Café reports — LePOS Help

What it is for

With the café plan, Café reports break down the café's activity in four tabs: Sales (what sells, when and how, compared with the previous period), Kitchen (preparation time), Waste (what is removed after being sent to the kitchen, refunds, sold-out items) and Margins (what the items sold with a recipe earn). For the owner and managers only. It complements the Daily report without replacing it: the amounts are the same.

Choosing the period

Today, Yesterday, Last 7 days and This month show straight away.
For another period, choose From and To, then Show (366 days at most). The Period shown line reminds you of the dates of the figures on screen.
Days follow the shop's local time (the time zone is shown under the title), like the till's trading day. A sale counts on the day of the sale, a return on the day of the return.
Print prints the open tab. Each table has its own CSV button; Separator: semicolon for Excel in French, comma otherwise. The CSV contains every row, even when the screen shows only some of them.
If the message “… rows could not be broken down” appears, those rows are still counted in the totals but missing from the detail. If it keeps happening, report it to LePOS support.

Sales: the figures at the top

Orders: the number of café orders. With the café plan, every payment taken on the till is one, grocery baskets included; an order completed with an addition (see Kitchen and handing over orders) counts once, and its average receipt adds up its sales.
Average sale: the average amount taken per order, before returns.
Items per order: the average number of items. A combo counts as one item, and a weighed product as one item whatever its weight.
Net after returns: sales minus returns for the period, incl. tax.

Comparing with the previous period

Under each figure at the top, the arrow and the text give the difference from the previous period of the same length, lined up on the same days of the week: a Thursday is compared with the Thursday before, a week with the week before, “This month” (for example the 1st to the 14th) with the two weeks before. For a period that is not a whole number of weeks, the previous period is moved back by the next whole number of weeks above it (30 days are compared with the 30 days ending 35 days earlier): each day keeps its day of the week.

The difference is given as a value (+12 orders, −18.67 on the average receipt) and as a percentage. When the previous period was zero, the percentage is replaced by “—”, but the difference is still shown. before reminds you of the previous period's value.
The Compared with … – … line gives the dates of the previous period and the difference in sales incl. tax.
The summary CSV also contains the previous period, the difference and the percentage (empty cell when it makes no sense).
If the page shows The comparison is a rough guide, the two periods do not have the same number of Ramadan days, or the clock time was not the same: read the section on Ramadan below.

Reconciling with the Daily report

The Sales − returns = net line gives the same amounts as the Daily report for the same period, to the cent. Café reports count all sales, grocery and exchanges included, so the two reports match. If the two do not give the same net, first check that the period is the same.

Sales: the tables

Sales by product: quantity, sales, returns and Net incl. tax for each product, discounts deducted. Of which in a combo: the part sold in a combo. The screen shows the first 100 products; the CSV gives them all. The total of the Net incl. tax column is the net at the top.
Options chosen: how many times each option was taken and returned (an option taken ×2 on 3 coffees counts 6 times). Extras (menu price): the option's menu price, before discounts; this amount is not added to the total (it is already in the product prices). “of which … at a forced price”: lines whose price a manager changed; no extra is counted on them. A price reduction (negative extra charge) shows as negative.
Combos: combos sold, sales, returns and net. Their items also appear in the products: do not add the two tables together.
By station: sales by preparation station (kitchen, bar), according to the station at the time the order was paid. Not sent to kitchen: items that go through no station. No order: sales with no café order (grocery, exchanges). Unassigned: lines whose station could not be found.
By order type: eat in, takeaway, delivery, and No order, each with its number of orders, its net and its average receipt.
Peak hours: sales for each hour of the day, in shop time. Peak: the hour that brought in the most.

Days and hours

The Days and hours table crosses the day of the week (columns, Monday to Sunday) with the hour (rows): each cell gives the number of sales, or the amount incl. tax with the button of the same name. The darker the cell, the more sales, but the figure is what counts; the busiest cell is in bold and named above the table.

The day is the sale's trading day: a sale at 0:30 after a Friday evening counts on Friday, in the 00h row.
These are totals over the period, returns not deducted, like peak hours. Under each day, “2 d” reminds you how many times that day falls in the period: a Saturday counted twice naturally weighs more.
Only hours with at least one sale are shown. The CSV gives all 7 × 24 cells.
The table becomes meaningful after two or three weeks of data.

Kitchen: preparation times

Times are measured on the kitchen screen, or on the till for a printer station when Received and Ready are tapped there (see Kitchen and handing over orders), from when the order is sent to Ready. An order counts on the day it was taken.
Preparation time: “typical” is the middle time (half the orders are faster); “9 orders out of 10 in under …” only appears from 10 orders measured. The number of orders measured is always shown alongside.
Detail separates Sent → Received in kitchen and Received in kitchen → Ready, only when the cook presses Received in kitchen.
The coloured dots use the kitchen screen's thresholds: under 5 min, 5 to 10 min (watch out), 10 min or more (late).
Never marked ready: orders never set to Ready. Ready without Received in kitchen: Ready tapped directly. Changed after Ready, Cancelled, Recalls (orders brought back to the screen after Ready) and Switches to the printer (the screen was not responding and the ticket went to paper; the reason is shown).
A station that prints its tickets on paper has no times, except for orders set to Received or Ready on the till: “Printer station: no Received in the kitchen / Ready data for the period”. Its orders are counted as “not measured”, never as 0 minutes. The same goes for orders sent to paper after a switch.

Waste: what goes after being sent to the kitchen

Removed or cancelled after sending to the kitchen: items taken off an order already sent to the kitchen, by product. The Type says what happened: Cancelled (order cancelled), Removed (item taken off or quantity lowered), Replaced (options, note or combo changed), Moved (switched to another station, nothing is lost), Refunded. Latest events shows the detail (order, station, reason, time); beyond 500 events, the full list is in the CSV.
The estimated value is calculated at the order price, excluding receipt discounts, and only for Cancelled and Removed. It is an estimate of what the item was worth at sale, not its cost: the cost of ingredients lost is in Recipes and costs › Waste (see Recipes and costs). Replacements, moves and refunds are not valued.
Café refunds: refunds for the period, by reason, with their total.
Sold-out items: by day and by product, how many times it was marked sold out and put back on sale, and the time it first sold out.

Margins: the margin achieved

The Margins tab shows, for each product sold with a recipe (see Recipes and costs):

Net revenue excl. tax: sales excl. tax, discounts deducted, minus returns for the period.
Cost booked: the cost of the ingredients actually deducted at each sale, at the average cost at the time, options chosen included, minus what returns put back into stock. It is not today's cost: milk bought at a higher price last week does not change the cost of coffees sold before.
Margin and Actual margin (%): net turnover excl. tax minus cost booked.
Theoretical margin today (%): the one on the Recipes and costs page, calculated with today's recipe, cost and price and the default options. Difference (points): the gap between the two. A difference comes from the options chosen (almond milk costs more), discounts, or a cost that has changed since the sales.
Waste is not deducted (prepared items then returned, kitchen cancellations, breakage, items on the house): it is in Recipes and costs › Waste, at cost.
A line where an ingredient had no known cost at the time of sale is left out of the table and counted separately, like lines with no recipe (grocery, products with no recipe). The note under the table gives their number and their amount excl. tax: with them, you get back to the net turnover excl. tax on the Sales tab. To leave fewer lines out, enter a cost when you receive each ingredient.

Comparing periods: watch out for Ramadan

During Ramadan, opening hours and habits change (few sales during the day, a peak after ftour). A period covering all or part of Ramadan cannot be compared with an ordinary period: the average receipt, peak hours, days and hours and kitchen times do not mean the same thing. The page flags it when the two periods compared do not have the same number of Ramadan days; the dates are approximate (calculated calendar; in Morocco, the month starts when the moon is sighted, often a day later). Compare instead with the same period the previous year, or look at the Ramadan days separately. The same goes for Eid days.

Reports follow the shop's clock time on the date of each sale, clock changes included: a sale at 9 pm stays at 9 pm. If the clock time was not the same over the two periods, the page flags that too.