The P&L Report allows the User to compare the total income and expenses at specified Locations as of a specific date and based on either their Fiscal or Operational Calendar structures.
The User is able to view how all GL Accounts and Account Types have directly impacted the total Net Profit of their company. Even further, the Report Types offered provide a multitude of ways to analyze the data and can even be exported to store or analyze the data further.
- Note: Although multiple downloading options are provided, it is highly recommended to download using an Excel file (such as a CSV) so that the formatting can be adjusted if needed.
Specific Report Types can benefit Users with certain User Roles:
- Comp and Non-Comp Period vs Prior Year - Compares both Non-Comp and Comp stores for one period to the same period prior year. This is often utilized by many first year companies since there isn't a year to compare to yet. Click here to learn more about Comparable Stores and implementing Comparable Start Dates
- Operations Statement with YTD - Provides a clear picture of how the company is growing by analyzing Week Ends in the same period and comparing it to the Period to Date and Year to Date Budgets
- Period and YTD vs Budget and Prior Year - Shows the current period compared to the same period and budget from last year
- Legal Entity Side by Side - Compares Legal Entities' income and expenses
- Location Side by Side - Compares Locations' income and expenses
Note: The P&L and AvT reports are not intended to tie back perfectly to each other, but they can be more closely aligned by following these steps.
Navigation
To navigate to the Profit and Loss Report, click 'My Reports' under 'Reports' in the left pane and select 'Financial' in the top header of the reporting window. Once opened, a listing of reports will be shown.
Find 'Profit and Loss' and select 'Customize' next to the report. This will open up a listing of all Report Parameters that can be used to define your report.
Report Parameters
1) Cutoff - The amount of access to the P&L Accounts. This option will only appear for Users with a 'full' P&L view. Three types of Cutoffs are listed:
- Full - GL Detail access to all P&L Accounts
- Controllable - GL Detail access to all Controllable P&L Accounts
- Prime Cost - GL Detail access to all Prime Cost P&L Accounts
2) Report Type - A listing of all the ways the report can be organized. The Report Types are as follows, with the most used hyperlinked to their example and column descriptions below:
- Comp and Non-Comp Period vs Prior Year
- Legal Entity Side by Side - Period
- Legal Entity Side by Side - YTD
- Location Side by Side - Period
- Location Side by Side - Qtr
- Location Side by Side - Week
- Location Side by Side - YTD
- Location Side by Side Budget Only - Period
- Location Side by Side Budget Only - Qtr
- Location Side by Side Budget Only - Week
- Location Side by Side Budget Only - YTD
- Operations Statement
- Operations Statement with YTD
- Period and YTD
- Period and YTD vs Budget and Prior Year
- Period and YTD vs Prior by Location
- Period vs Budget
- Period vs Prior
- Periods Side by Side Budget Only
- Periods Side by Side with Forecast
- Qtr and YTD vs Budget and Prior Year
- Trailing 12 Periods
- Trailing 12 Periods vs Prior
- Trailing 12 Weeks
- Week and YTD
- Week vs Prior
- Week vs Same Last Year
- YTD Periods Side by Side vs Budget
3) Detail Level - 'Detail' breaks down Parent Accounts into their specified Child Accounts (ex. Inventory (P) --> Food (C), Produce (C), Dairy (C), ect.) while 'Summary' will include all Child Accounts in one Parent Account total amount
4) Filter By - A listing of all Location categories
5) Filter - A listing of all Locations associated with the selected Location category
6) Calendar - This displays GL Account Details based on the Operational or Fiscal calendar
- Note: The Budget will only display on the P&L if the Calendar Type selected matches the Calendar Type set for the Budget
7) As Of - The date the report is ran as of
8) Hide $0 Balances - Clicking 'Yes' would hide any zero balances
9) Show Unapproved - These options will either include or exclude Unapproved transactions
10) Rounding - Clicking 'No Rounding' will include decimal values while clicking 'Whole Numbers' will round decimal values to the nearest whole number
11) Account View - 'Name' will alphabetically organize GL Accounts while 'Number Then Name' will organize by GL Account number first
12) Metrics - These options will either hide or show the 'Guest Check Average' and the 'Guest Count' on the top of the report
13) Variance Percent - These options refer to the details of the variance, with '% of Sales' providing a more precise variance percent
14) Location View - 'Name' will alphabetically organize Locations while 'Number Then Name' will organize by Location number first
15) Run button - Runs the report. Users can also send, export, or print the report directly from this button by clicking the down arrow portion and selecting the desired action. Click here to learn more about this functionality
Click here to learn more about Report Views and their added functionality.
Report Type Variations
Report columns vary depending on the Report Type that is selected in the report parameters.
Comp and Non-Comp Period vs Prior Year
1) GL Accounts and Account Types - A listing of all GL Acccounts and GL Account Types broken down by Parent Account. The 'Guest Check Average' and the 'Guest Count' are included on this report when the 'Metrics' parameter is set to 'Show'
2) Non-Comp Actual - A non-comp's restaurant Location's profits and losses for the selected period. Non-comp Locations stores that are more recently opened and are still developing their historical sales. If Locations have grown to have more of a variability in Sales, they are typically set to be Comparable Stores in their Location records. Next to each amount provided is a Variance percentage calculated based on the setting in the report parameters
3) Non-Comp Prior Yr - A non-comp's restaurant Location's profits and losses for the selected period previous year. Non-comp Locations stores that are more recently opened and are still developing their historical sales. If Locations have grown to have more of a variability in Sales, they are typically set to be Comparable Stores in their Location records. Next to each amount provided is a Variance percentage calculated based on the setting in the report parameters
4) Variance B/-W - The difference between the Actual and the Prior Yr for both Non-Comp and All Stores. Next to each variance is a Variance percentage calculated based on the setting in the report parameters
5) All Actual - Both a Comp and Non-Comp restaurant Locations' profits and losses for the selected period. If all stores included on the report do not have a Comp Start Date in their Location record, the numbers will be the same as the Non-Comp Actual column
6) All Prior Yr - Both a Comp and Non-Comp restaurant Locations' profits and losses for the selected period previous year. If all stores included on the report do not have a Comp Start Date in their Location record, the numbers will be the same as the Non-Comp Actual column
Operations Statement with YTD
1) GL Accounts and Account Types - A listing of all GL Acccounts and GL Account Types broken down by Parent Account. The 'Guest Check Average' and the 'Guest Count' are included on this report when the 'Metrics' parameter is set to 'Show'
2) Week End Selected - The income and expenses for the Week End Date selected in the report parameters. Next to each amount is a Variance percentage calculated based on the setting in the report parameters
3) Week End Comparisons - The income and expenses for all Week End Dates in a period of the Week End selected and leading up to the Week End selected. In the example above, the 'As Of' date selected in the report parameters was the final day in its period, so three Week End Dates were included to compare it to. If the 'As Of' Date was the third Week End rather than the final Week End in a period, only two comparable Week End Dates would be displayed. Next to each amount provided in these columns is a Variance percentage calculated based on the setting in the report parameters
4) Period to Date (PTD) - The total income and expenses for the period to date. Next to each amount provided is a Variance percentage calculated based on the setting in the report parameters
5) Prior Year PTD - The total income and expenses for the period to date from the previous year. Next to each amount provided is a Variance percentage calculated based on the setting in the report parameters
6) Variance B/-W - The difference between the Period to Date (PTD) and the Prior Year PTD, the Period to Date (PTD) and the PTD Budget, the YTD Actual and the YTD Prior, and the YTD Actual and the YTD Budget, respectively. Next to each variance is a Variance percentage calculated based on the setting in the report parameters
7) PTD Budget - The period to date budget. Next to each amount provided is a Variance percentage calculated based on the setting in the report parameters
8) YTD Actual - The actual year to date income and expense totals. Next to each amount provided is a Variance percentage calculated based on the setting in the report parameters
9) YTD Prior - The year to date income and expense totals from the prior year. Next to each amount provided is a Variance percentage calculated based on the setting in the report parameters
10) YTD Budget - The year to date budget. Next to each amount provided is a Variance percentage calculated based on the setting in the report parameters
Period and YTD vs Budget and Prior Year
1) GL Accounts and Account Types - A listing of all GL Acccounts and GL Account Types broken down by Parent Account. The 'Guest Check Average' and the 'Guest Count' are included on this report when the 'Metrics' parameter is set to 'Show'
2) Actual - The actual income and expenses for the period selected in the report parameters. Next to each amount provided is a Variance percentage calculated based on the setting in the report parameters
3) Budget - The budget set for each GL Account. Next to each amount provided is a Variance percentage calculated based on the setting in the report parameters
4) Variance B/-W - The difference between the Actual and Budget, the Actual and Prior Year, the YTD Actual and the YTD Budget, and YTD Actual and YTD Prior, respectively. Next to each variance provided is a Variance percentage calculated based on the setting in the report parameters
5) Prior Year - The total income and expenses for the period from the previous year. Next to each amount provided is a Variance percentage calculated based on the setting in the report parameters
6) YTD Actual - The actual year to date income and expense totals. Next to each amount provided is a Variance percentage calculated based on the setting in the report parameters
7) YTD Budget - The year to date budget. Next to each amount provided is a Variance percentage calculated based on the setting in the report parameters
8) YTD Prior - The year to date income and expense totals from the prior year. Next to each amount provided is a Variance percentage calculated based on the setting in the report parameters
Legal Entity Side by Side
1) GL Accounts and Account Types - A listing of all GL Acccounts and GL Account Types broken down by Parent Account. The 'Guest Check Average' and the 'Guest Count' are included on this report when the 'Metrics' parameter is set to 'Show'
2) Legal Entity Columns - These columns are labeled by Legal Entity due to the Report Type selected in the parameters. Next to each amount provided is a Variance percentage calculated based on the setting in the report parameters
3) Total - The amount totals across each line and totaled by each Parent Account
Location Side by Side
1) GL Accounts and Account Types - A listing of all GL Accounts and GL Account Types broken down by Parent Account. The 'Guest Check Average' and the 'Guest Count' are included on this report when the 'Metrics' parameter is set to 'Show'
2) Location Columns - These columns are labeled by Location due to the Report Type selected in the parameters. Next to each amount provided is a Variance percentage calculated based on the setting in the report parameters
3) Total - The amount totals across each line and totaled by each Parent Account
Email, Export, or Print the Report
This report can be emailed, exported, or printed in custom formatting directly from the reporting window. Click here to learn how to send, export, or print this report.