Contents of this article are applicable to the following users
Tier: GROWTH, SCALE,
Platform: Web
Access Level: Owner
⚠️ Beta Feature
The Cost Summary: Sales & Costing Report is currently in beta. Figures shown are estimates only and should not be used as the sole basis for payroll or financial decisions. Data accuracy depends on complete and correct staff compensation setup. If you notice discrepancies, please contact us.
This guide will cover the following :
Getting Attendance Data
Getting Sales Data
This guide is for accounts that have Cost Summary Tab in Reports activated. If you would like access to this report, please contact us and we will enable it for your account.
Setting up staff profile
Ensure that your staff are tagged to the correct section; that their compensation are tagged correctly based on their appointments.
Example:
hourly for part-timers
monthly for full-timers
To view an accurate value of leave hours and cost for a particular section, ensure that each staff’s home sections are tagged correctly.
To set up staff profile :
In the Web app, go to “My Team” > Select Staff Profile
Click on "Work Information"
Click on the Home Section field > Set the Section then click “Save”
Compensation Setup Checklist
For the report to reflect accurate labour cost figures, complete the following setup steps for each staff member before viewing the report:
Set pay type ; Assign each staff as Hourly or Monthly (Salaried) under My Team > Current Wages Setup → Wage Type.
Key in compensation rate ; Enter the correct hourly rate (for hourly staff) or monthly salary (for salaried staff) in the same Work Information section.
Set home section ; Ensure each staff is assigned a Home Section so leave costs are attributed to the correct section.
Configure overtime (OT) settings ; If you track OT costs, ensure OT rules and rates are configured under Settings > Time and Attendance > Overtime
Tag staff to correct sections ; Staff must be assigned to the correct outlet/section so their cost appears under the right section in the report.
⚠️ Note: If any compensation fields are missing or incorrectly set, the corresponding labour cost figures in the report will be incomplete or inaccurate. Review all staff profiles before relying on report figures.
Getting Attendance Data
Ensure that staff are scheduled and clock in and out of their shifts to get labour hour figures. Find out more here.
Getting Sales Data
Ensure that you have input actual sales data.
Find Cost Summary
Use Cost Summary to review actual sales and labour costs for your selected date range and section.
To access the report:
Go to :"Reports" > "Cost Summary
Select the date range and section of interest
The report will reflect those selections.
Refer to the below table for an in-depth explanation of each column -
Column Name | Explanation |
Actual Sales ($) | Actual Sales for this section for this time period |
Target Sales ($) | Target Sales for this section for this time period |
Variance ($) | Actual Sales - Target Sales |
Actual Labor ($) | Total actual labour cost (Salaried + Hourly staff) |
Salaried Labor ($) | Labour cost for Salaried staff |
Salaried OT ($) | OT cost for Salaried staff |
Hourly Labor ($) | Labour cost for Hourly staff |
Hourly OT ($) | OT cost for Hourly staff |
Labor Percentage | Actual Labor / Actual Sales * 100% |
Compare Scheduled and Actual Costs
Schedule Cost Summary helps you compare planned labour costs from scheduled shifts with actual labour costs and sales for the same selected dates and sections.
Availability: This beta report is available in the Cost section of Reports for Owners with permission to view employee wages, when Schedule Cost Summary is enabled for the organisation.
To open the report:
Go to Reports > Schedule Cost Summary.
Select one or more sections and a date range. The report supports a date range of up to 92 days.
Review the section totals and the Employee Breakdown below the summary.
How the report is calculated
Value | What it includes |
Actual Sales | Recorded sales for the selected section and date range. |
Target Sales | Sales targets for the selected section and date range. |
Actual Hours and Actual Labour Cost | Hours and calculated labour costs recorded for worked shifts in published weeks. Paid leave and day offs are excluded. |
Scheduled Hours and Scheduled Labour Cost | Hours and calculated labour costs from the shifts scheduled in published weeks. |
Headcount | The number of staff with actual or scheduled hours in the selected sections and date range. |
Employee Breakdown | Actual and scheduled hours by staff and section. It can also show basic, overtime, event or public-holiday, and weekend categories. Labour cost and rate fields are visible only when you can view labour costs. |
How to compare the values
Measure | Calculation |
Actual sales per labour hour | Actual Sales ÷ Actual Hours. |
Estimated sales per labour hour | Target Sales ÷ Scheduled Hours. |
Actual labour percentage | Actual Labour Cost ÷ Actual Sales × 100. |
Scheduled labour percentage | Scheduled Labour Cost ÷ Target Sales × 100. |
A value displays as - when the report does not have the required cost data or the relevant hours or sales value is zero.
Why scheduled and actual amounts may differ
Scheduled values use planned shift hours and target sales. Actual values use recorded work hours and actual sales. The two sets of values can differ when recorded work hours differ from the planned schedule, or when actual sales differ from target sales.
Exporting Report
Click on the “Download” Icon > Choose the format you wish to export in
Sample of the exported report:
Note: If there is missing data in the Cost Summary Report, please give it up to an hour to update before checking again.
FAQ
Q: Why can the same staff member appear more than once in Employee Breakdown?
A staff member can have separate rows for the same section when their pay rate changes during the selected date range.
Q: Why are labour cost columns not visible?
Labour cost and rate fields are shown only to users with permission to view employee wages.