Guide
08 — Money and reports
For the admin and managers; cashiers use Order history.
1. Where the numbers come from
Payments taken by cashiers ──▶ Sales in ─┐
Supplier payments (chapter 05) ──────────┼──▶ Accounting › Ledger (cashbook)
Petty cash top-ups and spends ───────────┘
Sales − cost of recipes ─────────────────────▶ Accounting › Analytics (gross profit)
Stock, waste, counts ────────────────────────▶ Inventory › Reports| Screen | Answers |
|---|---|
| Order history (cashier) | Which tables paid, how much, and who served them? Reprint a receipt |
| Accounting › Analytics | How much did we sell, and how was it paid? What sold best? Who sold most? |
| Accounting › Ledger | What money came in and went out, and how much is in the petty cash box? |
| Inventory › Reports | What is the stock worth? What does each dish cost? What did we waste? |
2. Order history (cashier)
Order history lists every paid table with the time, waiter, status and total. The printer button reprints the receipt, for a guest who asks for a copy.
3. Analytics
- Accounting. The Analytics tab opens, for the last month.
- To see another period, change From and To, then Refresh. For one day, set both to the same date.
| Box | Means |
|---|---|
| Revenue | Total paid in the period, and the number of paid tickets |
| Avg ticket | Revenue ÷ tickets, and the number of guests |
| Cash, M-Pesa, Card | How it was paid. At closing, count the cash drawer against Cash and check the M-Pesa statement against M-Pesa |
| Gross profit | Sales without VAT, minus the recipe cost of what was sold |
| Top food, Top drinks | Best sellers by quantity |
| Waitstaff performance | Tables, guests and sales per waiter |
4. Ledger and petty cash
Ledger is the cashbook: every shilling in and out in the period.
- Sales in: payments from guests.
- Supplier payments: what you paid suppliers (chapter 05).
- Petty cash top-ups and Petty cash spent, with the Box balance: the cash that should be in the petty cash box.
Petty cash is a small box of cash for small buys (charcoal, a gas refill, transport).
- To put money in the box: Top up petty cash, the amount, and where the money came from (for example the till).
- To record a buy from the box: Record petty spend, the amount, a Description, a Category and the receipt or M-Pesa reference, then Save.
5. Inventory reports
Inventory › Reports has one tab per question:
| Tab | Shows |
|---|---|
| Profit & margin | Sales, cost and margin per dish for a period |
| Stock valuation | What the stock in each store is worth now |
| Food & drink cost | The recipe cost and margin of every dish |
| Usage | How much of each item was used |
| Wastage | What was thrown away, and its value |
| Count variance | Differences found in stock takes |
| Store movement | Stock in and out of each store |
| Supplier spend | How much you bought from each supplier |
| Slow movers | Items that hardly move |
Worked example
The demo's day, as Accounting shows it:
| KES | |
|---|---|
| Revenue (1 ticket, T01, 3 guests) | 1,750 |
| — paid by M-Pesa | 1,000 |
| — paid in cash | 750 |
| Supplier payment (Mama Njeri Poultry) | 9,900 out |
| Petty cash spend (charcoal) | 300 out |
| Top food | Chicken pilau (Large), Ugali |
| Top drinks | Fresh passion juice, Mineral water 500ml |
| Best waiter | Amina Otieno, 1 table, KES 1,750 |
Behaviour that looks like a bug but isn't
| What you see | Why |
|---|---|
| Revenue in Gross profit is lower than Revenue at the top | Gross profit takes out VAT (16%) first: 1,750 ÷ 1.16 = 1,508.62 |
| Supplier payments show at 3:00 AM | Only the payment date is kept, not the time |
| Cash in Analytics is less than the cash the guest handed over | Analytics counts the bill amount, not the change you gave back |
| Margin is very high | Some dishes have no recipe, so their cost is zero |
Checklist
- Cash in Analytics matches the cash drawer at closing
- M-Pesa matches the M-Pesa statement for the till
- Every petty cash spend is recorded, and Box balance matches the box
- Every dish has a recipe, so Amber shows no warning about dishes without cost