Labor Details
  • Purchase Details
  • Sales Details
  • Sales Payments
  • Transaction Details
  • Transactions

You can also begin with a Sample template, located just after the 'Create Crosstab Of' drop-down, as a foundation for your new report.


2) Select Fields - Fields are pre-defined in R365 and appear in the Fields Box if they are used in the domain you initially selected. To select a field, double-click the field name or right-click and select 'Add to Fields', as seen here.


3) Select Measures - Measures are also pre-defined in R365 and are generally numbers, such as amounts, percentages, and counts, used as values in a report. Select all of the desired measures by double-clicking the name or right-clicking and selecting 'Add to Columns'. Measures can also be custom-made by clicking on the Calculated Measures Buttonnext to 'Measures' and filling in the listed fields, as seen here


4) Adjust Filters Accordingly - Filters are restrictions on the data, so you can specify a certain date range, specific list of locations, ect. for this report. Multiple filters can be added to a report by right-clicking a field or measure and selecting 'Create Filter' or by dragging and dropping a field or measure in the Filter Box. Custom Filter Expressions can also be used to limit data by the selected Filter Section. When finished, make sure to click the 'Apply' button to update the report based on the filters. An example of adjusting filters can be seen here.


5) Organize Rows and Columns - Rows and columns can be adjusted accordingly by clicking and dragging fields across both Rows and Columns. Measures can also be rearranged, but only within the Columns. Even though these should be organized as needed before finalizing your report, they can be adjusted again after the desired report type is selected.


6) Choose a Report Type - Even though your report began as a Crosstab, it can be changed to a Table or a Chart by simply navigating to the Report Type Selectorand selecting one of these options. If a Chart is selected, the screen will populate with a preset bar graph. This can be adjusted by clicking the Chart Type Selectorand selecting the desired Chart type. This Chart can either be summarized or detailed by toggling the Data Level Slider. An example of navigating the Report Type and Chart Type Selectors can be seen here.


7) Title and Save the Report - The title will become editable if clicked. Update the title name and then click the 'Save' button. View a visualization of this step here. Once 'Save' is clicked, a drop-down will appear with the following values:

  • 'Save Ad Hoc View' - This option will overwrite the existing Ad Hoc with your changes. Pre-defined Ad Hoc reports built by Restaurant365 cannot be modified, so this option will not be available on those.

  • 'Save Ad Hoc View As...' - This option will leave the original report un-modified and will save your changes as a new report where you provide a new name.  Once you select this option, the 'Save As' window (pictured below) will pop up where you can set the name of the report and choose where to save it. Once you've typed in the name, move to the folder hierarchy at the bottom of the pop-up window and follow the steps listed below:
    1.  Click the '+' sign next to each folder in the following order:
      +Root > +Organizations > +Organization > then click on the folder with your site's name (my site name in the screenshot below is 'demo')
      • Note: Folders will appear grayed out, but you will be able to expand them to your site folder
    2.  Select either the Accounting or Manager folder, listed within your site folder, and click 'Save' to save your report. Each folder provides access to only certain Users:
      • Accounting Folder - Saving in the Accounting folder will restrict access from any User that doesn't have the Accounting Manager or Full Access role 
      • Manager Folder - Saving in the Manager folder will make it available to Users with the more restricted Restaurant Manager role

  • 'Save Ad Hoc View and Create Report' - This option is never used and can be ignored




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