Using the Trading Report

Owned by Alan Makawa (Deactivated)
Last updated: Mar 08, 2023 by Jackie MacDonald
5 min read

Introduction

This guide explains how to use the Trading Report.

The Trading Report can be run either from an outlet or from Head Office (provided the user has the relevant permissions).

Assumptions

You should have the relevant user permissions to run the Trading Report (Refer to Gatekeeper for user permissions)

You can export the report into Excel, .csv or another format by clicking on the disc icon

Where to find this

Click on Finance >  From the dropdown for new reports select Trading Report

This opens a separate window with the reporting wizard

Step-by-Step guide

Step 1. Fill the following wizard with the appropriate detail required

Area : Select the area or all areas from dropdown

Outlet: Select Outlet or All Outlets from dropdown

Department : Select Finance Department

Year : Select year, defaults to current year.

Reporting Style : Select Week, Month or Year

Reporting Period : Choose the Reporting period depending on Reporting Style.

Include reserves : Defaults to No unless you have Reserves Tool activated( See Gatekeeper for use of Reserves Tool)

Click View Report

Step 2 . Report Breakdown  

Gross Profit Reporting

1.First to appear on the Trading Report is a breakdown of your income.

This is separated into the different income types, i.e. Cash Sales, Credit Sales, Internal Sales and Swipe Cards.

You may not use all of these and if you don’t use them then they will just appear as £0 value. 
There is a total income line appearing below the breakdown in bold. 

2  Next is the Opening stock figure. This will feed through from the previous week’s entry.

 If no stock is entered in the previous then it will take the last (food) stock take value and carry that entry through to each week until this figure is updated.  
 
This is a total figure of both simple stock take values and detailed stock takes. 
 

This is all food and beverage stock takes only – please note that any cleaning, disposables and sundry stock takes will appear in the bottom half of the Trading Report below the Gross Profit values.  

3. Next on the Trading Report are the lines related to Purchasing. 
Purchasing – the total of Purchase Invoices that have been entered with an invoice date for this week. 

Closing estimates – A total of the estimates entered for the week (plus previous estimates that have not yet been converted i.e. a rolling figure of accrued estimated costs). 

Opening estimates – this is the closing estimate cost from the previous week (to enable the Cost Of Sales calculation to deduct the closing figure from the opening figure to provide a cost of sales for the current week). 

Adjustments – This shows any adjustments to estimates that have been entered this week.

4. Stock Transfer Value will show the total value of any stock transfers that have been made out of or to this outlet.

5. NB: Stock transfers made out will show as a positive figure and stock transfers made in the outlet will show as a negative figure. This is due to the way this stock is calculated in order to achieve a cost of sales figure.

6. The closing stock figure will appear below this. Like the opening stock figure this is a total of all stock takes (for food and beverage stock) entered in this specific week. 
Below this on the report is the Cost of Sales figure. 
Taking the Income figures into consideration, you are then provided with a Gross Profit (GP) figure (£) and also a percentage below.

Net Profit Reporting


7.Below the Gross Profit info on the Trading Report is a breakdown of the figures that make up your net profit and other additional reporting info.

Labour – The Staff Rota line will show the total labour cost as entered into the staff rota/s for that week. In addition (or instead of), any Labour costs entered in Head Office using the ‘Actual Labour Costs’ tool will also show on this line.
 
8.Any purchases recorded using a labour type purchasing category will be recorded in the labour Purchasing line (this may be an agency staff invoice for example). Any labour transfers will appear on the transfer line below the labour purchase line A total Labour figure is provided below in bold.  
 
9. C/D – Below the Labour line is the Cleaning and Disposables breakdown. Here you will see the opening stock for each week of Cleaning and disposables stock. This will only show if you have tagged one or some of your purchasing categories to be ‘cleaning and disposables’ category AND have allowed them to be recorded as stock takes. (This is configured in Head Office ‘Outlet; Set Up’ by the relevant finance gatekeeper).
 
10. All Cleaning and disposables purchases will appear below this opening stock  figure. Please note that these are separated from your sundry, labour and stock (food and bev) purchases on this report so the values will differ from the total value that you see on the page when looking at your purchase estimates or invoices for one week in the Finance module.
 
11. The closing stock take for the week appears below this along with a line to confirm any cleaning and disposables stock transfers that have been made.
 
This provides you with a total cleaning and disposables consumption figure. 
 
12. Sundry – This line is a total figure of sundry costs. This figure is taken from all Sundry purchases that have been made either through Purchase Invoices or Local Cash Purchases.     
 
 
13. Total Overheads – This is a total of all non food and beverage expenditure (i.e. all your sundry, labour and cleaning and disposables costs).  Net Profit – This figure takes your Gross Profit figure and deducts the total overheads figure to provide you with the net profit.
Below the Net Profit line is some other info that may be useful to your business:


14. Cleaning Disposable : The percentage of net  profit spent on C/D
15. Wages : The percentage of net  profit spent on wages
16. Last Closing Stocktake :
17. Number of days Stock Holding :
18. Total Banking :Total banking value for that week along with  the closing cash in hand are recorded
19. Cash in Hand :
20. Total Number on Site : Total Numbers on Site is a figure entered into  the Outlet Set Up at Head Office  
21. Total Transactions : Total Transactions is fed through from the transactions figures entered in to the Cash or Swipe Income entries.  
22. Penetration % : The penetration % is calculated as Total transactions divided by Total Numbers On Site
23. Spend Per Head :
24. Trading Days : Is the number of days that have an income transactions, so if you enter sales Mon to Fri and run it for a week, trading days would be 5. It includes the Income transactions in any department.
 

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