Aura BackOffice Reports Coherent Software Solutions

Transcription

1 Aura BackOffice Reports

2 2 Aura BackOffice Reports Table of Contents 5 Part I Reports 1 Activity... 9 Activity Report... 9 Kitchen Managem ent Analysis Active Custom ers Month... on Month 13 Average Transaction... Size Year on Year 15 Custom er Grow th Year... on Year 17 Expenses Category Trends Top Menu Item Sales Turnover Year on Year Cashup Cash Tendered Com plete Cashup Control Sheet Driver Cashup Detail Em ployee Cashup Sum... m ary 30 Em ployee Cashup Em ployee Wages Petty Cash Shop Cashup Detail Shop Cashup Sum m... ary 35 Till Cashup Detail Till Cashup Sum m ary Slip Reports Employee Cashier Sales Perform... ance 41 Com m ission by Menu... Item 45 Driver Delivery Driver Efficiency Em ployee Invoice Product Sales by Cashier Sales Effectiveness Tim e and Attendance Expenses Daily Expenses Breakdow... n 54 Expenses By Supplier Expenses Report Lists Full Custom er Listing Menu Item s w ith Recipes Menu Item Listing Stock Item Listing Supplier Listing Order Manager Orders by Supplier Marketing Lapsed Custom ers New Custom ers New vs Old Custom ers Orders by Area Top Custom ers Worst Custom ers Sales Average Sales per Head Average Sittings by Table... 75

3 Table of Contents 3 Average Turnover by... Table 76 Category Sales Com plaints Detailed Turnover by... Day 80 Discounts Detailed Discounts Sum m ary Invoice Efficiency Invoice Sum m ary Invoices by Menu Item Item Sales Reports Late Delivery Sum m ary NOMAD Transactions Online Orders by Transaction... Type 101 Overring Sum m ary Prep - Average Hourly... Sales 104 Sales by Cashier Sales by Hour Reports Sales by Menu Category... Size 114 Sales Month on Month Sittings by Table Theoretical Stock Sales Turnover by Table Turnover by Till Voided Item s Stock GRV Purchases by Supplier... by Category 125 Purchases by Supplier... by Stock Location 126 Stock Issues by Location Stock Location Exceptions Stock Manufacture... Exceptions 129 Stock Movem ent Stock on Hand Stock Price Fluctuations Stock Profile Stock Purchases Exceptions Stock Purchases by... Type 138 Stock Purchases Stock Recipes Stock Return Detail Stock Take Stock Transfers Stock Variance Stock Wastage Theoretical Stock Usage... Month on Month Summary Average Takings per... Day 158 Gross Profit By Menu... Item 159 Gross Profit Incom e Statem ent Invoice Managem ent... Report 165 KPI (Key Perform ance... Indicator) 166 Monthly Beverage Incidence Monthly Financial Analysis Royalty Report Royalty Report by Report... Group 176 Net Sales Sum m ary Sales Sum m ary VAT Report

4 Part Reports I

5 Reports 1 5 Reports Reports are an essential tool for maintaining your store, to keep track of everything from Stock sales and purchases, through to the Employees of the store. When new reports are added to the system, the relevant access permissions will be automatically created and assigned to the franchisee category. This allows new reports to be used in the Report Scheduler without requiring any updates to BackOffice. Throughout this guide, there will be certain reporting options and report values that you should pay more attention to. In these cases, specific notes such as the following examples will be shown with more information. Basic tips, tricks and suggestions will be displayed with this symbol. These are simply bits of useful information or suggestions, you may decide whether or not you use these. Important notices and warnings will be displayed with this symbol. Read through these tips carefully and ensure that you understand them before moving on. Examples will be shown with this symbol. While working through the more complex features, real-world examples may be used to help explain the reasoning behind certain setups. See a topic b elow for more information: Activity 9 Analysis Cashup Employee 40 Expenses 53 Lists 57 Marketing 65 Order Manager Sales Stock 122 Summary 157

6 6 Aura BackOffice Reports Selecting Report Dates All reports require you to select at least a single date, others require a date range with a start and end date. Whenever a date prompt is available, click on the date to show the calendar window. button next to the On this window, using the left and right arrows along the top, you can navigate back and forth one month at a time. To select a date, simply click on the desired date. Clicking the red square in the bottom left corner at any time, will return the selection to the current date. Alternatively, you may click on the month and the year to jump to a quick-select for each. As seen below: Selecting the year Selecting the month

7 Reports 7 Running Reports While a report is being generated, a small status window will be shown to indicate that the system is busy. This status window will also give some indication of what is being done during the report generation process, as seen in the example image below. Stock Costing Methods - FIFO vs Fixed The system settings include an option to select the stock costing method used in the reports. Each option has it's own benefits and drawbacks, and which option is set depends entirely on the store owner's preference. One of the main reasons this is optional is to suit the customer's needs; there are certain people who believe that (using 'FIFO') selling older stock at a higher price while keeping the lower original cost price is in a way 'cheating the system'. This method does indeed maintain a higher profit margin in general, but if the later purchase price was lower than original the profit margin would obviously be lower as the cost of stock on hand is marginally higher. At the same time, there are people who believe that going only by the last known stock unit cost (using 'Fixed') is ignoring certain important details in the trading system. While only using the last know purchase price for a stock item does obviously result in a higher stock on hand value if the unit price changes, whether you are still using stock from a previous purchase (at a different price) or not, all menu items are sold at the same price at the end of the day. Unless your head office specifies that only one stock costing method must be used, you may choose the method you wish to use in your store, however before deciding, keep in following points in mind: FIFO is much more susceptible to stock costing issues in the long run, extra care must be taken when capturing GRVs, Return Stock, Stock Manufacture, etc. This method would be best suited to stores that run the GP report on a weekly basis instead of month to month. Fixed is easier to see when a Stock Purchase or Return has had the wrong figure entered, resulting in the issue being resolved sooner rather than later. This method suits stores that only run the GP report once a month as it gives a better overall view of the stock fluctuations. To switch between FIFO and Fixed Stock Costing methods, inside Aura go to System Settings > All Computers > Program Files > Reports. For more information, see the full Aura BackOffice manual.

8 8 Aura BackOffice Reports Using FIFO Stock Costing ('First In, First Out') The term 'First In, First Out' is descriptive of how Aura handles the stock flow through your store; the reports will be calculated as the oldest stock being used first even if new stock has been purchased in the meantime. In the following example, very simple figures are used to make it as easy to follow as possible. Starting from the 1st a particular month, this will follow the purchase and sale of apples. 1st: 10 apples are purchased at R0.50 each. o 3 apples are sold (price irrelevant) o Stock Take: 7 apples 7 apples at R0.50; R3.50 stock on hand value 2nd: 10 apples purchased at R0.75 o 3 apples are sold (price irrelevant) o Stock Take: 14 apples 4 at R at R0.75 Total: R9.50 stock on hand value As seen here, the oldest stock is used first and maintains it's original purchase cost for the comparison of cost vs profit. If all stock on the 2nd was taken at the last known purchase price, the report would display R10.50 for the closing stock on hand value. This same concept is applied to all stock movement in and out of your store (to external locations, to wastage, including automatic stock wastage percentage, return stock, etc) and each of these calculations are applied on each and every day for every stock item. The end result is a very long waiting period for the report to open. As long as 15 to 20 minutes in some cases with large databases. One other important point to keep in mind is this method is more likely to be affected by stock price errors. For example, if a stock item is purchased at an incorrect value due to a missed digit (for example, entering a purchase for R500 and missing a 0, leaving R50), if stock is sold before the price is corrected, there will be a very high fluctuation in the costing calculations even after correcting the price. Using Fixed Stock Costing As the name suggests, this method uses a much more simplified calculation method for the stock costs. Using only the last known purchase price of a stock item, this method takes a more direct 'here and now' mentality. Taking the previous example in this scenario, we would have the following: Starting from the 1st a particular month, this will follow the purchase and sale of apples. 1st: 10 apples are purchased at R0.50 each. o 3 apples are sold (price irrelevant) o Stock Take: 7 apples 7 apples at R0.50; R3.50 stock on hand value 2nd: 10 apples purchased at R0.75 o 3 apples are sold (price irrelevant) o Stock Take: 14 apples 14 apples at R0.75; R10.50 stock on hand value * The only difference here compared to FIFO is the last line containing the * symbol; even though there is still effectively stock on hand at the old price (R0.50), the currently known cost price for apples is R0.75, and therefore your stock on hand is taken at that price. One of the more noticeable benefits here is the speed factor; the same Gross Profit report that would take about 15 minutes to run with FIFO would open in as little as 2 to 3 minutes with Fixed.

9 Reports Activity The Activity reports menu holds reports related to monitoring employee-specific activities in your Aura POS system Activity Report All activities in Aura that require a password prompt, as well as many that do not, are logged in the database. These activities include running BackOffice, performing a cashup, opening the system settings, processing orders, printing reports, and so forth. These two reports both display the same data, one grouped by the activity code and the other grouped by employee. Take note this report can be run either by activity code or by employee, please select the appropriate option from the reports menu. Activity - This drop down list will present you with a list of all activity codes stored in the system. Employee - This drop down list will present you with a list of all active employee records found in your system. Extra Report Options When running the Activity Report (either 'for Activity Code' or 'for Employee'), you will have the option to filter the report either by a specific activity code or a specific employee:

10 10 Aura BackOffice Reports Seen here is an example of each of the activity reports. The first is grouped by activity, the second is grouped by employee.

11 Reports Kitchen Management The Kitchen Management report displays the preparation timeline of all delivery orders during a selected time period. This starts from the time the invoice was saved inside Invoicing, then displays the time the kitchen staff marked it as 'done', and on to the time the delivery left the store. A summary is given for the total time taken with each order, as well as an average for each day. This report makes use of information from various stages of the order preparation process. If certain columns do not display any details whatsoever, please confirm you are running the correct applications in your store. If there are simply certain orders that do not display the 'Cooked' or 'Driver Left' times, ensure your staff are aware of updating the system during the order process. Orders are grouped by date on these pages, with a summary of the average times for each day, as seen below:

12 Aura BackOffice Reports Analysis The Analysis reports menu contains a new set of analysis reports aimed at long-term daily, monthly and yearly comparisons of key points in your sales data. These key points cover quantity of items sold, overall turnover and customer base size, with comparisons in each section for quick reference. For more information, see the relative section b elow: Active Customers Month on Month 13 Average Transaction Size Year on Year Customer Growth Year on Year Expenses Category Trends Top Menu Item Sales Turnover Year on Year

13 Reports Active Customers Month on Month In an environment where the customer base and value of items sold is constantly fluctuating, it is just as important to have the ability to view the number of customers served over a period of time without taking income values into account. This report provides a quick and easy to read count and comparison of the number of customer orders processed over a long period of time. A 'customer order' refers to a transaction with a customer associated with it, by default this covers delivery and collect orders. From and Until - Select the start and end years that you wish to run the report for. Active Period (Days) - Select the grouped period length; this period length will be repeated throughout the data grouping to include all selected years.

14 14 Aura BackOffice Reports This report is divided into two main areas: from the top, this report starts with a simple count of the number of customers served during each month during the selected report period, and is then followed by a colour-coded graph to show all values relative to each other. The months listed for each year for the selected report period will show two data values: firstly, a straight count of the number of customers served during that month, and that month's difference to the previous month. This monthly difference is shown by the percentage changed from the last customer order count, so if the first month had 100 orders while the second month had 120, that would be a 20% increase in customer orders over the previous month. The graph at the end of the report is a visual representation of the data listed above it. The graph points show the count for the month name in that column, following the year associated with the colour legend on the right.

15 Reports Average Transaction Size Year on Year While simply counting the number of customers or number of total orders during a period has it's purpose, serving the same number of customers for each of two months does not necessarily mean that the orders will bring in the same turnover. With changing menu prices, specials, discounts, and various other points that play a part in your sales, the average transaction size for any month is always a useful piece of information. This report takes the average transaction size for each month during the selected report period, then lists and compares values from a range of months. This allows you to follow the transaction size trend and analyse whether the store is moving in the right direction or not. Due to the amount of data calculation and comparison involved in generating this report, it will take a long time to run. Please be patient while the report loads. From and Until - Select the start and end years that you wish to run the report for.

16 16 Aura BackOffice Reports This report consists of two main areas: displaying data first in a straight table to list the average transaction size for the month in question along with the variance when compared to the same month of the previous year, and secondly displaying these monthly averages in a graph to provide a visual reference for the data.

17 Reports Customer Growth Year on Year This report shows the number of customers registered in your customer database at different points over a period of time, allowing for customer-base growth comparisons on a month-to-month and year-to-year basis. This report does not exclude inactive customers, it simply checks the number of customers that existed in the database at different times based on their first order date. It's intended purpose of this report is to see the number of new customers coming to your store each month, providing a easy to follow history of customer base size over yearly time periods. From and Until - Select the start and end years that you wish to run the report for. Active Period (Days) - Select the grouped period length; this period length will be repeated throughout the data grouping to include all selected years.

18 18 Aura BackOffice Reports This report starts off with listing each month's total customer count for the selected report period, along with the percentage of growth from the previous month. After this, the number of customers at each year's end are compared to one another to give a percentage growth in customer base size compared on each year individually.

19 Reports Expenses Category Trends This report is designed specifically to show the recorded operating expenses as a percentage of the store's turnover for the same month.

20 20 Aura BackOffice Reports Each month in the selected report period will contain the month's Net Turnover and the categories for Captured Expense Items, along with a percentage of turnover indication for each expense category. After the details of each month are listed, a graph displays the Total Captured Operating Expenses as a percentage of the Total Turnover for the selected report period.

21 Reports Top Menu Item Sales This report calculates and displays the top selling items for each individual day during the selected reported period. By analysing which items are more popular at certain times of the week, whether the item is a special combo or straight menu item, allows you to fine tune store specials and make the most of what your customers are most interested in from your store. Top (x) Items - Select the number of items to include in the report. Type - Select either 'Daily' or 'Monthly' as the report structure type. This option defines the data grouping on the report, while set as 'Daily' each individual day's top sales will be used in the report, while 'Monthly' will take the sales for a month long period at a time. Report Group - Select the specific report group to use for the report. The 'Consolidated' option includes all items regardless of their report group.

22 22 Aura BackOffice Reports The report starts off by listing the selected top number of items on each individual day, listing these in order by their sales value on that day and providing a percentage of the day's total sales. The menu item code and description are also shown for reference. The example shown above is run using the 'Daily' report layout type. When running this same report with the 'Monthly' report layout type selected, the month of June will be shown with the top 5 menu items for the month as a whole. This logic carries through to the graph shown at the end of the report. After the individual daily listing of top menu items, a simple colour graph is provided to show the top items for the entire report period. The colour coded legend below the graph will show which menu item each line on the graph represents. In the initial list of items, since each day's top items are calculated individually, you will often see items showing on one date that do not come up on another date. The graph shown at the end of the report shows the top selected number of items sold over the entire report period, disregarding each day's individual item sales.

23 Reports Turnover Year on Year This report is designed to provide monthly turnover values over a long time period for turnover comparisons between different months and years. The structure of this report allows for up to four years' monthly turnover to be displayed and compared on a single page. This also includes a colour coded graph to provide a visual reference for the turnover values over the selected report period. From and Until - Select the start and end years that you wish to run the report for. Report Group - Select the specific report group to use for the report. The 'Consolidated' option includes all items regardless of their report group.

24 24 Aura BackOffice Reports As seen below, each year selected when running the report will be shown in it's own column, with each month of the year listed on the left. In this list, the "Var %" (variation percentage) shows the turnover amount as compared to the same month of the previous year. Below this first table is a second, smaller table with the total turnover for one year compared to the previous. Following this, the data displayed in these tables above are summarised in a colour-coded graph. This graph makes it easy to visualise the turnover trend for any year within the selected report period.

25 Reports Cashup The Cashup reports are used to keep track of cashups for the employees, tills and general shop cashups. Outstanding Orders If you run any of the till or shop cashup related reports and the Report Viewer finds any outstanding orders in the selected report period, you will see a message in the report header similar to the example below. Seeing a message like this when running your shift end reports means there are definite issues that must be resolved as soon as possible. If you are unable to resolve the outstanding orders, you should contact the Aura Helpdesk for assistance with this issue. For more information, see the relative section b elow: Cash Tendered 26 Complete Cashup Report Control Sheet Driver Cashup Detail 29 Employee Cashup Summary Employee Cashup Employee Wages Petty Cash Shop Cashup Detail 34 Shop Cashup Summary Till Cashup Detail 37 Till Cashup Summary Slip Reports

26 Aura BackOffice Reports Cash Tendered The Cash Tendered report simply adds together the cash on hand entries for all shop cashups during the selected date range. Essentially, it shows the same informartion as the Till Cashup Detail and Shop Cashup Detail reports, with adding up the figures over the selected range of dates. This report is very straight forward in layout and information; simply showing the total amounts captured for each denomination in cashups during the reported period. This report does not group the information by till (as the Till Cashup Detail) or by shop (as the Shop Cashup Detail), but rather provides the totals for the selected period. One of the more useful functions for this report would be analyzing the most commonly used monetary denominations favoured by the public, and adjusting till floats to compensate for this.

27 Reports Complete Cashup The Complete Cashup Report displays a summary of the daily till and shop cash-ups over the selected period, broken down to each till individually for each day. This report gives you all the relative total figures for each till shift on any particular day; figures from the amount of VAT captured on that till to the value of discounts and petty cash. Any information captured in the till cash-up process will be shown on this report. On this report, details will be shown from each posted and locked till shift during the reported date range. Take note of the headings along the top when looking through this report. Keep in mind these entries are very compact and brief, for more information you may run the Till Cashup Summary for any of the till shift numbers seen in the very left most column. The final page for this report displays a Banking Summary very much like the Shop Cashup Summary and Till Cashup Summary reports, but instead of each cashup individually, this page gives the totals for the selected report period.

28 Aura BackOffice Reports Control Sheet The Control Sheet report is a simple value-based stock purchase summary, showing the value of stock bought from each supplier grouped by the stock location. Both the food cost and non food cost sections of this report are followed by a section to display totals, with the grand totals at the end of the report.

29 Reports Driver Cashup Detail The Driver Cashup Detail report can be used to print out an overview of a driver's cashup for a specific day. The report will display each employee on their own page when printed, this is so that the driver can take a copy of his day's earnings without seeing other employee's wages. Date - Select the date that you wish to run the report for. Personal details have been obscured for privacy reasons

30 Aura BackOffice Reports Employee Cashup Summary The Employee Cashup Summary report provides a list of employees that have worked a shift during a specific range of till shifts. In most stores, it is common to have multiple shifts running for any given date, this report is useful in finding which employees were working on specific till shifts. Take note this report can be run either by shift or by date, please select the appropriate option from the reports menu. Suppress Detail - While selected, the report will show a shorter and more simplified report. This report is also available to run by shift number instead of date. For 24 hour stores or unusual operating hours, it is recommended to use the 'by shift' variation. Without 'Suppress Detail' Ticked Here is an example of the same report with the 'Suppress Detail' option ticked. If an employee has more than one shift in a day, selecting to suppress detail would show a summary of all figures for that employee in one line instead of multiple lines. With 'Suppress Detail' Ticked Subtotals are shown for each employee individually, for each employee category, and lastly a grand total for all employees posted during the reported period.

31 Reports Employee Cashup The Employee Cashup report displays a list of the trading information linked to each employee posted in the cashup for the selected date. This includes their wages, time worked, deliveries taken (for drivers), tables waited (for waiters), counter orders taken (for cashiers) and all staff meal discounts used. Keep in mind this report will show only one employee per page. Date - Select the date for the report here. Personal details have been obscured for privacy reasons This report provides information on each employee clocked in on the selected date; if an employee has clocked in but not out on that date, then the information for the employee in question will be incomplete. A shift summary is provided first, followed by any orders assigned to the employee where applicable (this only applies to Cashiers, Waiters and Drivers). Finally, for each employee a summary of the current staff meal discounts is provided at the bottom. The final page of this report displays a grand total for all employees listed on the report. This provides a useful comparison value for checking wages against other cashup reports. This page is not intended for distribution to employees, it is information intended for the manager or franchisee.

32 Aura BackOffice Reports Employee Wages The Employee Wages report displays the wages that were paid out for each trading day; This report can be run over a few days. Show Detail - Ticking this option will expand the information to cover employee-specific details. The option to 'Show Detail' expands on the daily figures from this report to cover the individual employee figures as well. Above is the standard report without extra details, and below is an example of the same report with the 'Show Detail' option ticked. Take note that running with 'Show Detail' will keep each reported date on it's own page in anticipation of having lots of data to display.

33 Reports Petty Cash The Petty Cash report gives a daily breakdown of all petty cash entries in the cashup. This report can be run day to day, by selecting the same date for the from and until fields, or over a period (as seen below). Each individual petty cash entry is shown along with the named description assigned to it, the till shift it was entered into, and the amount of the petty cash entry. As seen in the example report above, all petty cash entries for the reported period are listed in order of date and time. A total value of petty cash entries for the reported period is shown at the end of this list.

34 Aura BackOffice Reports Shop Cashup Detail The Shop Cashup Detail report gives a detailed list of all values that came into or out of each till shift. Each day's shop cashup is grouped together on this report to provide you with an easier to follow report structure. This report displays various areas of detail for each till shift, grouped by the linked shop cashup. In addition to the Cash on Hand, till shift details are also shown for Additional Banking, Credit Cards, Debtors, Petty Cash and Employee Wages; each shown only as figures need to be reported on. If no details were recorded for a specific category in the cashup, instead of showing an empty section, that section will simply be hidden from this report.

35 Reports Shop Cashup Summary The Shop Cashup Summary report displays an overall summary of the trading day's takings, along with extra information on a second page (described further below).

36 36 Aura BackOffice Reports After each shop cashup for the selected report period, all employees and tills shifts linked to the shop cashup are listed. Please note; if these lists are longer than the space at the bottom of the first page, the lists will start on a new page.

37 Reports Till Cashup Detail The Till Cashup Detail report allows you to print out a detailed till cashup report for a specific till shift on the selected date. This report shows more detail than the Till Cashup Summary report, but only allows for one date to be reported at a time. Date - Select the date for the report here. As with the Till Cashup Summary report, the top of this report will display not only the Till Shift number but the Till ID number linked to the shift in question as well. Below that you will see a detailed list of the denominations and the quantity that each contributed towards the Cash On Hand figure on the summary report. If there are multiple till shifts for the selected date, each will be shown on it's own page. Credit card transactions paid into this till shift are also shown at the end of the page. If details of the customer were entered during the credit card payment process, you will see the customer name here as well. Take note of the invoice number (Inv: <number>) if you need to find more information on any of these invoices.

38 38 Aura BackOffice Reports Till Cashup Summary The Till Cashup Summary report prints out the cashup summaries for each till shift on the selected date, each till summary will be on a separate page of this report. Starting from the top, you will see the Shift Number along with the Till ID Number associated with the displayed till shift. Down the left hand side of this report are all the fields where information is captured when performing the till cashup itself, with the Banking Summary for this till to the right. Any extra details linked to the till cashup (such as Credit Card payments, Debtors, Petty Cash entries, etc.) will be listed after the initial summary information.

39 Reports Slip Reports Although it is recommended to use a full sized A4 page printer for reports, certain reports can also be printed via the invoice slip printer. For the cashup reports, these reports can be found here: As seen from the example menu structure above, five reports can be printed in a narrower format for the slip printer, please see the full report page for a description on these reports: Shop Cashup Detail 34 Shop Cashup Summary Till Cashup Detail Till Cashup Summary 38 The Slip Reports As seen by this example report, each of the slip reports will show the same data as it's full-sized counterpart, but the slip reports are specially formatted to print on the narrow invoice slip printers.

40 Aura BackOffice Reports Employee The Employee reports menu contains reports used to track the sales and attendance linked to your store employees. These are structured in various ways to provide different ways to view the information required. For more information, see the relative section b elow: Cashier Sales Performance Commission by Menu Item Driver Delivery Driver Efficiency 47 Employee Invoice 48 Invoice Maker (Documentation for this report is not yet availab le) Product Sales by Cashier Sales Effectiveness Survey Ratings by Cashier (Documentation for this report is not yet availab le) Time and Attendance 51

41 Reports Cashier Sales Performance This group of reports provide performance data on the sales performed by all cashiers in your store. Three separate reports are available for this purpose, and although each of these three reports provide the same data, the information grouping will differ from one report to the next. For more information, see the relative section b elow: Sales Performance Analysis 42 Sales Performance by Cashier Sales Performance by Day 43 44

42 Aura BackOffice Reports Sales Performance Analysis This variation of the sales performance report groups the sales data by cashier, showing each employee's sales data as both a total and per menu category. Hide Detail - Selecting this option will show less detailed information about the order placed on the report.

43 Reports Sales Performance by Cashier This variation of the sales performance report groups the sales data by cashier, showing your employee's sales data for each day during the selected report period.

44 Aura BackOffice Reports Sales Performance by Day This variation of the sales performance report groups the sales data by day, showing each employee's total sales data for the day.

45 Reports Commission by Menu Item The Commission by Menu Item report displays a list of all menu items rung up by each employee, along with the commission percentage and ammount paid to the employee. Employee - If you would like to run this report for one employee specifically, as opposed to all employees, select the desired employee from the drop down list.

46 Aura BackOffice Reports Driver Delivery The Driver Delivery report displays a list of all drivers clocked in for the selected period, with a list of all the delivery orders taken by each driver. Take note this report can be run either by shift or by date, please select the appropriate option from the reports menu. This report is also available to run by shift number instead of date. For 24 hour stores or unusual operating hours, it is recommended to use the 'by shift' variation. Personal details have been obscured for privacy reasons As seen here, this report is a simple listing of all deliveries taken by drivers for the reported period; each driver's section will be start on it's own page, along with the total value of deliveries for each driver.

47 Reports Driver Efficiency The Delivery Efficiency report can be used to keep track of the times your drivers are taking on their deliveries. For this report to function correctly, the drivers need to ensure that they make full use of the features of Driver Station, especially specifying when they leave the store with a certain delivery. This report groups all the deliveries by the driver that delivered them, this is done to provide averages for each employee individually, giving managers an indication of which drivers are working steadily and which are not. Seen below is an example of the averages for one employee. If there are any figures that look unrealistic, be sure to check the times on all your computers and make sure that all the computers are on the same time and date. Aura includes a plugin for synchronising system times between all your computers, if you would like assistance with enabling this plugin, please contact the Aura Helpdesk.

48 Aura BackOffice Reports Employee Invoice The Employee Invoice Report shows a straight forward list of all invoices processed by employees in your store, regardless of their category setting. In a sit-down restaurant it is often setup in such a way that the waiters enter their table orders at a waiter station, and the cashiers will pick up the order when the bill is paid. As seen in the example below, all invoices processed during the reported period are grouped first by employee, and then by payment type. Subtotals and totals are provided for each employee included in this report. For each employee's list of invoices, they are first grouped by transaction type (counter / collect / delivery / table), and second by the payment type (credit card / cash). At the end of each payment type and transaction type, the subtotals are shown, followed by the employee's totals at the end of the list.

49 Reports Product Sales by Cashier The Product Sales by Cashier report shows a breakdown of menu item sales rung up by each cashier over the selected period. This report will show the item sales quantities as well as the value brought in to the store from those sales. The report groups each menu item under their categories, all included under the employee that was responsible for the order. After each employee's list of sales, a pie graph showing the distribution of the sales can be seen. A colour legend for the pie graph is also provided on the right.

50 Aura BackOffice Reports Sales Effectiveness The Sales Effectiveness report displays the menu item sales and their percentage to the total number of items sold during the selected period. This report is a good way to see which items are being sold the most, providing opportunities to create new combo meals incorporating the most popular items on your menu. The last page of this report will include a graph showing the sales of specific items by each employee. Along the bottom are the menu items sold, up the left hand side are the quantities of those items, and the coloured bars in the graph are the employees. A colour legend is provided on the right hand side in order to identify the employees.

51 Reports Time and Attendance The Time and Attendance report displays the hours during the selected period that any employees were active in the system. This report should be run to ensure that the employees are starting and ending their shifts at the correct time. Hide Detail - Selecting this option will show less detailed information about the order placed on the report. Employee - Select an individual employee to run the report for. Default option is 'All Employees'. Separate Weekend Hours -

52 52 Aura BackOffice Reports The below screenshot is an example of the report without the 'Hide Detail' option ticked. Notice how it displays each employee under their respective categories, along with their own working hours and the total man-hours for each day during the selected report period. While using the Separate Weekend Hours option, the totals for each employee will split the weekday and weekend hours as per your selection. Below is an example of this same employee's total hours with separating the weekend hours from weekday hours. If an employee clocks in but does not clock out, Aura cannot calculate their hours worked correctly. In these cases their hours worked and time wages will show a zero value instead. If your employees are paid based on hourly wage, ensure they know to clock in and clock out correctly, this can be done from any till in your store. The below example is a portion of the report with the 'Hide Detail' option ticked. In this case, only the totals values for each employee are displayed, the details for the individual days is not displayed here.

53 Reports Expenses The Expenses reports are designed to display and summarize the store expenses captured in the Operating Expenses section, found in 'Activities' > 'Capture Operating Expenses'. For more information, see the relative section b elow: Daily Expenses Breakdown Expenses by Supplier Expenses Report

54 Aura BackOffice Reports Daily Expenses Breakdown The Daily Expenses Breakdown report shows a simple table of expenses day by day. This report covers all expenses recorded in Aura, including stock purchases and operating expenses. The generated report shows a table with columns for each type of expense, with the daily cost for each of these expenses listed below that. The final column shows the total expenses for each day on the report, while the final row shows the totals for each area of operating expenses over the reported period.

55 Reports Expenses By Supplier The Expenses by Supplier report displays the list of expenses paid during the selected time period, grouped by the supplier. This helps to categorize the information for a clearer report of what services were purchased from each service supplier. Each supplier linked to an expense item payment will be shown on this report, along with each payment made to them during the selected report period.

56 Aura BackOffice Reports Expenses Report The Expenses Report report displays the list of expenses paid during the selected time period in date order. By this method, each expense item purchased can be seen in chronological order. This report will group all expense item payments by day, showing all information relating to the Captured Operating Expenses.

57 Reports Lists The Lists report menu will show general information about the store, focusing on Customers, the Menu, and the Suppliers that the store purchase items from. For more information, see the relative section b elow: Full Customer Listing 58 Menu Items with Recipes Menu Item Listing 60 Stock Item Listing 61 Supplier Listing 59 62

58 Aura BackOffice Reports Full Customer Listing The All Customers report lists all current customers in your database, along with a basic order history overview including amounts spent in store and total number of orders. Show Addresses - Select whether or not to run the report with customer's addresses as well. Personal details have been obscured for privacy reasons As seen in the above example, customer records in this report are grouped by their assigned area. Along with the customer name, certain details are also provided regarding their order history; you may notice certain customer records do not show any historical order details, if you seem to have too many seemingly inactive customers, you may find that there are multiple entries for one particular customer and only one record is actually being used. Below is an example of this same report with the "Show Addresses" option enabled. Personal details have been obscured for privacy reasons

59 Reports Menu Items with Recipes The Menu Items with Recipes report shows a complete list of all currently active menu items, along with the stock items that are used in their recipe. If you need to alter any recipes for the menu items, this can be done in the Menu Items section under the Lists Menu. This report does not have any parameters to set. Instead of showing a parameters window, the report will open after the password verification. The report itself will show the menu item's cost vs profit margin, along with the sales costing information for each item. Below that you will see the recipe for the specific menu item.

60 Aura BackOffice Reports Menu Item Listing The Menu Items report simply lists all currently active menu items. This report will show the category the item is found in, along with it's unit cost price, sales price including and excluding VAT and the margin percentage (cost vs profit). This report does not have any parameters to set. Instead of showing a parameters window, the report will open after the password verification. The Opt column shows whether or not the specific menu item is marked as 'Optional' or not, the Opt in Use column will have a star if that particular menu item is marked as 'Optional Item in Use'.

61 Reports Stock Item Listing The Stock Items list report lists all active and inactive stock items in your database. This report does not have any parameters to set. Instead of showing a parameters window, the report will open after the password verification. This report groups items first by active status and then by food-cost status; first all active stock items are listed, both food cost and non food cost, after that the inactive items are listed, also with food cost and non food cost items. Take note; non food cost items are considered items that the store purchases, but that doesn't bring any income into the store, these are therefore referred to as 'Consumables'. Keep in mind that the Cost After Wastage and Cost Before Wastage values will be the same if there is no wastage percentage set for an item.

62 Aura BackOffice Reports Supplier Listing The Supplier Listing report displays a list of all current stock suppliers, along with a contact name (if saved), contact number and the date the last purchase was put through from that particular supplier. This report does not have any parameters to set. Instead of showing a parameters window, the report will open after the password verification. This report provides a simple list of all supplier details found in the Aura system; take note that the Last Purchase Date column displays the date of the latest GRV processed for the supplier in question. If a new supplier record is added, but no purchases entered for them yet, this last field will be blank.

63 Reports Order Manager This report menu shows reports linked to an Aura add-in application called Order Manager. For more information on this application, please see the full BackOffice user manual. For more information, see the relative section b elow: Orders by Supplier 64

64 Aura BackOffice Reports Orders by Supplier The Orders by Supplier report shows purchase orders created through the Order Manager application. This application installs with the Aura POS suite by default, however usage of the application is optional. Please see the full BackOffice manual for more information on this add-in application. Purchase orders are grouped by the associated supplier on this report, with each stock item included on the purchase order. Keep in mind these orders are not GRVs, orders that show on this report have been created using Order Manager and sent to the relative suppliers, this means the stock items have not necessarily been added to your stock levels as yet.

65 Reports Marketing The Marketing reports menu is used to keep track of your best and worst customers. Structured in various ways to show only the best or the worst customers for certain periods of time, as well as comparing the two extremes on the same report. The marketing reports are mainly for statistical purposes, but these may also be used in preparation for sending out SMSes to the customers. Whether to welcome new customers, or to remind old ones of new specials. It is advisable to check these reports first, and ensure that all the customers matching the criteria have the necessary information to receive the message. In order to utilize these reports, the customer features will need to be enabled in your license file. If your store does not assign any customers to the orders, and only deals with counter and table orders, you will not need these reports. For more information, see the relative section b elow: Lapsed Customers New Customers New vs Old Customers Orders by Area Top Customers Worst Customers 72

66 Aura BackOffice Reports Lapsed Customers The Lapsed Customers report can be used to see which customers' have not ordered for a while. By specifying the date range that they last placed an order in, you can then see which customers they were, and the number of orders they had placed in total. This may possibly be due to unsatisfactory service or a meal, and as a result they are not ordering anything else; to check this, run the Customer Complaints Report 79. Personal details have been obscured for privacy reasons

67 Reports New Customers The New Customers report displays only new customers during the selected date range; a new customer is defined by the date of their first order from your store. Hide Details - Selecting this option will show less detailed information about the order placed on the report.

68 68 Aura BackOffice Reports Personal details have been obscured for privacy reasons The final page of this report shows a summary of detail from all new customers for the reported period, specifically the number of customers, the sum of all discounts and the total amounts for the orders these new customers placed. As seen in the example above, only new customers for the reported period will be shown on this report, along with the details of their first order. If you do not wish to see all the details of their first order, selecting the 'Hide Detail' option when running the report will only show a summary of the order with the value totals, as seen below: Personal details have been obscured for privacy reasons

69 Reports New vs Old Customers The New vs Old Customers report compares the sales distribution between existing customers and new customers to your store. The values for already existing customers would have their first order date before the reported period, while a new customer would have their first order date during the reported period. Firstly, this report will show a summary of existing customer orders for the reported period; all customer orders are grouped by their relevant suburbs. After the existing customers, a list of new customers can also be seen grouped by suburb. If these lists are too long to show both on one page, the 'New Customers' list will start on a new page. At the end of the report is a pie chart showing the distribution of sales between the new and old customers, as seen in the example below.

70 Aura BackOffice Reports Orders by Area The Orders By Area reports will display a breakdown of all orders placed during the selected date range, grouped together by the delivery areas. Thus showing which areas place the most and the least orders. This report only shows delivery orders, regardless of whether they were overrung or not; the purpose of this report is to see the number of orders from each delivery area and their values. Orders placed during the selected report period for each area in your customer list are shown on this report, along with any orders placed in an area that were then over-rung (see example image below). A grand total row for all orders during the selected report period is shown at the end of the report.

71 Reports Top Customers The Top Customers report will display your desired number of 'biggest spenders' in your store over a number of day's history. Top Number - Enter the number of customers to display on this report. Personal details have been obscured for privacy reasons Each customer record on this report provides a summary of the number of orders placed, along with the customer's contact details. The end of this report will also show a total number of orders for the reported customers.

72 Aura BackOffice Reports Worst Customers The Worst Customers report will display your desired number of 'lowest spenders' in your store over a certain number of day's history. View the worst X Customers - Enter the number of customers to display on this report. Personal details have been obscured for privacy reasons As seen in the example, each customer that meets the requirements for this report are listed with their individual details, average transaction value, number of orders during the reported period and their last order date.

73 Reports Sales The Sales report menu contains detailed reports to keep track of day to day sales, over-rung orders, and discounts can all be found here. For more information, see the relative section b elow: Average Sales per Head 74 Average Sittings by Table 75 Average Turnover by Table Category Sales Complaints Detailed Turnover by Day Discounts Detailed 82 Discounts Summary Invoice Efficiency 84 Invoice Summary Invoices by Menu Item Item Sales Reports Late Delivery Summary NOMAD Transactions Online Orders by Transaction Type 101 Overring Summary 103 Prep - Average Hourly Sales 104 Sales by Cashier 105 Sales by Hour Reports 106 Sales by Menu Category Size 114 Sales Month on Month 116 Sittings by Table 117 Theoretical Stock Sales 118 Turnover by Table 119 Turnover by Till 120 Voided Items 121

74 Aura BackOffice Reports Average Sales per Head This report shows a very simple list of the total head counts saved with table orders on each day, from these values the average value spent per person is displayed in both VAT inclusive and exclusive amounts. As seen below, each day during the selected report period shows the stored head count, average sales per person including VAT, and excluding VAT. At the end of the table, the monthly averages and grand totals for the selected report period are also provided. Capturing a head count on table orders is an additional step in Invoicing. As a result of this, at times table orders may be saved without any head count. When calculating this report, if a table order has no head count stored, the table is assumed to be at full capacity. If there is no capacity set for the table, then a head count of 1 will be assumed instead. To summarise, this report will use the following method if no head count is captured: If no head count specified - assume table at full capacity If no table capacity specified - assume a single person

75 Reports Average Sittings by Table The Average Sittings by Table report displays the average number of seated customers at each table during the selected reported period. This report will only take days into account where the table was used. One use for this report is to see which table numbers are favoured more by customers; perhaps due to the location in the store, or ease of access. This report displays the most popular tables first, showing those with the highest overall sittings during the selected report period. The Average Sittings Per Table total is calculated by taking the total number of seats occupied for each table, and dividing this by the number of orders placed on that table.

76 Aura BackOffice Reports Average Turnover by Table The Average Turnover by Table report displays information regarding the average turnover generated from each table during the selected report period. The Average Turnover by Table total is calculated by taking the total sales value for each table, divided by the number of orders placed on that table.

77 Reports Category Sales The Category Sales report displays a summary of sales over a selected time period, grouped by menu item category. Take note this report can be run either by shift or by date, please select the appropriate option from the reports menu. This report is also available to run by shift number instead of date. For 24 hour stores or unusual operating hours, it is recommended to use the 'by shift' variation. As seen here; the main area of this report displays a list of all menu item categories, along with specific hourly sales information for the reported period. Discount Percentage Column: This is the discount value as a percentage of the total value calculated per line item. Due to rounding most of the time this value will be shown as zero. For example: 0.004% rounded to two digits will show as 0.00%

78 78 Aura BackOffice Reports The final page of this report displays the grand totals for the sales, along with a graph-based summary of sales distribution. Take note of the colour legend on the right of the graph.

79 Reports Complaints Inside Invoicing, when a customer complains about a meal, the complaint should be saved along with the customer record. The Complaints report will show all saved customer complaints. Customer - To view all complaints for a specific customer as opposed to all customers, select the customer name from the drop down list. Depending on how many customers you have registered with your store, the above parameters window may take a while to load. Because this parameter window allows you to run the report for a specific customer, the customer list must be retrieved first. Personal details have been obscured for privacy reasons

80 Aura BackOffice Reports Detailed Turnover by Day This report covers the more important turnover details for each day in the selected report period, displaying them simply grouped by date. Due to the layout of the report, it is easy to see a whole month's data on a single page, making daily turnover comparisons easy.

81 Reports 81 In order to fit the tables on a page, this report prints in landscape view. For reference, below is an example of the layout of the tables with each section heading: Starting from the left, you'll notice each row in the table reflects data for a specific day. Specific details for these days regarding the Gross Sales, Discounts and Banking details are then listed in columns to the right. At the bottom of the table, you'll see a field reflecting the total value for each column. Keep in mind that these totals do not group any data by day, week or month; whether the report is run for one week or for two months, these totals will be the total for the specific column heading across all selected dates.

82 Aura BackOffice Reports Discounts Detailed The Discount Summary Report simply lists all line item and invoice discounts applied to any orders during the selected time period. This report will show the number of times the discount was used and the total amount that was discounted for each discount applied. The first area of this report displays Invoice Discounts used; these are applied to the total amount on the invoice regardless of the items it contains. The second area of this report displays Item Discounts that were applied; these are discounted per line item individually and are included in the calculations for the total amount. Each item discount applied is simply shown as the invoice number that contained the discounted item.

83 Reports Discounts Summary The Discount Summary Report simply lists all line item and invoice discounts applied to any orders during the selected time period. This report will show the number of times the discount was used and the total amount that was discounted for each discount applied. As seen here, this report is very simple and straight-forward; giving a basic break down of all discounts that have been used during the selected period, along with the number of times used and the value discounted with it. Take special note of the two sections; Invoice Discounts and Line Discounts.

84 Aura BackOffice Reports Invoice Efficiency The Invoice Efficiency report displays a summary of all invoices during the selected period, along with the oven cook time, driver time (for deliveries only) and then the total time (if there are multiple time columns). The oven cook time is calculated from the time an order is processed, until it is marked as 'done' inside Aura Order Preparation. The driver lag time is calculated from the time an order is completed, until the driver assigns it to himself in Aura Driver Station. For this report to reflect the correct figures, certain extra Aura software is required. These programs, Driver Station and Items Cooked are not included in a standard installation of Aura for all franchises, please contact the Aura Help Desk for more information on this. For this report to reflect accurately, certain important steps must be followed by all relevant employees in your store: Kitchen staff must mark the order as done in Order Preparation when it completed, for any order; counter, delivery, collect or table. For deliveries: Drivers must assign it to themselves and specify that they are leaving in Driver Station before they leave the store. If these figures are filled in and orders are marked as 'done' regardless of when the order was actually processed, or if the drivers do not mark the time when they leave: this report will not have accurate figures. Suppress Details - Selecting this option will show a shorter and more summarized version of the report.

85 Reports 85 When viewing this report, keep in mind that the 'Cook Time', 'Driver Lag' and 'Total Time' columns re displayed in minutes. Running the same report with 'Suppress Details' ticked will show similar to the example below:

86 86 Aura BackOffice Reports Invoice Summary The Invoice Summary report displays a list of all invoices rung up for the date period selected, including the invoice and order numbers, as well as the amount for that invoice. For more specific information about any particular invoice, confirm the Date and the Invoice # of the order in question, and check the Lists > Invoices > Find Invoice window. Take note this report can be run either by shift or by date, please select the appropriate option from the reports menu. This report is also available to run by shift number instead of date. For 24 hour stores or unusual operating hours, it is recommended to use the 'by shift' variation.

87 Reports 87 The main functionality of this report is to give a brief summary of each order processed by employees in your store. Grouping each order by the employee, the report will show all till IDs used in date order for the selected period. Take note of the Till Shift number and Date in the sub-heading for each day. Keep in mind that the person responsible for the order will be shown here, in the case of table orders (as seen below), the waiter responsible for the order is shown. The same concept applies for delivery orders. After all Normal Orders have been summarized, a list of Over-rung Orders will be shown; along with the sale level of detail. Each till shift and employee grouping on the report has sub-totals listed, along with grand totals for normal and over-rung orders.

88 88 Aura BackOffice Reports Invoices by Menu Item The Invoices by Menu Item report displays details for all invoices during the selected report period that contain the chosen menu item. Category and Menu Item - Select the desired category and menu item to run this report for. Extra Report Options First, select the category containing the item you want to report on. Then select the menu item. Each invoice displayed by this report may contain any number of other items, regardless of the selection above. The only common trait between each invoice displayed is that they include the selected item.

89 Reports Item Sales Reports The Item Sales reports have all been grouped together for easier access. If you are looking for the Item Sales by Hour report, this can be found in the Sales by Hour Reports 106 section. For more information, see the relative section b elow: Item Sales by Category 90 Item Sales by Category by Till ID Item Sales by Day of the Week Item Sales by Report Group Item Sales by Till ID

90 90 Aura BackOffice Reports Item Sales by Category This Item Sales report groups all menu item sales by Category for the selected report period. This is useful for quickly checking all sales related information for a specific category. Show Detail - Selecting this option will show more detailed information about the order placed on the report. Show Price Changes - Enable this option to see item sales details for each menu item's known price. This report is also available to run by shift number instead of date. For 24 hour stores or unusual operating hours, it is recommended to use the 'by shift' variation. The main area of this report displays a summary of the sales related information for each menu item individually; below you will see how each column displays the relative information: At the end of each category section, a sub-total is provided before item sales from the next category are displayed. Take note of the column headers; these are displayed at the start of each category grouping for your convenience. The first price field after each item is the menu item sales price, while all columns following that are relative to the actual sales processed.

91 Reports 91 Running the same report without the 'Show Detail' option ticked provides a much shorter and more summarized report; in this case, the total values for each category and the graph will generally fit on one page, as seen below: The final page of this report displays the grand totals for the sales, along with a graph-based summary of sales distribution. Take note of the colour legend on the right of the graph.

92 92 Aura BackOffice Reports Item Sales by Category by Till ID This Item Sales report groups all menu item sales by the Till ID the order was processed on for the selected report period. If your restaurant has more than one area with tills (for example, a restaurant and a bar), this report will be useful for comparing sales values between the zones. Suppress Detail - Selecting this option will show less detailed information on the report. Category Code - Select a single menu item category you wish to run the report for. Default option is "All". If you use the Suppress Detail option, it's recommended to leave the Category Code selection on "all". A combination of these options will result in only the totals for one category being displayed on the report. The main area of this report displays a summary of the sales related information for each menu item individually; below you will see how each column displays the relative information: After the individual items are listed, each category section displays the total figures before the next category starts, as seen below:

93 Reports 93 The final page of this report displays the grand totals for the sales, along with a graph-based summary of sales distribution. Take note of the colour legend on the right of the graph. Running the same report with the Suppress Detail option ticked provides a much shorter and more summarized report. In this case, only the total values for each category and the final page graph will be generated.

94 94 Aura BackOffice Reports Item Sales by Day of the Week Displayed on this report you will find basic details covering the sales figures of specific menu item categories for each date during the reported period. This report is also available to run by shift number instead of date. For 24 hour stores or unusual operating hours, it is recommended to use the 'by shift' variation. Just for clarification, the Discount Percentage column displays the discount value as a percentage of the total value calculated per line item. As seen above, each date's sales figures are displayed according to menu item categories. Sub-totals are shown for for each day, followed by a grand total at the end of the report.

95 Reports Item Sales by Report Group In a restaurant where tills from more than one franchise are managed by a single server, report groups are used to separate the sales data from each brand. Without any specific report groups configured, the location will simply show up as 'Default'. Show Price Changes - Enable this option to see item sales details for each menu item's known price. This report is also available to run by shift number instead of date. For 24 hour stores or unusual operating hours, it is recommended to use the 'by shift' variation.

96 96 Aura BackOffice Reports Each menu item's sales for the selected report period is shown here grouped first by the report group, then by the menu category. Each grouping then shows sub-totals for that grouping before moving on to the next section (see the next example). A bar graph is provided at the end of the report for each report group for a visual representation of the sales data. Keep in mind the upper and lower values of the vertical axis are set based the highest and lowest sales values in the selected report group.

97 Reports Item Sales by Till ID This Item Sales report groups all menu item sales by the Till ID the order was processed on for the selected report period. If your restaurant has more than one area with tills (for example, a restaurant and a bar), this report will be useful for comparing sales values between the zones. Hide Detail - Selecting this option will show less detailed information on the report. This report is also available to run by shift number instead of date. For 24 hour stores or unusual operating hours, it is recommended to use the 'by shift' variation.

98 98 Aura BackOffice Reports Within the grouping of sales by Till ID, these sales are also grouped by each category. Take note of the sub-heading (seen here as Sales for Till ID 1) as this will show which till ID number the following sales are assigned to. On the final page, the totals for all sales, along with a bar graph showing the sales distribution between all till IDs can be seen. When running this report with the Hide Detail option enabled, only the totals for each menu item category will be shown, individual item sales information will not be shown.

99 Reports Late Delivery Summary The Late Deliveries report is used to view an overview of all deliveries that have been marked as a 'late delivery'. Late delivery reasons are set up in the Discount Codes section of BackOffice. For more information, see the section on Late Delivery Discounts. This report is also available to run by shift number instead of date. For 24 hour stores or unusual operating hours, it is recommended to use the 'by shift' variation. Personal details have been obscured for privacy reasons

100 100 Aura BackOffice Reports NOMAD Transactions The NOMAD Transactions displays a summary of all credit card sales processed through your NOMAD credit card system (if installed), but will not display any of the invoices paid with alternative methods. This is due to the fact that information is stored differently with the 3 payment options. Personal details have been obscured for privacy reasons

101 Reports Online Orders by Transaction Type The Online Orders by Transaction Type report shows details of all orders placed through an online ordering interface linked to your store. If you do not have the required software installed on your server this report will not show any invoices. The online ordering functionality requires a specialised software setup for both your store and for your franchise's website. If you would like to know if your franchise supports or allows for online orders, please contain your head office branch for more information.

102 102 Aura BackOffice Reports This example report shows a number of orders placed online, grouped into two separate payment methods. Offline payments are processed through Invoicing itself, such as a driver receiving the money on delivery before returning to the store, while online payments are processed through the online ordering interface. A sub-total is provided for each payment method, along with a grand total at the end of the report.

103 Reports Overring Summary The Overring Summary report displays a breakdown of all orders that have over-rung during the selected report period. This report will display the date and time the order was over-rung, along with any comments attached to it, as well as the invoice number. For more information on this order, you may check the Activity Log Report to see who over-rung the order, as well as checking the Find Invoice function to see what was on the order. As seen in these examples, orders are grouped into two overrung states; No Wastage and Wastage. When an order is overrung, the manager is prompted to select whether or not the food was made and then wasted. As with all sales reports, subtotals are provided at the end of each section and grand totals at the end of the report. No Wastage - in these orders, the stock items required were never used. Wastage - in these however, the stock was made and cannot be reclaimed. This is counted as a loss to the business.

104 104 Aura BackOffice Reports Prep - Average Hourly Sales The Prep - Average Hourly Sales report allows you to retrieve very specific sales information regarding an area of your menu, with the results grouped by category and broken down into hourly segments. One use for this report would be to see which items in a 'Pizza' category are more popular at what time of day, or to see if more 2l bottles were sold than 500ml bottles of any drink. Week Day - Select the specific weekday you wish to run the report for, selecting 'Sunday' will run the report for each Sunday in the selected report period. Menu Category and Size - To filter the report to a specific menu category or menu item size, select the appropriate options here. When the report loads, you will see each menu item category grouped into a table with sales information for each hour during which it was sold. If items in a category have different sizes available (such as '330ml', '500ml', '1l' or '2l' in the category 'Drinks') then these will be split into different groups as well. There is no grand total at the end of the report; this report is designed to show only the hourly break-down of item sales on a specific day.

105 Reports Sales by Cashier This report displays the total number of sales processed for items in each menu category; this does not display individual menu items, but simply a total number of items sold from each category. These sales details are then grouped by the cashier that processed the sale during the selected report period. As seen above, the totals for each cashier are shown first, followed by a break-down of each menu item category's sales (see example above). The final page of this report displays a pie graph for a comparison of sales values for each cashier included in the report (see example below).

106 106 Aura BackOffice Reports Sales by Hour Reports The Sales by Hour reports have all been grouped together for easier access. For more information, see the relative section b elow: Item Sales by Hour 107 Sales by Hour 108 Sales by Hour per Report Group 110 Sales by Hour by Till ID 111 Sales by Hour by Type 112

107 Reports Item Sales by Hour On this report you will find the store's hourly sales grouped by their respective category. Interval (Minutes) - Set a custom interval length for the report here. Default option is 60 Minutes (1 hour). This report is also available to run by shift number instead of date. For 24 hour stores or unusual operating hours, it is recommended to use the 'by shift' variation. As seen in this example, each menu item's hourly sales details are grouped by their menu category, take note of the totals provided for each menu category.

108 108 Aura BackOffice Reports Sales by Hour This report displays an hourly breakdown of all orders processed during the selected report period. A custom interval can be set if you would prefer to see the sales for periods shorter than one hour. Interval (Minutes) - Set a custom interval length for the report here. Default option is 60 Minutes (1 hour). This report is also available to run by shift number instead of date. For 24 hour stores or unusual operating hours, it is recommended to use the 'by shift' variation.

109 Reports 109 This report starts off by listing the number of sales per hour The sales values of each transaction type (Counter, Collect, Delivery and Table) are shown separately for easy comparisons (see example above). The final page of this report displays a bar graph for a comparison of sales values for each hour of the day (see example below). As this report groups the times by the selected Interval, choosing an interval of 30 minutes instead of the default 60, will show the report similar to the following:

110 110 Aura BackOffice Reports Sales by Hour per Report Group This report displays an hourly breakdown of all orders processed during the selected report period, grouped by all report groups set up in your system. A custom interval can be set if you would prefer to see the sales for periods shorter than one hour. Interval (Minutes) - Set a custom interval length for the report here. Default option is 60 Minutes (1 hour). The sales values of each transaction type (Counter, Collect, Delivery and Table) are shown separately for easy comparisons. The final page of this report displays a bar graph for a comparison of sales values for each hour of the day.

111 Reports Sales by Hour by Till ID This report displays an hourly breakdown of all orders processed during the selected report period. No details regarding individual orders are shown here. This report is also available to run by shift number instead of date. For 24 hour stores or unusual operating hours, it is recommended to use the 'by shift' variation. The sales values of each transaction type (Counter, Collect, Delivery and Table) are shown separately for easy comparisons (see example above). The final page of this report displays a bar graph for a comparison of sales values for each hour of the day (see example below).

112 112 Aura BackOffice Reports Sales by Hour by Type This report displays an hourly breakdown of all orders processed during the selected report period, grouped by the order type. A custom interval can be set if you would prefer to see the sales for periods shorter than one hour. This report does not use the standard transaction type for it's grouping. Instead, this report is grouped by a "Eat In" or "Take Away" type set when the order is processed. This setting is disabled by default, for more information see the option Prompt for Eat-in/Take-Away as described in Preferences > System Settings > Specific Computer > Invoice Settings in the full Aura BackOffice manual. Starting Date and Ending Date - Select the start and end dates that you wish to run the report for.

113 Reports 113 The sales values of each order type (Sit Down, Take Away) are shown separately along with totals at the end of the table for easy comparison. After this table, a graph is shown to represent the same information.

114 114 Aura BackOffice Reports Sales by Menu Category Size This report shows the quantities sold in each size group for your menu items; certain menu items would have different sizes for the same item, while some sizes set in your menu structure would only apply to certain items in the category. Keep this in mind while viewing the details on this report. This report is also available to run by shift number instead of date. For 24 hour stores or unusual operating hours, it is recommended to use the 'by shift' variation. As seen in the example above, the report starts off with the menu item category name, followed by the individual menu items in the first column. Each column to the right of this displays the quantity sold for the relative size. Certain menu items would have different sizes for the same item, while some sizes set in your menu structure would only apply to certain items in the category. Keep this in mind while viewing the details on this report. In the example above, the 'DBL Thick' size would apply the the milkshakes, while the 'Cocktails' and 'Juice' would only apply to other items further down the list.

115 Reports 115 After the initial list of items, each category outlined in this report is followed by the totals for the individual sizes in the category. Looking at the example below, you can see that each category has it's own range of 'sizes' set in your menu structure. At the very end of the report, a bar graph is shown to illustrate the total sales of each menu category for the reported period. If a category includes more than 4 sizes, any pages showing the quantity sold will appear to be double the width in the report viewer, as seen in the example below: When this report is printed, the left side of this page will be printed first, following immediately by the right hand side, after which the second page of the report will be printed. Due to certain unfortunate limitations in the reporting engine used, this cannot be avoided.

116 116 Aura BackOffice Reports Sales Month on Month Sales information covered by this report are very simple, showing nothing more than the total sales value for each month in the selected report period, laid out to easily compare sales amounts from one month to the next. This report simply displays the total sales value including VAT and discounts for each month in the selected report period.

117 Reports Sittings by Table This report simply displays the number of customers seated at each table in your store for each day of the reported period. Tables shown on this report are ordered by the most popular first (see above example), by this you can easily see which tables are more favourable to your customers and plan the location of any advertising accordingly. Subtotals for each day are shown at the end of the day's tables. At the end of the report, a grand total is shown for the reported period; this total covers all seated customers at all tables for the selected report period.

118 118 Aura BackOffice Reports Theoretical Stock Sales While checking the menu item sales processed through your store is essential, having an incorrect recipe assigned to a menu item would not necessarily show up clearly on a menu item sales report. In this case, a list of stock items that were taken off the stock on hand for all sales processed is provided. This report works only from calculated information. For example, if your recipes indicate that toasted sandwiches use two slices of bread each, and 10 sandwiches were sold, it stands to reason that 20 slices should have been used in the process. As seen be the example above, all stock items used in the sale of menu items for the reported period are listed according to their stock category. The quantity (Stock Used), unit of measure, individual item cost (Unit Cost) and total stock cost (Stock Value) are listed for each stock item.

119 Reports Turnover by Table This report provides basic information covering the turnover generated by table orders, and which table numbers they were assigned to. Tables shown on this report are ordered by the highest turnover first (see above example), by this you can easily see which tables are more favourable to your customers and plan the location of any advertising accordingly. A total value for the orders on all tables for each day is shown after each day, along with a grand total of all tables across the selected report period at the end..

120 120 Aura BackOffice Reports Turnover by Till This report displays information related to each individual till's turnover and sales for each day during the selected report period. This is essentially a sales summary covering specific details from each till ID. From and Until - Select the start and end dates that you wish to run the report for. The sales information covered in this report are grouped by date and listed by till, displaying the monetary value of turnover, head count (for customer orders), average transaction size and the percentage contributed towards the day's total sales for each till individually. At the end of the report, a pie chart is shown to illustrate the distribution of sales across each till included in the report. The colour legend to the right of the pie graph displays the total turnover for each till for the selected report period, as well as the percentage each till contributed towards the total turnover for the report period.

121 Reports Voided Items When processing orders, the customer sometimes changes their mind about certain items on their order. In this case there are two methods for removing the item, voiding the item and removing the item. As completely removing the item is generally reserved for managers, cashiers are generally allowed to void an item on the order. This report lists all the items that cashiers have voided during the selected report period. For each day in the selected report period, the invoice number and item line number on the order is listed, along with specific details regarding the employee that marked the item as voided and the item itself.

122 Aura BackOffice Reports Stock The Stock reports are used to keep track of your stock items' movement throughout the food preparation and sales process. For more information, see the relative section b elow: GRV 123 Purchases by Supplier per Category 125 Purchases by Supplier per Stock Location 126 Stock Issues per Location 127 Stock Location Exceptions 128 Stock Manufacture Exceptions 129 Stock Movement 130 Stock on Hand 134 Stock Price Fluctuations 135 Stock Profile 136 Stock Purchases Exceptions 137 Stock Purchases by Type 138 Stock Purchases Stock Recipes Stock Return Detail 141 Stock Take 142 Stock Transfers 147 Stock Variance 148 Stock Wastage 151 Theoretical Stock Usage Month on Month 156

123 Reports GRV The GRV Vouchers report will show more detailed information about the GRVs entered for a selected date period. The report will also print out the supplier's details and reference number for each purchase order, making it easier to contact the supplier if necessary.

124 124 Aura BackOffice Reports As seen above, details are shown for each purchase placed for the selected report period, along with the till shift number (if paid from till) and supplier details. If the option to 'Show Deposits' was selected, any deposits attached to the GRV will be listed before the GRV total. If this option is enabled and no deposits are linked, the following will be shown instead: After the listing for all purchases from a particular supplier, a supplier summary is displayed with the total purchase value details for that supplier during the reported period. At the very end of the GRV report you will see a section labeled Grand Totals. In this section you will see the total VAT, as well as the total purchase costs both including and excluding VAT.

125 Reports Purchases by Supplier by Category The Purchases by Supplier by Category report shows a summary of all purchases put through for the selected time period, grouped by the stock category. This GRV list also includes the GRV number, date and cost price of each GRV with a total amount for each supplier. This report covers stock returns in addition to the stock purchases, with the type of goods voucher indicated by the Purchased / Returned column. The return stock feature uses the same interface in reverse to deduct from your stock levels instead of adding to it. As seen below, the final page of this report provides a grand total to show the total value of all stock purchased and returned.

126 126 Aura BackOffice Reports Purchases by Supplier by Stock Location The Purchases by Supplier by Stock Location report shows a summary of all purchases put through for the selected time period, grouped by the supplier name. This GRV list also includes the GRV number, date and cost price of each GRV with a total amount for each supplier. Supplier - Select a supplier name from the drop down list to filter the report information and only see details of a specific supplier. This report covers all stock purchases and returns linked to each of your stock locations, showing the GRV number, date, and values of each purchase and return voucher. Each section on this report is sub-totaled for your convenience, ending with a break down of food cost and non food cost values and a grand total at the end of the report.

127 Reports Stock Issues by Location The Stock Issues report calculations depend on various other settings in BackOffice to function correctly. The report is designed to show what level of stock needs to be transferred to a specific stock location to match the Desired Level of each stock item. Calculate missing stock levels - If there was no entry for an item in the latest stock take, Aura will go back to the last known stock take level for that item, and calculate according to the theoretical sales for that stock item to reach an estimated figure of what stock level you should currently have. Keep in mind this is an estimation and is not as accurate as using a full stock take. Stock Location - Click on the down arrow and select the desired location from the drop down list. Include All Stock Items - De-selecting this option will restrict the report content to controllable stock items only. As seen in the above example, a basic overview of the levels of stock each stock location started with (calculated from the stored Stock Takes), along with stock movement, usage and closing stock levels are shown. Thereafter the model stock (taken from the Minimum Desired Stock Level) is shown, along with the amount of stock that needs to be transferred into that location to match the desired stock level. If manual adjustments are to be made to these values, there is space available for each stock item for a hand-written note.

128 128 Aura BackOffice Reports Stock Location Exceptions When selling a menu item from any location other than 'Default', all stock item's in the recipe must also be included in the same stock location. The Stock Location Exceptions report is used simply to see which (if any) items are not currently included in all required a stock locations. If all stock items are set up correctly, this report should be blank. This report does not have any parameters to set. Instead of showing a parameters window, the report will open after the password verification. In this example, there is at least one menu item being sold from 'Location 1', while the stock items in any of these menu items' recipes are currently not included in the same location. When BackOffice launches, one of the startup checks performed includes stock item locations. If you still have items showing on this report after restarting Aura BackOffice, it is possible that you have a menu problem on your system. In this case, please contact the Aura Helpdesk for assistance.

129 Reports Stock Manufacture Exceptions The Stock Manufacture Exceptions report is used to track the price fluctuations of all manufactured items over a selected period. The report also has a feature to restrict the figures shown to items with a variance percentage higher than the selected percentage (Price Variance (%) field). This report also displays the date manufactured, along with the unit price (price for a single recipe), and the yield of the selected recipe. Price Variance (%) - To restrict the report to only show manufactured items with a price fluctuation percentage higher than a certain percentage, enter that here. As seen in the example, the report displays each manufactured stock item grouped by the location it was manufactured into, along with the price fluctuations of all manufactured batches during the selected report period.

130 130 Aura BackOffice Reports Stock Movement The Stock Movement reports have been grouped here to make them easier to find. For more information, see the relative section b elow: Net Stock Movement Detailed 131 Stock Movement by Location 132 Stock Movement Vouchers 133

131 Reports Net Stock Movement Detailed The Net Stock Movement Detailed report has been designed to work side by side with the Stock Variance report, providing a report with which you can see your stock movement the same way the Stock Variance sees it. Stock Location - Select the desired location from the drop down list. As seen in this example, each stock movement entry is grouped first by the originating stock location, then by category, and lastly by individual item. As noted on the footer of each page: When stock is wasted, the value of it is not accounted for in the net stock movement column in your GP report. Doing so would account for it twice. In this situation your closing stock will be lower and therefore the value of wasted stock will be reflected as a loss in your GP or as a higher food cost. To see the value of wasted stock, please use the Stock Wastage by Stock Item report.

132 132 Aura BackOffice Reports Stock Movement by Location The Stock Movement by Location report is used to track stock movement to and from the different locations set up in your Aura system, similar to the Stock Movement Vouchers report. Although, the Stock Movement by Location report allows you to narrow the report down to only show movement in and out of a single location at a time, making it easier to track changes in each location individually. Calculate missing stock levels - If you do not have the stock levels for certain items, you may select this item to calculate the theoretical stock levels for the missing figure. Stock Location - Click on the down arrow and select the desired location from the drop down list. Show All Stock Items - De-selecting this option will restrict the report content to controllable stock items only. Running this report will display all stock items assigned to the selected location, regardless of whether or not a stock item has been transferred into or out of the location. Take special note of the column headings, the first 5 columns will show details of stock quantities while the last 5 columns are the monetary values associated with the stock.

133 Reports Stock Movement Vouchers The Stock Movement Vouchers report displays a summary of all stock that is transferred from one location to another for the selected period of time, including the date and value of transferred stock. Keep in mind that this report will show all stock movement for the selected period, regardless of the location transferred to and from. As mentioned in the Stock Wastage report, 'wastage' is treated as a hidden location in the Aura system. This means that this stock location will also show up on the Stock Movement Vouchers report, as seen in the example further below. If you wish to see the stock movement out of or into one location specifically, please run the Stock Movement by Location report instead. For more information, see the section on the Stock Movement by Location Report 132. As seen from the example report above, all records of stock transferred in and out of each location are grouped by the date. Due to the way the stock wastage system works, any stock that is wasted is 'transferred' to a system location labeled wastage, and therefore will be displayed on this report.

134 134 Aura BackOffice Reports Stock on Hand The Stock on Hand report displays the calculated stock levels available on the selected report date. These values are calculated on all data that can affect your stock levels (such as sales, purchases, discarded stock, wasted stock, stock movement, etc) as calculated from the last available stock take. The more often stock takes are posted the more accurate this report will be. This report displays the stock on hand at the selected date by calculating forward from the previous stock take. As a result, depending on how busy your store is and how long it's been since the last stock take, this report may take a few minutes to execute it's pre-run functions. Stock Location - if you have more than one stock location, you may select the desired location for the report here. As seen by these two example pages, stock items are separated into food cost items and non-food cost items, with subgroups for each category within the stock types. The 'Value on Hand' is calculated directly on the listed purchase value, as taken from the last known purchase date for the item in question.

135 Reports Stock Price Fluctuations The Stock Price Fluctuations report will display all stock items that were purchased during the selected report period, along with the quantity and difference from the average price for that item. Each stock item listed on this report will have multiple entries; as the purchase price for a stock item changes with purchases, the item will be listed again with the date of the change. A comparison to the previous stock purchase price is then shown for each line, with the average price fluctuation over the selected report period.

136 136 Aura BackOffice Reports Stock Profile The Stock Profile report displays all active stock items, with their preset wastage percentage, as well as their cost before and after wastage. This report does not have any parameters to set. Instead of showing a parameters window, the report will open after the password verification. You may notice this report is very similar to the Stock Items List report; and although they do contain the same details for your stock items, there are certain differences to keep in mind. The Stock Profile report will only display active stock items grouped by 'food cost' (see above) and 'non-food cost' (see below).

137 Reports Stock Purchases Exceptions Use the Stock Purchases Exceptions report to track the price fluctuations of purchased items over the selected date range. Below each section (separated for each purchased item) you will be presented with a lowest and highest unit cost price, as well as a discrepancy percentage. Price Variance (%) - If you would like to limit the report to only show items with a certain variation percentage or higher, enter that percentage here. This report focuses on the stock purchase price fluctuations as calculated from your GRVs, starting with the highest variation items first, and showing all purchases recorded during the selected report period. Starting from the left, each stock purchase is shown with the date purchased, the linked GRV number, and the supplier name. More importantly, the details of each purchase is also listed: the unit of measure ('Units'), the individual item cost ('Unit Price'), the quantity of items purchased in the order ('Bulk Qty'), the total order cost ('Purchase Price') and the location purchased into ('Stock Location'). In the summary for each stock item purchased, a comparison between the lowest and highest purchase price is made for each location purchased into, as well as a total variation across all stock locations.

138 138 Aura BackOffice Reports Stock Purchases by Type The Stock Purchases by Type report lists all stock purchases during the selected report period, providing details down to the individual stock items. This is useful if you need to manually confirm stock purchase prices for specific items, or simply to get a detailed list of all stock purchases, in both food cost and non food cost. Grouped first by the stock type, this report provides details relevant to each stock purchase for the selected date range. In this example, you can see each stock purchase listed has it's GRV number, item quantity, and prices including and excluding VAT. Sub-totals and grand totals are provided

139 Reports Stock Purchases The Stock Purchase Detail report shows all stock purchases for the selected report period, grouped by their stock item category. This report will display the quantity purchased, along with the bulk and prep price, and the amount paid for that purchase. For each category, individual stock purchases are listed along with certain details of the purchase order; firstly, the associated GRV number is listed and date purchased, the name is then followed by the quantity purchased and the value of that item. The end of each category summarizes the total sales before starting with the next category. On the final page of this report, the grand total value of purchases for the reported period are shown.

140 140 Aura BackOffice Reports Stock Recipes The Stock Recipes report displays all currently active stock items with recipes attached; this includes 'manufacture', 'automanufacture' and 'sub-menu' items. This report does not have any parameters to set. Instead of showing a parameters window, the report will open after the password verification. If the Unit Cost for any items in these recipes are showing the incorrect value or not showing a value at all, you should check if any stock purchases have been put through for the item in question.

141 Reports Stock Return Detail The Stock Return Detail report shows stock items returned to suppliers for the selected report period. As stock return vouchers are captured in the same manner as stock purchases, the reports display data is the same basic structure; individual stock items are listed along with certain details of the return voucher.

142 142 Aura BackOffice Reports Stock Take The Stock reports are used to keep track of your stock items' movement throughout the food preparation and sales process. For more information, see the relative section b elow: Stock Take Report 143 Stock Take Worksheet 145 Previous Stock Takes 146

143 Reports Stock Take Report The Review Stock Take report can be used to print out an overview of any previously posted stock take. For Date - Select the date that you wish to run the report for. If there are multiple locations, you may run the Stock Take for Location report to select the location stock take you wish to review. You will have the following additional option when running the report:

144 144 Aura BackOffice Reports As seen in this example, this report reviews the stock take captured on the selected report date; listing all stock item categories and items with details pertaining to the stock take in question. When viewing the details shown, keep in mind that 'Prep Qty' is the value counted after any automatic wastage calculations have taken effect, while 'Bulk Qty' is the value before wastage. The 'Unit Price' is taken as the last known purchase price for the item listed, while the 'Value' is the value of stock on hand. The last known purchase date is also listed to assist with locating incorrect stock purchases of stock items. In addition to having each stock category, the categories are also grouped into Food Cost and Non-Food Cost items. Below each stock category and stock type a subtotal is shown. At the end of the report, a grand total value of all stock on hand is also provided. The Stock Take report has been updated to include a note in the header of the report to show when last the stock take was edited, along with who edited it. As a result, you may see a note similar to the following example when running the report.

145 Reports Stock Take Worksheet The Stock Take Worksheet prints out a list of all active stock items in a format to use for doing a stock take, as seen further below. Stock Location - Click on the down arrow and select the desired location from the drop down list. Only for Controllables - Enabling this option will only show controllable stock items in the list, leave this option disabled for a full stock take worksheet. Sort - Select the stock item sort order for the report: Cat (Category), Desc (Description), Code (Item code) When selecting the sort order, this is done by selecting one of the three available options: for example "Cat/Desc" will sort first by category and then by description, while "Cat/Code" will sort by category and then by stock item code. Default option here is "Description". The Prep Qty and Bulk Qty columns are used to capture levels in the store room (bulk) as well as the prepared stock (prep). These two figures must be entered correctly in the stock take screen or the wastage amounts will not calculate correctly.

146 146 Aura BackOffice Reports Previous Stock Takes The purpose of this report is to quickly and easily see what type of stock take was performed on each day of a selected date range. This report will not show the quantities of values of any stock takes, just a simple listing of 'when and how' stock takes were captured. As seen below, each date in the selected date range will be listed with the type of stock take captured. This will either show "Full Stock Take" or "Controllable Stock Take".

147 Reports Stock Transfers The Stock Transfers report displays any stock that has been moved from one location to another for the period selected. This report will display any and all locations that are set up in your Aura system. In the below example, the location that this stock has transferred to is 'Wastage'. This is a system stock location and cannot be altered, it is used to account for the stock wastage in the stock items.

148 148 Aura BackOffice Reports Stock Variance The Stock Variance report is used to keep track of the stock movement in and out of your store. This report relies on the correct input and calculation of the following sections or the Aura software: (See the Aura BackOffice manual for details) Accurate stock takes Correct menu item recipes Correctly captured purchases (specifically stock quantity vs unit of measure) Accurate tracking of stock movement between locations (if applicable) The variances can only be accurately calculated if the report has an opening stock and closing stock for each stock item. A Stock Take on any day will give you a closing stock figure. That same closing stock figure, will be that stock item's opening stock for the following day. Keep in mind the from date must be selected on a day after a stock take, while the until date must be on a day with a stock take. The report requires opening and closing stock figures to calculate correctly. Calculate missing stock levels - If you do not have opening or closing stock for certain items, as may be the case for a controllable items only stock take, you may select this item to calculate the theoretical stock levels for the missing figures. Enabling Calculate Missing Stock Levels will attempt to calculate the quantity of stock currently on hand from the last known stock level up to the time the report is being run. This is taken from the last known stock level, plus any GRVs, minus sales, discards and returns. These figures will be marked with a * in the report to show which were a calculation by Aura. Stock Location - Click on the down arrow and select the desired location from the drop down list. Show All Stock - De-selecting this option will restrict the report content to controllable stock items only. Include Unused Stock - If certain items are not used at all for the reported period, they will simply show '0' for all figures. If you do not wish to see these values, disable this option. If the selected date range does not have an opening or closing stock, a warning message will be shown to alert you to the fact that certain dates do not have posted stock takes available. If you see this message, either the report is being run for an incorrect or incomplete period, or the stock takes were not posted successfully. It is highly recommended that you confirm the stock take dates and run the report again as missing data will have an adverse affect on the report's accuracy.

149 Reports 149 Keep in mind that this report displays all item values after wastage, this includes opening stock, closing stock, purchases and net stock movement. In the case of opening and closing stock quantities: The 'prepped' stock take column is a value counted of stock that has been prepared and the wastage percentage has already come off, while the 'unprepped' stock take column is before the wastage percentage is taken off. Therefore for the accuracy of the reports, the bulk stock counts will have the wastage percentage taken off during the stock variance calculation to show you the stock that is available to be used. If you have any questions regarding this method of calculation, please contact the Aura Help Desk for more information. Stock items on this report are ordered by their stock code within each category grouping. When viewing the stock levels, take special note of the unit of measure (between the code and description). As seen in the example above, this report starts off with food cost items. The over-use value and stock value are also listed for each category in the report.

150 150 Aura BackOffice Reports A summary of all over-use values is displayed after the food cost and non food cost sections, and on the final page, the report shows the total over-use and stock values across all stock types and categories. As the Syock Variance report calculates the opening and closing stock values based on posted stock takes, a note has now been included in the header of the report to show when last the associated stock takes were edited, along with who edited them. As a result, you may see a note similar to the following example when running the report.

151 Reports Stock Wastage The Stock reports are used to keep track of your stock items' movement throughout the food preparation and sales process. For more information, see the relative section b elow: Stock Wastage Detailed 152 Stock Wastage Summary 153 Stock Wastage 155

152 152 Aura BackOffice Reports Stock Wastage Detailed The Stock Wastage Detailed report shows a detailed listing of manually discarded stock, providing various details of each entry for the selected report period. This report provides details for each applicable date, showing the last known unit price, the quantity and value of stock discarded, and the employee who captured the discard into the Aura system.

153 Reports Stock Wastage Summary The Stock Wastage Summary report is used to give a breakdown of all wasted and over-used stock items during a specific period of time. This wastage is divided into two separate types, the differences are as seen below: Accounted for Stock Wastage - This figure is pulled from the Discard Stock feature in BackOffice, any stock that is damaged beyond a usable point must be accounted for and discarded. Unaccounted for Stock Wastage - The unaccounted stock wastage is the stock that is no longer there due to unknown reasons. This can be that certain items are simply being over-used on your products, or that an excessive amount of stock is being wasted during the cooking process (most commonly happens with grated cheese). There are various ways that stock can go missing, not all of these can be accounted for or explained. Calculate missing stock levels - If you do not have the stock levels for certain items, you may select this item to calculate the theoretical stock levels for the missing figure. Selecting Calculate Missing Stock Levels will attempt to calculate the quantity of stock currently on hand from the last known stock level up to the time the report is being run. Stock Location - Click on the down arrow and select the desired location from the drop down list. Show All Stock Items - De-selecting this option will restrict the report content to controllable stock items only.

154 154 Aura BackOffice Reports Unlike the straight Stock Wastage Detailed report, this report groups stock items by their stock type, whether food cost or non food cost. The last page shows the total values for all over-used stock throughout the report, as seen below:

155 Reports Stock Wastage The Stock Wastage report is essentially a specialised stock movement or transfers report. This report will show the wasted stock from all locations, calculated from all the stock items preset wastage. 'Wastage' is treated as a hidden stock location in the Aura system, this is due to the fact that stock, even discarded stock, cannot be simply 'deleted' from the system. Every stock item needs to be balanced and accounted for in order to ensure accurate reporting and tracking of stock. As seen in the example above, this report shows the stock lost on account of wastage from each location set up in your store, starting with the default location.

156 156 Aura BackOffice Reports Theoretical Stock Usage Month on Month The Theoretical Stock Usage Month on Month report shows a simple count of each stock item's usage by it's set unit of measure for each month. As the name suggests, the data is this report is not taken from user input (stock takes, purchases, discards, etc) but rather from the system's calculated values (stock usage based on recipes associated with items that are sold through Invoicing). As seen in the example, this report groups the stock items by their stock category, and displays stock usage values according to each item's set unit of measure for each month during the selected report period. The report is structured to fit up to 12 month's worth of theoretical stock usage values in the width of a landscape page.

157 Reports Summary The Summary reports are used to show important trading information over large periods of time. Designed to be run mainly from one month to the next, these reports give you a simplified overview of the different sections of your trading. For more information, see the relative section b elow: Average Takings per Day 158 Gross Profit By Menu Item 159 Gross Profit 161 Income Statement 163 Invoice Management Report 165 KPI (Key Performance Indicator) 166 Monthly Beverage Incidence 170 Monthly Financial Analysis 171 Royalty Report 173 Royalty Report by Report Group 176 Net Sales Summary 177 Sales Summary 179 VAT Report 181

158 158 Aura BackOffice Reports Average Takings per Day The report simply shows each day's sales value and it's comparison to other days in the month. As seen in this example, six columns show data regarding each day of the month for the select report period; Daily Sales simply shows that day's sales. Month to Date shows the cumulative sales from the beginning of the month. Daily Average shows the cumulative sales divided by the number of days so far. Month Estimate shows the estimated total value of sales for the current month. Weekend Sales shows the value of sales for the weekend of the same row (Fri, Sat and Sun) Weekly Sales shows the value of sales for the week days of the same row (Mon to Thur)

159 Reports Gross Profit By Menu Item The Gross Profit report is used to track the profit made on all food cost items against the cost of those items. The Gross Profit by Menu Item report variation focuses on details pertaining to each menu item and menu category, as opposed to the full Gross Profit report that displays a more complete overview of the GP and FC percentages. Suppress Detail - De-selecting this option will show more detailed information on the report, displaying each and every menu item as opposed to just the categories. This option is selected by default. This report is also available to run by shift number instead of date. For 24 hour stores or unusual operating hours, it is recommended to use the 'by shift' variation.

160 160 Aura BackOffice Reports The first page displays a summary of each category separately to give you an indication of how well each section is handling in the store. With the default settings ("Suppress Detail" ticked), this report will simply show the Gross Profit values for each menu item category (see example above). While disabling the "Suppress Detail" option will provide these details on each individual menu item (see example below). The final page of this report provides a graph with a visual representation of the figures reported on.

161 Reports Gross Profit The Gross Profit report is used to track the profit made on all food cost items against the cost of those items. For each stock item, during the date period selected, you will be able to see the following details: Opening stock value (taken from a combination of the closing stock quantities for the previous day and the stock cost from the purchases) The value of all purchases during the selected period Total value of stock movement out of the selected location (the normal report will use 'Default', while the GP By Location report allows you to select a location) Actual Gross Profit for items (the value of stock used according to the controllable and complete stock takes) Theoretical Gross Profit for items (the value of stock sold according to the invoices compared to the recipes for each menu item) The difference between the actual and theoretical GP for each item (a negative figure meaning that less stock was used than the recipes specify, while a positive figure indicates an over-use of stock according to the menu item recipes) The final page of the GP report gives a summary of the Gross Profit and Food Cost figures displayed in the report, showing the percentages that each accounts for in your trading period according to both the theoretical and actual figures. Keep in mind the from date must be selected on a day after a stock take, while the until date must be on a day with a stock take. The report requires opening and closing stock figures to calculate correctly. Calculate missing stock levels - If you do not have opening or closing stock for certain items, as may be the case for a controllable items only stock take, you may select this item to calculate the theoretical stock levels for the missing figures. Selecting Calculate Missing Stock Levels will attempt to calculate the quantity of stock currently on hand from the last known stock level up to the time the report is being run. This is taken from the last known stock level, plus any GRVs, minus sales, discards and returns. These figures will be marked with a * in the report to show which were a calculation by Aura. Stock Location - Click on the down arrow and select the desired location from the drop down list. To report on data from all locations, select the [Consolidated] option. Show Detail - Selecting this option will show more detailed information on the report, displaying each and every menu item as opposed to just the categories. Show FC Percent Before Discounts - Selecting this option alters the FC calculation to use Gross Sales Excl Delivery Charges and Excl Discounts.

162 162 Aura BackOffice Reports With the default settings ("Show Detail" not ticked), this report will simply show the Gross Profit values for each menu item category (see example above). While enabling the "Show Detail" option will provide these details on each individual menu item (see example below). The final page of this report displays all the totals and grand totals, as seen in the example image below. As the Gross Profit report calculates the opening and closing stock values based on posted stock takes, a note has now been included in the header of the report to show when last the associated stock takes were edited, along with who edited them. As a result, you may see a note similar to the following example when running the report.

163 Reports Income Statement The Income Statement is designed to give you a break down of your monthly income (from sales) versus your monthly operating expenses (cost of sales and running costs). This report takes into account all areas of trading that make up the income and cost of your store; each section should be self explanatory, but if you have any queries, please contact our Aura Help Desk for more information. Suppress Expense Details - Selecting this option will show only a summary of expense items, de-selecting this option will show full details of all expense item payments. This option only applies if you use the Aura system to capture other operating expenses such as electricity, staff transport costs, etc.

164 164 Aura BackOffice Reports As seen by the example report below, the Income Statement displays a short yet detailed summary of cash flow in and out of your store. The top section of this report contains the same information as your GP Report for the same period. For more information, see the section on the Gross Profit Report 161

165 Reports Invoice Management Report The Invoice Management report can be used to view a more detailed summary of all invoices processed during a selected period. These details include the invoice number, order date and time, transaction type (cash, delivered, collected, etc), the cashier that processed that particular order, as well as the content and cost of the order.

166 166 Aura BackOffice Reports KPI (Key Performance Indicator) The Key Performance Indicator report was designed to give you a summary of all key figures in your store to monitor and track it's performance on a monthly basis, showing figures ranging from the Gross Sales and Net Sales, through to the Spend per Transaction type and Spend per Day Section (breakfast, lunch, evening etc.). Over the period the report is run for, each month is shown in it's own column in order to give a quick and easy comparison from one month to the next. Destination - Select whether you wish to display the report on screen, print directly to your reports printer, or export to a file on the hard drive. From and Until - Select the start and end dates that you wish to run the report for. This report has been created on a landscape view to accommodate up to 12 months of data at a time. When it is only run for 6 months (as in the example to follow), not all of the page is used. To better fit the report examples in this manual, these examples have been cut down slightly. When running this report, the page will be shown much wider. As seen in this example image:

167 Reports 167 As seen in the examples here, this report is a highly detailed list of key financial performance points relating to the selected report period. Certain key values are also compared to the previous year or month for a running comparison. As this report is designed to be run for multiple months, you'll see the month name in the heading of the table, along with that month's details in the column below it. On the first page of this report, key sales values can be found, the Gross Sales and Net Sales values are compared to the same month of the previous year, as well as the previous month of the same year. This is done to provide a running progress report on how sales have changed from one month to the next.

168 168 Aura BackOffice Reports Below that, various statistics regarding each transaction type is shown, keep in mind that if your store does not deal with specific transaction types, the values for this row will show nothing. Following this is the Key Controllables section, which focuses on discounts, and cost versus profit margins. The Revenue Efficiency section covers various points focusing mainly on the recorded number of customers. If there are any table order that do not contain a customer head count, the report will assume the table was at full capacity and take that for the head count. If there is also no capacity set, the report will assume one person as the minimum.

169 Reports 169 If your store deals with online orders as well, there will be a section at the end of this report with a breakdown of online order information as well.

170 170 Aura BackOffice Reports Monthly Beverage Incidence The Monthly Beverage Incidence report simply checks for all orders during the reported period, then groups them into one of two categories: those that have a drink included and those that do not. These statistics are calculated for each transaction type. Menu Category - Select a category from a predefined list. The Menu Category selection list is restricted based on a likeness search of your current menu item categories. The list will show categories that end with either 'Drinks' or 'Beverages', regardless of uppercase, lowercase, or any label prefix. The category must end with either 'Drinks' or 'Beverages' in order to work for this purpose. A few examples to illustrate this, the relevant section is bold for clarity: Will be shown: "Soft Drinks", "Hot Beverages", "Colddrinks" Will not be shown: "Soft Drink", "Drink Specials", "Other Beverage" For each transaction type, the total number of transactions is compared to the number of transactions that included a beverage of any type. These statistics are subtotaled for both the transaction types and the time frame, with a grand total shown at the end of the table.

171 Reports Monthly Financial Analysis The Monthly Financial Analysis report is designed to give you a break down of your monthly income (from sales) versus your monthly operating expenses (cost of sales and running costs). This report takes into account all areas of trading that make up the income and cost of your store; each section should be self explanatory, but if you have any queries, please contact our Aura Help Desk for more information. The Monthly Financial Analysis and the Income Statement do display the same information, but in a different way. The Monthly Financial Analysis displays the figures and their percentage of your Gross Sales, while the Income Statement displays the figures and their percentage of your Net Sales (Excluding VAT and discounts). At the top of the page, you will see the following quick summary. This information is seen on every page in the report.

172 172 Aura BackOffice Reports The first section provides information pertaining to the general expense and profit of your store; take note that the Gross Sales figure includes delivery charges (if applicable in your store). The Gross Sales section of this report displays the menu item category sales excluding the delivery charges from calculations; this is to provide an overall summary of what value each category contributed towards the sales value. The final section of this report provides the monetary values for your set Royalty and Advertising fees along with the percentages these are calculated on.

173 Reports Royalty Report The Royalty Report is a compilation of information designed for stores that pay a royalty fee and advertising fee to the brand owners. This report is also available to run by shift number instead of date. For 24 hour stores or unusual operating hours, it is recommended to use the 'by shift' variation.

174 174 Aura BackOffice Reports As long as the Royalty Report is run for no more than a month, this should only print out 2 pages; the first of which, as seen in the example above, contains the daily turnover value for the reported month, followed by the values used to calculate the Net Turnover value. Royalty fees paid to the franchise head office are calculated from the Net Turnover of your store.

175 Reports 175 Following the initial turnover page, a declaration of the authenticity of the details this report contains is available; for this royalty report to be accepted by your franchise head office, the values herein must be confirmed and the branch manager must sign the report.

176 176 Aura BackOffice Reports Royalty Report by Report Group The Royalty Report is a compilation of information designed for stores that pay a royalty fee and advertising fee to the brand owners. This report provides the same information as the standard Royalty Report, but groups the information by Report Group. As with the standard report, each report group covered here will require two pages, with the report group name at the top of each of these pages.

177 Reports Net Sales Summary The Net Sales Summary report displays a summary of the store's net sales only, this report does take the VAT calculations into account, but is calculated before any discounts. This report is useful for viewing the sales amounts compared to the net sales to get an idea of how much is being discounted. This report is structured specifically for large amounts of data. The average report period for this report is 6 to 12 months at a time.

178 178 Aura BackOffice Reports This report simply provides the total sales value of all items sold for each date; looking at the example above, an easy comparison can be made between any two individual dates or whole months. The 'Total' column seen on the very right hand side is a total for each date regardless of month; the first figure is the totals for 1st January, 1st February, 1st March, etc. Along the bottom, totals for each month can be seen, along with a grand total for all sales included in the reported date range. Below is an example of the graph seen on the final page:

179 Reports Sales Summary The Sales Summary report gives a very simplified summary of the total sales figures for each day during the period selected. As seen by the example below, this can be run for multiple months if needed, or simply one month at a time. Although, the report layout does allow for a 3-month or 6-month sales summary to be printed clearly on a single page. This report is structured specifically for large amounts of data. The average report period for this report is 6 to 12 months at a time.

180 180 Aura BackOffice Reports This report simply provides the total sales value of all items sold for each date; looking at the example above, an easy comparison can be made between any two individual dates or whole months. The 'Total' column seen on the very right hand side is a total for each date regardless of month; the first figure is the totals for 1st January, 1st February, 1st March, etc. Along the bottom, totals for each month can be seen, along with a grand total for all sales included in the reported date range. Below is an example of the graph seen on the final page:

181 Reports VAT Report The Income Statement is designed to give you a break down of your monthly income (from sales) versus your monthly operating expenses (cost of sales and running costs). This report takes into account all areas of trading that make up the income and cost of your store; each section should be self explanatory, but if you have any queries, please contact our Aura Help Desk for more information. The Monthly Financial Analysis and the Income Statement do display the same information, but in a slightly different format. The Monthly Financial Analysis displays the figures and their percentage of your Gross Sales, while the Income Statement displays the figures and their percentage of your Net Sales (Excluding VAT and discounts).

182 182 Aura BackOffice Reports As seen by the example report below, the Income Statement displays a short yet detailed summary of cash flow in and out of your store. The top section of this report contains the same information as your GP Report for the same period. For more information, see the section on the Gross Profit Report 161. While viewing the cost of sales figures seen in the lower section of the report, take special note of the 'Percentage' column. This value will show the percentage each item contributes. The output tax section is subdivided into food cost and non food cost items, each with their own subtotal calculation. After the output tax section, a short summary of input tax is shown, followed by a comparison of both output and input tax at the end of the report.