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Reports
Reading your daily profit and loss, and the sales reports behind it. This page is for managers and administrators.
The daily profit and loss
Go to Reports → Daily P&L. This is the statement you look at to know how the day went.
It has three columns — Food, Drinks, and Total — so you can see whether food or drinks carried the day.
What it calculates for you
- Gross sales — all sales for that day.
- Round off — the small differences from rounding to whole naira.
- Cost of goods sold — what the food and drinks actually cost you. Drinks come from the stock you sold. Food comes from the kitchen's count. See below.
- Gross profit — sales minus what the goods cost.
- Employee cost, rent, depreciation, electricity — your figures, from the values you entered in P&L settings.
- Net profit — what you actually made.
Spicy highlights prime cost — drink cost plus employee cost — because for most restaurants that is the number that predicts whether the month survives.
"Food usage not counted" is the warning to pay attention to. It means you sold food that day but nobody filed a kitchen count, so food cost shows as zero. The day's profit will look better than it is. Do the kitchen count.
Where food cost comes from
Drink cost is exact — Spicy records every drink sale and knows what each drink cost.
Food cost comes from the kitchen's count. If you filed a consumption and waste count for that day, the statement uses those figures. If not, food cost shows as zero and the statement says so.
Spicy also shows theoretical food cost — what your recipes say you should have used — next to the actual figure. The gap between them is one of the most useful numbers on the statement:
- A small gap means the kitchen is counting accurately and portioning well.
- A large gap means over-preparation, unrecorded waste, or a rushed count.
These two lines are notes on the statement. They do not change your profit. They explain it.
Filling in your expenses
Open the day's statement and add:
- Add material — consumables outside your stock records, like gas or charcoal. Enter a quantity and rate.
- Day and rates — electricity meter readings at open and close, and the rate. Spicy calculates the cost.
- Add expense — one-off amounts for that day only.
Rent, salaries, and other regular costs come from Reports → P&L settings. Add them once and they appear on every day's statement. Spicy spreads monthly amounts across the month.
Use the employee cost override when a particular day is unusual — a big staff party, overtime, a shortage.
Submitting
Preview it, then submit. After you submit it, Spicy freezes the figures, so later changes to your settings do not rewrite history.
If you spot a mistake afterwards, cancel it and amend. Spicy links the amendment to the original, and both stay on file. You cannot edit a submitted statement.
Submitting does not write anything to the accounts — it summarises what is already there.
Sales reports
Find these reports under Reports. Filter them by date range.
| Report | What it answers |
|---|---|
| Today | How are we doing today? |
| Daywise | Which days were good, which were bad? |
| Monthwise | How each month compares with the one before. |
| Item-wise | What sells, and what does not. Filter by department or group. |
| Employee-wise | Bills and value per cashier. |
| Service-wise | Dine-in against takeaway. |
| Time-wise | What do we sell at 8pm against 2am? It tells you when to staff up. |
| Cancelled invoices | What were we losing to cancellations, and why. |
| Average bill | Are we selling more cheaper orders, or fewer larger orders? |
| POS register | Each closed shift, with what each drawer should hold against what the cashier counted. |
Every report shows food and drinks apart. Most export to CSV.
Check the time-wise report early. It is the report most restaurants under-use. Knowing your 7pm to 10pm rush is worth more than most of the others, because you can act on it directly. It tells you when to bring staff in.
Stock and food usage
Find these under Inventory — see Inventory.
- Stock balance — the quantity and value of what you have.
- Stock ledger — every movement.
- Food usage — expected against actual, and any dishes with no recipe.
Ledger reports
Find these under Accounting — see Accounting.
- General ledger — every entry, filterable by account.
- Trial balance — what each account holds.
- Profit and loss — a summary of the ledger over a period.
Two profit and loss figures
Spicy has two profit and loss figures, and they will not match line for line. This is normal.
- Daily P&L — a management view for one trading day, in food, drinks and total columns. It uses the kitchen's count for food cost, and it includes the expenses you type in.
- Accounting profit and loss — what the ledger actually contains over a period. It includes only what Spicy posted.
The daily statement includes rent and salaries from your own entries. The ledger includes reversals and accruals that have no equivalent on a given day's statement.
How much to trust each number
| Figure | How good it is |
|---|---|
| Revenue | Exact. Spicy takes it from the orders at the time of sale. |
| Drink cost | Exact. Spicy takes it from the stock those sales used. |
| Food cost | Only as good as the kitchen's count. |
| Rent, salaries, electricity | What you entered. Spicy does not read them from anywhere. |
That last row matters. The expense lines are yours to keep accurate. Spicy does not check them.