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Generating Menu Reports

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TouchBistro’s Menu Reports section allows you to generate reports about your menu items and products: break downs of sales by menu items, voids, food costs, and inventory reports.

Note: If you are using Inclusive Tax, see this discussion about how that effects reporting.

Chapter 1. Accessing Reports

To access a report login either as a manager profile or the admin profile. Best practices are not to use the admin login unless you need to access admin function to make permanent changes to your restaurant.

In this guide, we’ll assume you’re using a manager profile (or a profile that has Can Access Reports enabled).

1. From your floor plan screen tap Options.

2. Tap Reports.

3. The Previous Business Days screen lets you quickly access individual business days (that is the block of time when you opened your venue via TouchBistro and when you closed it). Hence, a Business Day will not be 24 hours. If you opened your venue at TouchBistro at 9 am Tuesday and did your end of day and closed it Wednesday 3 am, TouchBistro will record that as a business day. In this example, we’re interested in a date range. We’ll generate a payments report for all staff for a week. Tap Cancel to set a date range.

4. Use the date wheels at the top to set the start and end of the range. In this example, we’re setting the range from the very start of July 1 to the end of July 31. So, the whole month of July. TouchBistro treats 12:00 AM as the start of the day and 11:59 PM as the end of the day.

5. Tap Menu to access reports associated with your menu items and sales.

Chapter 2. Generating a Sales Item Totals Report

The Sales Item Totals report will give you a breakdown of all menu items, how many times each menu items was ordered, and the total gross revenue of each menu item. Items flagged as returnable will show return counts. It will also report a breakdown of voids.

1. Before you add the report, tap the Information icon associated with the report to specify the sort order:

Option

Description

Sales Totals

Sorts sales from highest grossing menu item to the lowest.

Item count

Sorts sales from the most sold menu item to the least sold.

Item Name

Sorts menu items alphabetically.

Sales Category

Sorts menu items by their sales category and identifies which sales category the item belongs to.

2. Add the Sales Item Totals Report to the Current Report column by tapping it.

3. You can add in additional reports by tapping them. For example, tap Food Cost Report.

4. You can remove a report at any time by tapping the Delete icon next to the appropriate report and then tapping Delete.

5. If you’ve created a report with multiple reports and you’ll need to re-generate the report at a later date, tap Save Template As. Use Load Template to access this saved report.

6. Tap Generate Report on the top right when you’re ready to view the report results.

7. When you generate a report, TouchBistro gives you the following options at the top of the report:

Option

Description

Tap CSV to email the report as a CSV (comma separated values) file. A CSV file can be opened in a spreadsheet.

Tap Email to email the report as a formatted email.

Tap Printer to print the report to a configured printer.

8. If you choose to email your report, ensure you’ve setup an email account under your iPad’s Settings. TouchBistro uses your iPad’s existing email credentials for emailing.

Chapter 3. How is the Sales Item Totals Report Generated?

The Sales Item Totals Report combines data from three sources:

Menu items sales counts and totals flow from your closed bills. Totals are before tax.

On an item you’ve flagged as Allow Returns, you can tap the item and then tap Return This Item (Negative Price) to process a cash or credit card return. You have to explicitly flag menu items as being returnable in Admin | Admin Settings | Menu | Menu Items.

Voids are items cancelled after being sent to the kitchen. Voided items do not calculate into menu item totals.

Chapter 4. Adding Additional Reports

The Menu reports section provides ten reports in total. In addition to the Sales Item Totals Report, you can add a Food Cost Report, Alcohol Cost Report, Modifier Report, Inventory Lists, Low Inventory Totals, and Sales by Menu.

Chapter 5. Food and Alcohol Cost Reports

The Food Cost and Alcohol Cost reports are similar. Each report shows you each menu items, number of items sold, the gross sales, the gross costs, and what percentage of the gross sale is the cost.

Note: if you’ve added custom Sales Categories, items sold under those custom sales categories do not appear on your food or alcohol cost report.

Section 1. Sort by

Before you add a Food Cost or Alcohol Cost report, tap the Information icon associated with the report to specify the sort order:

Option

Description

Sales Totals

Sorts sales from highest grossing menu item to the lowest.

Item Name

Sorts menu items alphabetically.

Section 2. How are the Food and Alcohol Cost reports Generated?

1) Closed Bills

Menu items sales counts and totals flow from your closed bills. Totals are before tax.

When you edit a menu item, you can enter the item’s cost. The Food and Alcohol Cost reports use this figure to calculate total costs. If you later change the cost figure (because, for example, the your cost of making lasagna has gone up), TouchBistro will not retroactively recalculate the food or alcohol cost based on the new figure. Your reports will properly reflect the costs as entered for the given time period.

Chapter 6. Modifier Report

The Modifier Report gives you a breakdown of which menu item modifiers are being used and how often. If modifiers come with an extra charge, the report will display how much money was earned from the modifier. This report can be useful for determining top selling and poor selling modifications and adjusting your modification options.

Section 1. Sort by

Before you add a Modifier report, tap the Information icon associated with the report to specify the sort order:

Option

Description

Modifier Name

Sort modifiers alphabetically.

Modifier Count

Sort by most popular modifier to least popular.

Total

Sort by modifier with the highest gross.

Section 2. How is a Modifier Report Generated?

1) Using and Setting Up Modifiers

This report tracks modifiers applied to menu items in the order screen.

Modifiers are added under Admin | Admin Settings | Menu.

Chapter 7. Inventory List Reports

The Inventory List report gives you a breakdown of menu items you’re tracking in inventory. It shows how many items remain.

Section 1. Sort by

Sorting results is typically done with the report’s associated Information icon. However, sorting for Inventory List reports is done by simply selecting the report with the specific sort order. Unlike other reports, you can actually add several inventory sorts to your report.

Section 2. How is an Inventory List Generated?

1) Setting Up Menu Item Inventory Counts

Initial inventory numbers for any given menu item are entered under Admin | Admin Settings | Menu | Menu Item. Inventory numbers are set by tapping the Inventory button. As items are ordered via the order screen, the count is decreased appropriately.

Chapter 8. Low Inventory Totals Report

The Low Inventory Totals report shows you menu item inventory counts and their corresponding “low inventory” warning setting.

Section 1. Sort by

Before you add a Low Inventory Totals report, tap the Information icon associated with the report to specify the sort order:

Option

Description

Item Name

Sort menu items alphabetically.

Item Count

Sort by menu item from the highest “Warn at” setting to the lowest.

Section 2. How is a Low Inventory Totals Report Generated?

1) Setting Up Menu Item Inventory Counts

Initial inventory numbers for any given menu item are entered under Admin | Admin Settings | Menu | Menu Item. Inventory numbers are set by tapping the Inventory button. The Warn At setting is likewise set when you’re setting initial inventory numbers. This number remains unchanged unless you alter it.

Chapter 9. Sales by Menu

The Sales by Menu report shows you a breakdown of menu categories ordered by Menu.

Section 1. Sort by

Before you add a Sales by Menu report, tap the Information icon associated with the report to specify the sort order.

Option

Description

Menu

Sorts alphabetically by Menu.

Sales Total

Sorts by sales totals, from highest grossing Menu to lowest..

Item Count

Sorts sales from the most sold Menu with most sold menu category items to the least sold.

Section 2. How is the Sales by Menu Report Generated?

When items are order, TouchBistro will record which Menu they were order under.

For example, imagine an item (e.g., a Bloody Mary) was ordered from the Drinks category under the lunch menu.

Later that night an item was ordered from the Drinks category under the dinner menu.

Running a Sales by Menu report we can see how TouchBistro recognizes which Menu and Menu Category the item was ordered under.

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