Aura BackOffice Reports Coherent Software Solutions

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1 Aura BackOffice Reports

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3 Contents 3 Table of Contents Part I Reports 6 1 Sales... 8 Category Sales... 9 Item Sales Invoice Summary Discounts Summary Discounts Detailed Hourly Sales Overring Summary Theoretical Stock... Sales 28 Late Deliveries Complaints Invoice Efficiency Voided Items NOMAD Transactions Sales Month on... Month 38 Sittings by Table Average Sittings... by Table 41 Turnover by Table Lists All Customers Menu Items with... Recipes 47 Menu Items Stock Items Supplier Listing Cashup Till Cashup Summary Till Cashup Detail Shop Cashup Summary Shop Cashup Detail Complete Cashup Control Sheet Employee Cashup... Summary 64 Employee Wages Driver Cashup... Detail 67 Petty Cash Cash Tendered Stock Stock Profile Stock Take Worksheet Review a Stock... Take 74 Stock Purchase Stock Purchase... Exceptions 77 Purchases by Supplier GRV Vouchers Stock Recipes Stock Manufacture... Exceptions 84 Stock Variance Stock Wastage... Summary 89 Stock Transfers Stock Wastage Stock Movement... by Location 93 Stock Movement... Vouchers 95 Stock Issues Stock Price Fluctiations... 98

4 4 Aura BackOffice Reports Stock Location... Exceptions 99 5 Expenses Expenses By... Supplier Activity Driver Delivery Activity Log Kitchen Management Employee Product Sales... by Cashier 107 Cashier Sales... Performance 109 Delivery Efficiency Sales Effectiveness Invoice Maker Time and Attendance Commission per... Menu Item Marketing Top Customers Worst Customers Lapsed Customers New Customers Orders by Area New vs Old Customers Summary Gross Profit GP By Menu Item Sales Summary Net Sales Summary Average Taking... per Day 147 Royalty Schedule Income Statement Monthly Financial... Analysis 154 KPI (Key Performance... Indicator) 157 Invoice Management

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6 Aura BackOffice Reports 6 1 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. See a topic below for more information: Sales Lists 8 45 Cashup Stock Expenses Activity Employee 107 Marketing 125 Summary! 136 If your head office requires this, a regular synchronise is essential to keep the reports active. If you are not certain of this, please check with the Aura Help Desk to find out if you are required to synchronise or not. If you do not synchronise for a few days, on the last day that your reports are still available, you will see the following message when running a report: If you leave this any longer, your reports will be disabled the following day. In this case, when trying to run a report, you will be presented with the following message: At this point, you will need to synchronise your data with AEC in order to continue. Contact the Aura Help Desk for more information if you have any problems with the synchronise.

7 Reports 7 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 button next to the date to show the calendar window, as follows: 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 circle 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 month Selecting the year

8 Aura BackOffice 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 below: Category Sales Item Sales 9 12 Invoice Summary 14 Discounts Summary Discounts Detailed Hourly Sales Overring Summary Theoretical Sales Late Deliveries Complaints Invoice Efficiency Voided Items NOMAD Transactions Sales Month on Month Sittings by Table Average Sittings by Table Turnover by Table 41 43

9 Reports Category Sales The Category Sales report displays a summary of sales grouped by their category over a selected date range. From and Until - Select the start and end dates that you wish to run the report for. Optional Till Shift Range - By selecting this option, you can specify the till shift numbers as opposed to the date range. This option is recommended if you regularly trade past midnight.

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12 Aura BackOffice Reports Item Sales The Item Sales report has four variations: grouping by Category, Size, Report Group and Till. Each report will show the same information, but grouped by their respective values. From and Until - Select the start and end dates that you wish to run the report for. Category - To run for one particular category only, you can click on the drop down list and select the desired category. Optional Till Shift Range - By selecting this option, you can specify the till shift numbers as opposed to the date range. This option is recommended if you regularly trade past midnight.

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14 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. From and Until - Select the start and end dates that you wish to run the report for. Optional Till Shift Range - By selecting this option, you can specify the till shift numbers as opposed to the date range. This option is recommended if you regularly trade past midnight.

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16 Aura BackOffice 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. From and Until - Select the start and end dates that you wish to run the report for.

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18 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. From and Until - Select the start and end dates that you wish to run the report for.

19 Reports Hourly Sales The three Hourly Sales reports display various sales information broken into hourly segments. These reports can be used to display all sales grouped by their categories, or for each item individually as well as a transaction type summary. For more information, see the relative section below: Total Sales by Hour 19 Category Sales by Hour Item Sales by Hour Sales by Till Total Sales by Hour The Total Sales by Hour report displays the number of orders and total values for each transaction type for each hour, as well as a total across all order types for each hour. From and Until - Select the start and end dates that you wish to run the report for. Optional Till Shift Range - By selecting this option, you can specify the till shift numbers as opposed to the date range. This option is recommended if you regularly trade past midnight.

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21 Reports Category Sales by Hour The Category Sales by Hour report expands on the Total Sales by Hour report by displaying all sales broken down into each individual menu category over the trading day: showing the quantity sold along with the amount charged and discount applied to that item in that specific hour. From and Until - Select the start and end dates that you wish to run the report for. Optional Till Shift Range - By selecting this option, you can specify the till shift numbers as opposed to the date range. This option is recommended if you regularly trade past midnight.

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23 Reports 23 The last page of this report displays two graphs with a summary of the information on all the other pages. As seen below:

24 24 Aura BackOffice Reports Item Sales by Hour The Item Sales by Hour report gives even more detail of the hourly sales by displaying the sales information for each individual menu item as opposed to each category.! Due to the volume of information this report displays, it is highly recommended to run this report 'To Screen' and confirm the number of pages before printing. From and Until - Select the start and end dates that you wish to run the report for. Optional Till Shift Range - By selecting this option, you can specify the till shift numbers as opposed to the date range. This option is recommended if you regularly trade past midnight.

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26 26 Aura BackOffice Reports Sales by Till Enter topic text here.

27 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. From and Until - Select the start and end dates that you wish to run the report for.

28 Aura BackOffice Reports Theoretical Stock Sales The Theoretical Stock Sales report displays the theoretical stock usage according to the menu item recipes. These figures are calculated directly from the menu item recipes, if the recipes are not correct this report will not reflect accurate sales figures. For more information, see the section on Menu Item Recipes. From and Until - Select the start and end dates that you wish to run the report for.

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30 Aura BackOffice Reports Late Deliveries 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. From and Until - Select the start and end dates that you wish to run the report for. Optional Till Shift Range - By selecting this option, you can specify the till shift numbers as opposed to the date range. This option is recommended if you regularly trade past midnight.

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32 Aura BackOffice 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. From and Until - Select the start and end dates that you wish to run the report for. Customer - To view all complaints for a specific customer as opposed to all customers, select the customer name from the drop down list.! The proper use of this feature relies on customers being enabled. If you do not link any customer details to the invoices, you will not need to run this report.

33 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 (or Order Preparation) 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. From and Until - Select the start and end dates that you wish to run the report for. Detail Level (Suppress Detail) - Ticking this option will limit the information to only show the most important. De-selecting this option will expand the report to not only show a day's summary, but the wages for each employee clocked in on that day. As seen further below.

34 34 Aura BackOffice Reports When running the same report again without suppress detail ticked, you will get a more detailed report, as seen below:

35 Reports Voided Items The Voided Items report displays all menu items that have been voided on any invoice during the selected time period. The items will be displayed along with the quantity that were voided, as well as the value. Showing a summary for each day during the report period as well. From and Until - Select the start and end dates that you wish to run the report for.

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37 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. From and Until - Select the start and end dates that you wish to run the report for.

38 38 Aura BackOffice Reports Sales Month on Month The Sales Month on month report is a simple summary of income for the selected period; this report will not give any specific details of any sales at all, only a very simple overview of the sales. Due to the format and content of this report, it is recommended that you run it for a period of a few months at least, unless a period of 20 months or greater is selected, it will fit onto a single page. From and Until - Select the start and end dates that you wish to run the report for.

39 Reports Sittings by Table The Sittings by Table report information regarding the number of people that were seated at all tables during the report period, along with the table number that was used. This report is grouped mainly by each day. This report will only run correctly if the cashiers / waiters enter a Head Count for table transactions, as described in the Invoicing Manual. From and Until - Select the start and end dates that you wish to run the report for.

40 40 Aura BackOffice Reports As seen above, a subtotal of the number of seated customers is shown at the end of each day, along with a grand total for the report period; as seen below:

41 Reports Average Sittings by Table The Average Sittings by Table report displays information regarding the average number of seated customers at each table for each day during the selected period. This report will only take days into account where the table was used. This report is grouped mainly by the table numbers. From and Until - Select the start and end dates that you wish to run the report for.

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43 Reports Turnover by Table The Turnover by Table report displays the monetary value that came from the orders placed on that table. At the end of each day, it will also show a subtotal for all tables on that day, as well as a total on the last page for all tables in the period selected. This report groups the amounts mainly by each day. From and Until - Select the start and end dates that you wish to run the report for.

44 44 Aura BackOffice Reports In Aura 5.7.9, there are two new columns in the Turnover by Table report: Namely 'Head Count' and 'Spend Per Head': The 'Head Count' column takes a total count of all orders on a specific table number for the selected period: for example, if you have 10 orders on table 5 with 5 people each, table 5 will have a head count of 50 for the selected period. The 'Spend per Head' column takes the 'Amount' column and divides it by the figure calculated for the 'Head Count' column, giving an average spend per head figure for the selected report period.

45 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 below: All Customers 46 Menu Items with Recipes Menu Items 48 Stock Items 49 Supplier Listing 50 47

46 Aura BackOffice Reports All Customers 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.

47 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. 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.

48 Aura BackOffice Reports Menu Items 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 cost to store price, sales price, vat amount and margin percentage. Notice how the Opt and Opt in Use columns have stars in them. 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'.

49 Reports Stock Items The Stock Items list report lists all active stock items in your database, along with their unit of measure and cost calculations.

50 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.

51 Reports Cashup The Cashup reports are used to keep track of cashups for the employees, tills and general shop cashups. For more information, see the relative section below: Till Cashup Summary Till Cashup Detail Shop Cashup Summary Shop Cashup Detail Complete Cashup Report Control Sheet Employee Cashup Summary Employee Wages 65 Driver Cashup Detail Petty Cash Cash Tendered 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. For - Select the date for the report here.

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53 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 shows one till shift at a time. For - Select the date for the report here. Extra Report Options After selecting the date, BackOffice will give you a prompt to select the till shift to include in the report, as seen below: Select the till shift, and click on the OK button to run the report.

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55 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). For - Select the date for the report here. Extra Report Options After selecting the date for this report, BackOffice will prompt to select which shop cashup you wish to run the summary report for. This should only be one shop cashup in the list, but if there are multiple cashups, you may select a second or third one.

56 56 Aura BackOffice Reports The first page of this report will show a breakdown of the sales information for the trading day, along with a summary of the banking that needs to be done.

57 Reports 57 The second page of this report shows the employee attendance records linked to the till shift in this shop cashup. The till shifts posted into this shop cashup are also listed below that, regardless of the information in them.

58 Aura BackOffice Reports Shop Cashup Detail The Shop Cashup Detail report simply shows all the cash-on-hand, credit cards, and any cheques entered into all the till shifts linked to this shop cashup. Displaying a breakdown of cash in each till shift, as well as a total at the end of each section. For - Select the date for the report here. Extra Report Options After selecting the date for this report, BackOffice will prompt to select which shop cashup you wish to run the report for. This should only be one shop cashup in the list, but if there are multiple cashups, you may select a second or third one.

59 Reports! This Shop Cashup Detail report is run on the same shop cashup as the Shop Cashup Summary report in the previous topic. The reason the shift numbers 1870 and 1871 are not showing on the Shop Cashup Detail report, is due to the fact that they were started and ended without having any trading done or information entered. To confirm this, you may run the Till Cashup Detail report for the shift numbers missing from the Shop Cashup Detail. For more information, see the section on the Till Cashup Detail 53 report. 59

60 Aura BackOffice 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. From and Until - Select the start and end dates that you wish to run the report for.

61 Reports Control Sheet The Control Sheet is essentially an alternative stock purchase summary sheet. There are a few key points that set this report aside from the other stock reports though: all purchases are grouped by the category purchased from each supplier, and each purchase shows the total amount purchased including VAT and excluding VAT for the entire selected report period. From and Until - Select the start and end dates that you wish to run the report for.

62 62 Aura BackOffice Reports if you look at the pages found below, there are a few key points to keep in mind. Looking at the column headers (written in bold), the first column displays the supplier purchased from, followed by your stock category that was purchased from the supplier. Items purchased from each supplier are also separated by their VAT Exempt setting: looking at the rightmost column, the values will either be 'false' or 'true'. For an example of each grouping rule: you will see that 'Dairy Products' was purchased from 'Cater Warehouse' as well as from 'KLL' further down. And looking at the 'Bakery Products' purchased from 'Checkers Village', this category shows twice from the same supplier because certain items in that purchase were VAT exempt and others were not; look at the right-most column for confirmation of this.

63 Reports 63 The final page of this report gives a summary of all tills' relevant details for the selected report period. These figures do not show differences or variances, but rather a simple summary of the till's figures. The 'Netsales', 'Credit Card', 'Cash On Hand' and 'Cheques' columns are the income to that till, whereas the 'Wages' column is paid from till. The 'Float' column should be self-explanatory.

64 Aura BackOffice Reports Employee Cashup Summary The Employee Cashup Summary report displays a summary of the trading information linked to each employee clocked in for the selected date. Including their wages, time worked, deliveries taken (for drivers only), tables waited (waiters only), counter orders taken (cashiers only) and all staff meal discounts used to date. The report will show only one employee per page. For - Select the date for the report here.

65 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. From and Until - Select the start and end dates that you wish to run the report for. Detail Level (Suppress Detail) - Ticking this option will limit the information to only show the most important. De-selecting this option will expand the report to not only show a day's summary, but the wages for each employee clocked in on that day. As seen further below.

66 66 Aura BackOffice Reports De-selecting the Suppress Detail option, will display the following information: Note that both these two reports in the examples were run for the same dates.

67 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. From - Select the date that you wish to run the report for.

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69 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. From and Until - Select the start and end dates that you wish to run the report for.

70 70 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. From and Until - Select the start and end dates that you wish to run the report for.

71 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 below: Stock Profile 72 Stock Take Worksheet Review Stock Take Review Stock Take by Location (See Review Stock Take) Stock Purchase 76 Stock Purchase Exceptions Purchases by Supplier GRV Vouchers GRV Vouchers with Deposits (See GRV Vouchers) Stock Recipes 83 Stock Manufacture Exceptions Stock Variance Stock Variance by Location (See Stock Variance) Stock Wastage Summary 89 Stock Wastage Summary by Location (See Stock Wastage Summary) Stock Transfers Stock Wastage Stock Movement by Location Stock Movement Vouchers Stock Issues Stock Price Fluctuations 98 Stock Location Exceptions 99 93

72 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.

73 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 - If you have multiple stock locations, you may choose which location the stock take is being done for. Sort - Select how the stock items are to be sorted on the report. Cat (Category), Desc (Description), Code (Item code) 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.

74 Aura BackOffice Reports Review a Stock Take The Review Stock Take report can be used to print out an overview of any previously posted stock take. For - Select the date for the report here. # If there are multiple locations, you may run the Review Stock Take for Location report to select the location stock take you wish to review. You will have the following Generate Report prompt window:

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76 Aura BackOffice Reports Stock Purchase The Stock Purchases report shows all purchases done during the selected 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 more information, you may view the original purchase by looking at the GRV number, and running the GRV Vouchers report for that date. For more information, see the section on GRV Vouchers 81. From and Until - Select the start and end dates that you wish to run the report for.

77 Reports Stock Purchase Exceptions Use the Stock Purchase 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. From and Until - Select the start and end dates that you wish to run the report for. Price Variance % - If you would like to limit the report to only show items with a certain discrepancy percentage or higher, enter that percentage here.

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79 Reports Purchases by Supplier The Purchases by Supplier 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. From and Until - Select the start and end dates that you wish to run the report for.

80 80 Aura BackOffice Reports In Aura the report has been given more detail with the purchases; as you will see, the 'Total Price' column has been separated into two columns, one for Incl VAT and another Excl VAT. These figures should make it easier to track the different amounts as some items are VAT exempt and others are not. The final page of this report has also been improved, this now not only shows the 'Grand Total' of purchases during the selected period, but also breaks these purchases don into 'Food Cost' and 'Non Food Cost'; all three options displayed with both including and excluding VAT columns.

81 Reports GRV Vouchers 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. In Aura and later, a new field has been added to the GRV Vouchers report file: 'Paid from Till Shift: xxxx'. This can be found directly below the date on which the GRV was captured, and will display the unique till shift ID number that it was paid from. # In the reports menu, there is also a GRV Vouchers with Deposits report, if you have any deposit amounts set for stock items, it is advisable to use the report with deposits for a more accurate figure. Everything else in the two reports are identical. From and Until - Select the start and end dates that you wish to run the report for.

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83 Reports Stock Recipes The Stock Recipes report displays all manufactured items and their current master recipes currently active in Aura.

84 Aura BackOffice 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.! If you do not use the Master Recipes feature all the time, or for all items, it is highly advisable to check this report on a daily or weekly basis to ensure that all recipes are in fact being entered correctly. The higher the price variation is, the more likely it is that there was an error in the recipe. From and Until - Select the start and end dates that you wish to run the report for. 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. Price Variance (%) - To restrict the report to only show manufactured items with a price fluctuation percentage higher than a certain percentage, enter that here.

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86 86 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: 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. From and Until - Select the start and end dates that you wish to run the report for. 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.

87 Reports 87 After selecting the date range and clicked OK, you will be prompted for the type of stock items to include, as seen below:! If the selected date range does not have an opening or closing stock, a warning message will appear showing you which of the two are not available, as seen below: In the above example, the report was run from 1st Jan 2008 and until 31st Jan The opening stock for the 1st Jan is picked up from the stock take done on the 31st Dec, which does not exist. The closing stock for the 31st Jan is picked up from the stock take on that same day, which also does not exist.

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89 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. From and Until - Select the start and end dates that you wish to run the report for. 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 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. Extra Report Options After selecting the date range and clicked OK, you will be prompted for the type of stock items to include, as seen below:

90 90 Aura BackOffice Reports The last page shows the total values for all over-used stock throughout the report, as seen below:

91 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. From and Until - Select the start and end dates that you wish to run the report for. In the below example, the location that this stock has 'transferred' to is 'Wastage'. This is a hidden stock location and cannot be altered, it is used to account for the stock wastage between the unprepped and prepped quantities in the stock items.

92 92 Aura BackOffice 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. From and Until - Select the start and end dates that you wish to run the report for. In the example below, the first page shows the stock lost on account of wastage from the default location:

93 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. From and Until - Select the start and end dates that you wish to run the report for. 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. Extra Report Options Once the report dates and location have been selected, you will be presented with the following prompt:

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95 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 93. From and Until - Select the start and end dates that you wish to run the report for.

96 96 Aura BackOffice Reports Stock Issues 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. The following settings need to be correct for this report to calculate the figures correctly: Stock Locations Stock Items Per Location Desired Level for Stock Items The extra tick box option (Calculate missing stock levels) provides information for stock items that have no stock take level. If there is no stock level for a certain stock item, Aura will go back to the last known stock take level for that item, and calculate according to the theoretical sales including that item, to reach an estimated figure of what stock level you should currently have. From and Until - Select the start and end dates that you wish to run the report for. Calculate missing stock levels - If you do not have a stock take for certain items, you may select this item to calculate the theoretical stock levels for the missing figure. This is explained in more detail above. Stock Location - Click on the down arrow and select the desired location from the drop down list. Extra Report Options Once the report dates and location have been selected, you will be presented with the following prompt:

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98 98 Aura BackOffice Reports Stock Price Fluctiations The Stock Price Fluctuation 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. From and Until - Select the start and end dates that you wish to run the report for.

99 Reports Stock Location Exceptions The Stock Location Exceptions report is used simply to see which (if any) items are not currently included in a stock location. If all stock items are set up correctly, this report should be blank.

100 Aura BackOffice 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 below: Expenses by Supplier 101

101 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. Even though expenses are not physical items, Aura treats them as such in order to track and maintain them accurately. From and Until - Select the start and end dates that you wish to run the report for.

102 Aura BackOffice Reports Activity The Activity reports menu option contain three reports for tracking certain employee activities in the store. For more information, see the relative section below: Driver Delivery Activity Log Kitchen Management 106

103 Reports Driver Delivery The Driver Delivery report displays a list of all drivers clocked in on the selected day, with all the delivery orders taken by each driver. From and Until - Select the start and end dates that you wish to run the report for. For security reasons, the phone numbers have been blanked out.

104 Aura BackOffice Reports Activity Log The majority of options in the Aura software are restricted by password prompts, the password links the employee to the action they are trying to perform (starting a new till shift, opening system settings, etc.). This log can be retrieved from BackOffice by the Activity Log Report. From and Until - Select the start and end dates that you wish to run the report for. Group by - Select whether to group the report items by each employee, or by each activity performed. Employee / Activity - With the Group by option set, this drop down list will either present you with a list of all employees, or a list of all activity codes that require passwords. Extra Report Options If you would only like to see the activities of one employee in particular, select 'Employee' from the Group by option and then select the employee name from the drop down list. Alternatively, if you would prefer to see which employees performed a certain function in the Aura system, change Group by to 'Activity' and select the activity from the drop down list.

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106 Aura BackOffice 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 th total time taken with each order, as well as an average for each day. From and Until - Select the start and end dates that you wish to run the report for.

107 Reports Employee The Employee reports menu contains reports used to track the sales and attendance inked 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 below: Product Sales by Cashier 107 Cashier Sales Performance Delivery Efficiency 115 Sales Effectiveness Invoice Maker Time and Attendance 120 Commission per Menu Item 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. From and Until - Select the start and end dates that you wish to run the report for.

108 108 Aura BackOffice Reports The report groups each menu item under their categories, all included under the employee that was responsible for the order. At the end of each employee's section, there is a summary of that employee's sales, as seen further below. After each employee's sales list, a pie graph showing the distribution of the sales amongst the menu categories makes it easier to see which item(s) are rung up the most. A list with more specific percentages is also displayed to the right of that graph.

109 Reports Cashier Sales Performance The Cashier Sales Performance report has two option for grouping the information; by day and by employee. These two methods were included to provide extra versatility and flexibility in the reports. For more information, see the relative section below: Group by Day 110 Group by Cashier Analysis

110 110 Aura BackOffice Reports Group by Day Grouping the sales performance by day allows you to see easily who the most and least active cashier was for each date. From and Until - Select the start and end dates that you wish to run the report for.

111 Reports Group by Cashier Grouping by cashier will put all one cashier's orders in a chronological list below their name, allowing you to see more easily which day particularly was each cashier's best over that period. From and Until - Select the start and end dates that you wish to run the report for.

112 112 Aura BackOffice Reports Analysis The Sales Analysis by Cashier report shows a break down of any employees who have processed at least one order through Aura Invoicing. In certain cases, as you will see below, a manager or franchisee may process an order for themselves or another staff member; this will include them in this report as well. From and Until - Select the start and end dates that you wish to run the report for. Detail Level (Suppress Detail) - Ticking this option will limit the information to only show the most important. De-selecting this option will expand the report to show more information.

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114 114 Aura BackOffice Reports As seen in the previous report image, the standard report gives the overall percentages that each employee contributed towards the sales amount for the selected period of the report. In order to get more details, we can run the report again for the same period, but this time without 'Suppress Detail' ticked. By doing so, the report then also shows a break down of which menu categories each employee rang up the most often, along with the percentage of their own sales that each category contributed.

115 Reports Delivery 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. From and Until - Select the start and end dates that you wish to run the report for.

116 116 Aura BackOffice Reports! If there are any figures that look unrealistic, such as the highlighted Driver Taken Lapsed Time in the image below, be sure to check the times on all your computers and make sure that all the computers are on the closest possible date and time.

117 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. From and Until - Select the start and end dates that you wish to run the report for.

118 118 Aura BackOffice Reports 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.

119 Reports Invoice Maker The Invoice Maker report is used to view which invoices were assigned to each kitchen staff member. The assigning of invoices to kitchen staff, ensures that a specific person is responsible for a particular order, helping to distribute the load of order preparation amongst the kitchen staff.! The correct calculation of figures on this report requires the correct use of the Aura Kitchen Items application. This is not a standard application with the Aura package, and requires an extra computer in the kitchen dedicated to the use of Kitchen Items. From and Until - Select the start and end dates that you wish to run the report for.

120 Aura BackOffice 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. From and Until - Select the start and end dates that you wish to run the report for. Suppress Detail - De-selecting this option will show more detailed information on the report. This option is selected by default.

121 Reports 121 The below screenshot is an example of the report with suppress detail ticked. Notice how it displays each employee under their respective categories, along with their own working hours and the total man-hours for each department.

122 122 Aura BackOffice Reports The below example is a portion of the report without suppress detail. Notice how this report now expands each employee to show each clock in / clock out associated with each employee.! As seen above, any employee may have more than one employee clock in record for a day. Each clock in record will have it's own unique ID in the system and Aura will track each clock in and link it to the correct employee automatically. If there is a start time but no end time (as with line 6 of the above report), the Aura system, cannot properly calculate the working hours and that field will be left blank.

123 Reports Commission per Menu Item The Commission Per 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. From and Until - Select the start and end dates that you wish to run the report for. 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.

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125 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 below: Top Customers 126 Worst Customers 127 Lapsed Customers New Customers Orders by Area New vs Old Customers 133

126 Aura BackOffice 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. Scan Past - Enter the number of days' history to run the report for. Select Top - Enter the number of customers to display on this report. Phone numbers and addresses have been removed for privacy reasons.

127 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. Scan Past - Enter the number of days' history to run the report for. Select Bottom - Enter the number of customers to display on this report. Phone numbers and addresses have been removed for privacy reasons.

128 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. For more information, see the section on the Customer Complaints Report 32. Only show customers that last ordered between... - Enter the date window for this report. In the above example, If a customer's last order was either sooner than 30 days back, or longer than 60 days back, they will not display on this report. Phone numbers and addresses have been removed for privacy reasons.

129 Reports New Customers The New Customers report displays customers that placed their first order ever during the selected date range. From and Until - Select the start and end dates that you wish to run the report for. Suppress Detail - De-selecting this option will show more detailed information about the order placed on the report. This option is selected by default.

130 130 Aura BackOffice Reports Phone numbers and addresses have been removed for privacy reasons.

131 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. From and Until - Select the start and end dates that you wish to run the report for.

132 132 Aura BackOffice Reports Phone numbers and addresses have been removed for privacy reasons.

133 Reports New vs Old Customers The New vs Old Customers report compares the sales distribution between new and existing customers to your store. As seen further below, this report gives the value of orders by new and old customers for each delivery area. From and Until - Select the start and end dates that you wish to run the report for.

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135 Reports 135 The last page of this report displays a pie graph showing the distribution of orders by new customers vs old customers.

136 Aura BackOffice 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 below: Gross Profit 137 Gross Profit by Location (See Gross Profit) Gross Profit by Menu Item Sales Summary Net Sales Summary 145 Average Taking per Day Royalty Schedule Royalty Schedule by Report Group (Royalty Schedule with ability to select the report group, if applicable) Royalty Schedule Excluding Discounts (Royalty Report with the discounts excluded from the calculations) Income Statement 152 Monthly Financial Analysis 154 KPI (Key Performance Indicator) Invoice Management

137 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. From and Until - Select the start and end dates that you wish to run the report for. 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. 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. # De-selecting Suppress Detail will cause the report to open more slowly, and will also take many pages to print out. It is advisable to run the report to Screen first when running with full detail.

138 138 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.

139 Reports 139 The second page shows an overall GP vs FC comparison. If there is an extreme difference between the Actual GP and Theoretical GP, it is advisable to check the first page of this report to see which category is causing the problem.

140 Aura BackOffice Reports GP By Menu Item The GP by Menu Item report is the same as the standard Gross Profit report, but this variation has the information grouped by menu item as opposed to menu category. See the Gross Profit report for more information. For more information, see the section on the Gross Profit Report 137. From and Until - Select the start and end dates that you wish to run the report for. Optional Till Shift Range - By selecting this option, you can specify the till shift numbers as opposed to the date range. This option is recommended if you regularly trade past midnight. 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. # De-selecting Suppress Detail will cause the report to open more slowly, and will also take many pages to print out. It is advisable to run the report to Screen first when running with full detail.

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142 142 Aura BackOffice Reports The final page of this report displays a graph summary of the report period; as seen below:

143 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.! The graph at the bottom of the page can get a bit messy and complex to follow if you specify too many months at once, in order to ensure the graph is clearly legible, try not run the report for more than a 6 month period at a time. From and Until - Select the start and end dates that you wish to run the report for.

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145 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. Due to the nature of information in this report; it is recommended that it be run for at least a 3 month period, although running the report over too long a period will cause the graph on the final page to be unclear. The recommended period for this report is 3 to 6 months at a time.! The graph at the bottom of the page can get a bit messy and complex to follow if you specify too many months at once, in order to ensure the graph is clearly legible, try not run the report for more than a 6 month period at a time. From and Until - Select the start and end dates that you wish to run the report for.

146 146 Aura BackOffice Reports The final page of this report displays a graph summary of the report period; as seen below:

147 Reports Average Taking per Day The Average Takings report displays a clear-cut summary of the sales on each day, along with total sales so far for the month. This report does not take any store expenses into account, it is only sales amounts. From and Until - Select the start and end dates that you wish to run the report for.

148 Aura BackOffice Reports Royalty Schedule The Royalty Schedule Report is a compilation of information designed for stores that pay a royalty fee and advertising fee to the brand owners. Consisting of three pages, each page contains the required information to show the sales related information for the selected month. From and Until - Select the start and end dates that you wish to run the report for. Optional Till Shift Range - By selecting this option, you can specify the till shift numbers as opposed to the date range. This option is recommended if you regularly trade past midnight. Extra Report Options By selecting to enable Optional Till Shift Range, the report ignores the selected dates and instead runs by whichever till shift numbers you enter in the above spaces.