Introduction
The following tools provide a client account facility to assign head office costs, discount and recurring items to outlets and produce an additional trading report for each outlet.
Assumptions
You are using the finance module and are a head office user
Where to find this
Head Office > Finance > Client Account
Step-by-Step guide
You will be presented with a number of options as detailed below:
Actual Labour Costs
This tool enables the user to enter a labour figure for an outlet. The figure entered is displayed in the Trading Report and the BVA (Budget vs Actual) report if activated.
Actual labour can be set up to be entered either weekly, monthly or by reporting period. This entry format can be configured in the database by IndiCater.
Labour costs can be entered manually via the standard screen or by selecting ‘Actual Labour Costs Template’ and inputting the data this way.
A further guide on adding Actual Labour Costs can be found here: Adding Actual Labour Costs
Head Office Budgeting
This tool allows the user to set the Annual Budget for an outlet. As shown in the below screenshot, you can select the Outlet and then the Department linked to said department.
Once this has been selected, you can then add in the relevant budgets for Sales and Costs for each week.
Head Office Other Costs
The Head Office Other Costs tool allows a user to add Head Office costs to outlets where they have not received an invoice e.g. Management Fee, Depreciation etc.
The system will default to the current work week and you will see any transactions that have already been entered.
You can add your Head Office Other Costs using the +Add button located on the right-hand side of the screen. You can then follow the inputs and assign area, category and outlets for which the costs to be assigned to. For further information on how to add Other Costs, please see this guide: Adding Head Office Other costs and Setup.
Outlet Options
Outlet Options will display a number of details surrounding each outlet. This tool will provide a user with the following information:
Outlet Name, Stock Ownership, VAT Status, Breakdown, Budget, Internal Sales and Total Charge.
Outlet Reserves
Outlet Reserves will allow a user to view the current reserve for each outlet. In this example, the current reserves set up are Stock, Cleaning & Disposables, Sundry and Labour.
Each category can be determined by the Head Office. To add a new figure into your reserves, you can select the highlighted ‘View’ text. This will then bring to you following screen:
To add a reserve, simply select ‘Add’ (to the right of the screen) on the line of the type of reserve you wish to add. You will then be prompted to enter the value of the reserve and record any notes detailing this record. When complete, select ‘Update’ and the entry will now be presented on the screenshot shown above.
Outlet Transactions
This feature enables head office users to add transactions to an outlet even if the outlet's week has been closed and data has been exported.
You can select the correct Area and outlet for which the transactions is to be added. Then simply complete the information with the date, department and category that you are transferring to and from.
Add in the final transaction amount and select save.
Recurring Costs
This tool allows a user to assign a recurring cost to either an individual outlet or to every outlet in question. On the recurring costs landing page, simply select the outlet in question or select ‘All Outlet Costs’.
Once you have selected ‘Add’, you will be brought to the allocate recurring cost screen. Simple select the outlet in question, the description of the cost and the amount before finalising the cost input by selecting ‘Allocate’.
Supplier Discounts
Each supplier record can have a percentage discount associated with it. This can be controlled in Head Office - Outlets - Set Up - Set Up Supplier Discounts.
The client account tool for Supplier Discountss will allow you to record the amount of discount returned for each week of the financial year.
Simply select the outlet in question and then input the amount returned into each specific period (week) of the year. When complete, scroll to the bottom of the page and select ‘Update Discounts’.
Record Customer Numbers
This tool allows a user to record the number of customers that each outlet deals with on a weekly basis, alongside filtering them into different customer types.
The intial landing page will default to customer types and display any currently set-up. To add a new customer type, simply select ‘Add’, input a name for the type of customer and select ‘Add Customer Type’. In this example, two customer types have been created titled ‘VIP’ and ‘Tourist’.
Once the customer type’s have been created, you can then proceed with recording passenger numbers. Select the ‘Record Passenger Numbers’ tab and select ‘Add’. Each previously recorded entry for customer numbers will be presented on the landing page for recording passenger numbers.
To record the passenger numbers, select the operating year, month and day. You can then select to add the numbers either by Area or by Outlet.
You can then add each passenger number into each of the Customer Type’s created. When the numbers have been added, simply select ‘Add’. You will then find the numbers present on the ‘Record Passenger Numbers’ homepage.