Reports

Use this page to run reports in the portal, export them, and read the main sales reports.

Who can do this: anyone whose company has reports in the portal. You see only the stores your user account covers.

Open a report

1. In the top menu, click Reports.
2. Click a report under Standard Reports. For example, click Sales.

The list depends on the services your company uses. A report you do not have is not in the menu.

Note

The Labor report is not shown to people with the Store User role.

Run a report

1. Click the Dates box.
2. Choose a preset, such as Yesterday, Last 7 Days or This Month. Or pick a start date and an end date on the calendar, then click Apply.
3. Click the Locations box and tick the stores you want.
   • Click Select all to tick every store.
   • Type in the box at the top of the list to find a store by name.
   • If you can see only one store, it is already chosen.
4. If the report has a Report Type list, choose the view you want.
5. Click Run.

The report opens below. The date range starts as the current month.

Change what the report shows

After a report runs, the criteria close so the table has room.

• To change the dates, stores or report type, click Change Report Criteria. Then click Run again.
• To hide or show columns, click Choose Columns. Tick the columns you want and click Update.
• To narrow the rows, type in the Search box above the table.
• To see more rows on one page, change the number in Show entries.
• Some reports draw a chart above the table, such as sales and transactions by date.

Export a report

Above the table are the export buttons:

• Copy copies the rows, so you can paste them into a spreadsheet.
• Excel downloads an Excel file.
• Print opens a page ready to print.
• PDF downloads a PDF file.

The Labor report has CSV in place of Copy.

Exports include only the rows on screen

A long report is split into pages. The export buttons take only the page you are looking at. Before you export, set Show entries high enough to show every row. The largest choice is 5000.

The main reports

Sales

Sales answers "what did we sell?" Choose a view in Report Type:

Report Type	What it answers
All Sales Detail	Every item on every check: store, terminal, date, time, item, price, category and department.
All Sales Detail By Check	The same lines, grouped by check, with subtotals.
All Sales Summary	Each item's quantity and total for the dates you chose.
Sales By Individual Items	Each item per store, split into sold on its own and sold as a modifier.
Sales By Items Across Stores	Each item's quantity and total, with all your chosen stores added together.
Sales By Category	Totals for each report category, per store.
Sales By Department	Totals for each department, per store.
Modifiers By Date	Modifier sales, day by day.
Modifiers By Menu Items	Modifier sales, grouped under the item they were added to.
Modifiers By Menu Items By Date	The same, day by day.

Tips for the Sales report:

• To find one item before you run the report, type part of its name in Search Term. It also matches category and department names.
• In All Sales Detail, click Details in the Check column to open that whole check in a new tab.
• In Sales By Category, click Details in the Drill Down column to see the items behind a category total.
• In All Sales Detail By Check, tick Show Subtotals to show or hide the subtotal rows.

Voids & Waste

Voids & Waste answers "what was thrown away or taken off a check, and why?" Choose a view in Report Type:

• Waste Detail lists each wasted item, who wasted it, when, the reason and the cost.
• Waste Summary totals the waste.
• Void Detail lists each voided item, who voided it, when and the reason.

Refunds

Refunds answers "what money did we give back?" Choose a view in Report Type:

• Refund Detail lists each refund with the check number, cashier, manager, reason, tender and amount.
• Refund Summary totals the refunds.

Daily Sales Summary

Daily Sales Summary answers "how did each store do each day?" It shows one row per store per day: transactions, net sales, tax, gift card sales, card totals, labor and discounts. Subtotal rows add up each store.

Choose a view in Report Type:

Report Type	What it answers
Daily Sales	The full daily picture.
Daily Sales By Department	Each day split by department.
Daily Sales By Category	Each day split by report category.
Daily Sales w/ Invoice Details	Each day's supplier invoices beside its sales: invoice number, amount, invoice category, vendor, and whether it was paid in cash and was for food. The day's net sales, tax, card totals, deposits, over/under and labor are on the same row.
Daily Sales w/ Forecast	Each day's forecast beside what really happened: gross sales, net sales, voids, waste and other waste.
Catering Sales	The days with catering sales: net sales, Catering Sales and Catering Qty, with a subtotal for each store.

Days that were typed in through Manual Sales Entry also appear here. In Daily Sales, the Type column tells you which rows they are. Daily Sales w/ Invoice Details and Catering Sales show only days typed in through Manual Sales Entry.

Labor

Labor answers "who worked, for how long, and what did it cost?"

1. In Locations, choose one store.
2. In Pay Periods, choose the pay period.
3. In Report Type, choose Labor & Payroll Summary or Labor & Payroll Detail.
4. Click Run.

The pay periods follow the payroll schedule set for the store.

Hours clocked on the register count here after the employee clocks out. Pay shows as 0 until the employee has an Hourly wage.

Other reports you may see

Invoice Summary and Manual Summary list the invoices and daily figures typed in through Manual Sales Entry.

These appear only when your company uses the matching service:

• Inventory: what was available, sold and left, per product.
• Store Traffic: people in and out of each store by hour, beside sales and transactions.
• Catering Orders: catering deliveries, orders, and each catering customer's lifetime value.
• Mobile Ordering: orders from your ordering app and website, and a reconciliation of fees and payouts.

Corporate administrators also see User Logins, a list of who signed in and when.

Departments and report categories

Every menu item carries two labels. Reports use both, and they answer different questions.

• The department is where the item rings: the tab on the register and the printer it goes to. Examples: Breakfast, Pizza, Store Items.
• The report category is what kind of money the item is. It usually decides the tax class. Examples: Food, Beverages, Alcohol, Tobacco.

One department can hold several categories. A Store Items tab might hold alcohol, tobacco and packaged goods. One category can span several departments. Food might come from Breakfast, Pizza and Sandwiches.

Use Sales By Department to see how each part of the menu sells. Use Sales By Category to see what kind of money came in, for example for tax or royalty work.

Each sale keeps the department and category the item had when it was sold. If you change an item's category later, only new sales use the new one.

If you rename a category or department, older sales keep the old name in reports.

You set both labels in the portal. See Menus.

What "Unclassified" means

Unclassified is the category of an item that has no report category. It is not a mistake in the report. It is a gap in the menu.

Sales of these items are counted as Unclassified. They are never folded into OTHER. OTHER is a real category, for things like fees, deposits and gift cards.

To fix it, give the items a category. See Find and fix Unclassified items.

Note

Older sales, from before Unclassified was introduced, may show a blank category instead.

When the numbers are not there yet

Reports show sales after the store's register or back-office computer sends them in.

• Sales from a Fran-Trak register reach reports within about three hours. Some reports show them sooner. The register does not need to close out the day first.
• For other registers, today's figures can be partial until the store's back-office computer sends them in.
• If a store on another register shows nothing for a day it was open, check that it closed out that day.
• If a store still has no data, contact support.