Weekly food & GP reporting

Conventions established

• GP calculated on sales net of VAT rather than the till's own net figure, with purchases-based cost of sales.
• Inter-site stock transfer adjustments, and supplier invoice splitting by sub-total with non-food consumables excluded.
• Checksum-based duplicate control across shared supplier accounts — worth around £600 a week if double-counted.
• A labour apportionment model for chefs covering multiple sites, plus break deduction and shift rounding rules for hourly kitchen staff.

How it has grown

• Food P&L became a full operations report: trading, floor and kitchen wages as a share of net revenue, what sold and who sold it, voids and discounts by till user, cleaning and temperature compliance, a staff incentive scheme, guests and bookings ahead, and actions with a named owner.
• Staff-app data comes from one read-only SQL export run every Monday. It works out its own dates and strips emails, phones, PINs, pay and bank details before anything leaves the database.
• Room revenue is spread across the nights stayed, from the booking system rather than the till, and last week is restated on the same basis so the comparison is like for like.
• The same report now runs weekly for a second group’s drinks-led sites, stacked in one PDF. Sales reconcile to the penny against the printed till totals, and a reusable read-only SQL pull covers hours, compliance, cash-ups, bookings and members.
• Nothing is left blank or guessed: a missing record is reported as “not received”, carried as an action, and counted as a repeat until it arrives.
• Dashboard-style vector charts: KPI cards with sparklines, ring gauges against target, a radar scorecard and pictogram grids. Monthly income reports split POS exports into drinks, food, rooms and tips by payment method.

Result

Schematics

The reportManager targetsReportGP by site