Key points
- Read sales together with transactions, then work out the average per transaction.
- Compare with the same day last week, not with the day before.
- Before the rush, work out how many servings your top seller's ingredients still cover.
- Gross profit is sales minus COGS, before rent and wages come out.
A daily sales report is useful when its numbers help you decide something today, like buying ingredients that are running low or asking your cashiers to suggest a side item.
The way to get there is to check the same numbers every morning, before the rush, in the same order. Over time you'll learn what a normal day looks like at your outlet, so an odd number stands out quickly.
Example: To keep things concrete, this article uses one sample day. Yesterday was a Tuesday. Sales were Rp4,250,000 from 186 transactions, and the top seller was Kopi Susu Aren. This week, Kopi Susu Aren has sold 128 cups. Two items are running low: UHT milk (6 liters) and palm sugar (1.2 kg). Every number in this article is sample data, not from a real business.
Sales and transactions
Sales is the total you sold in a day. The transaction count is how many payments the POS took, which is roughly the number of paid orders.
Read the two together. Rp4,250,000 on its own doesn't say much. Was it a lot of customers spending a little, or a few customers spending a lot? The transaction count answers that.
What to do:
- If sales dropped but transactions held steady, customers came in as usual and spent less. Look at your side items and how your cashiers suggest them.
- If transactions dropped, fewer customers came in. Check things outside the menu first: opening hours, weather, or events near the outlet.
- If a number looks off, say far below normal, first make sure every order from yesterday was recorded and none is still unpaid. Check cancelled orders too, since they stay visible in the records.
- If the internet at the outlet dropped, make sure the POS device is back online. Data saved on the device only reaches the cloud once there's a connection.
Average per transaction
You can work this one out yourself: sales divided by transactions. In the example, Rp4,250,000 ÷ 186 = Rp22,849 (rounded).
Say a Kopi Susu Aren sells for Rp22,000 (a sample price). Then the average transaction is not much more than the price of one drink.
The average goes up when customers add something: a pastry, a snack, a larger size, or a drink and food bundle. A few things to try:
- Have your cashiers suggest one side that goes with the order, like a pastry with a coffee.
- Create a bundle with a clear price, such as coffee and a pastry. Bundle prices are set in Kazeer's promo feature.
- Put side items near the counter or on the first page of the menu.
Try one change at a time and watch the average for a week or two, comparing each day with the same day the week before. That way you'll know which change made the difference.
Compare with the same day last week
The easy comparison is yesterday against the day before. The trouble is that each day of the week has its own pattern. Monday and Saturday sales can look very different without anything being wrong. So compare Tuesday with last Tuesday.
Last Tuesday's numbers below are sample data too:
| Last Tuesday | Yesterday (Tuesday) | Change |
|---|
| Sales | Rp4,000,000 | Rp4,250,000 | up Rp250,000 (6.25%) |
|---|
| Transactions | 160 | 186 | up 26 (16.25%) |
|---|
| Average per transaction | Rp25,000 | Rp22,849 | down Rp2,151 |
|---|
Sales went up, which is good news. But transactions grew faster than sales, so the average per transaction fell. That means more customers came in, and on average each one spent less.
Why? Maybe a drink promo brought in new customers who didn't order food. Maybe a food item sold out early. The list of items sold will help you find out.
Two things to keep in mind:
- If last Tuesday was a holiday, a payday, a day of heavy rain, or the day of a big event near the outlet, compare with two weeks ago instead.
- One different day can be a fluke. When the same pattern shows up two or three weeks in a row, something has changed and needs your attention.
Top sellers and low stock
In our example, yesterday's top seller was Kopi Susu Aren, with 128 cups sold this week. The list of items sold gives you three things to check.
First, make sure you have enough to make it. The two items running low happen to be the main ingredients in Kopi Susu Aren: 6 liters of UHT milk and 1.2 kg of palm sugar. Work out how many cups that covers. The amounts per cup below are only an example, so use your own recipe:
| Ingredient | Left in stock | Per cup | Enough for |
|---|
| UHT milk | 6 liters (6,000 ml) | 150 ml | 40 cups |
| Palm sugar | 1.2 kg (1,200 g) | 30 g | 40 cups |
If you usually sell more than 40 cups of Kopi Susu Aren a day, buy more today, before the rush. Don't forget other drinks that use the same milk. To set a minimum stock level from your daily usage, see the guide to ingredient stock.
Second, look at the gross profit each item brings in, not just how many sold. Work it out as the selling price minus the ingredient cost per serving, times the number of servings sold. Your top seller isn't always the biggest earner, because an item with costly ingredients can sell well and still leave little per serving.
Third, look at the bottom of the list. An item that barely sells for weeks takes up room on the menu, and its ingredients can expire before you use them. Think about changing the recipe, putting it in a bundle, or taking it off the menu.
COGS, gross profit, and tax
COGS (cost of goods sold) is what the ingredients cost for the items you sold, plus packaging where there is any. Gross profit is sales minus COGS.
Example: Say the Rp4,250,000 is sales before tax, and yesterday's COGS was Rp1,700,000. Rp4,250,000 minus Rp1,700,000 leaves Rp2,550,000 in gross profit. COGS came to 40% of sales (Rp1,700,000 ÷ Rp4,250,000).
The percentage is more useful than the rupiah amount, because you can compare it from day to day even when sales differ. If it rises while your menu prices stay the same, check these three things:
- Sales shifted toward items with a higher COGS percentage. Compare the list of items sold with the same day last week.
- A promo or discount ran. Customers paid less, while the ingredients cost the same.
- Your supplier raised ingredient prices. Check your latest purchase receipts against the COGS you use for each menu item, and update any that changed.
Some ingredient costs don't show up in the list of items sold: ingredients that are wasted or go bad, and portions bigger than the recipe. You can find this gap by comparing what your stock counts say you used with what your recipes say you should have used. If you've never worked out COGS for each menu item, start with how to calculate menu COGS, which also covers waste and spills.
Gross profit also isn't money you can take home. Rent, staff wages, electricity, gas, and other costs haven't come out yet. Rp2,550,000 in gross profit for the day doesn't mean Rp2,550,000 in net profit.
Then there's tax. If your business charges customers tax, the tax in your report is money you'll pay out later, not income. Keep it apart from your daily cash, for example in a separate bank account, so it doesn't get spent on ingredients. In Kazeer, you can set up both VAT (PPN) and regional tax (pajak daerah). Check with a tax consultant or your local tax office which taxes and rates apply to your business.
Daily reports in Kazeer
In Kazeer, today's sales report updates itself, so there's no manual recap. COGS and tax are recorded from every sale, per outlet, and the report shows sales, COGS, gross profit, net profit after the operating costs you record, and tax. COGS per menu item can be calculated from its recipe, and ingredient stock goes down automatically with each sale. If you have more than one outlet, they're all in one account, with one report for all of them. You can see an example in Kazeer's reports.
With Kazeer AI, you can ask in the chat for yesterday's sales and number of transactions. From those two numbers, you can work out the average per transaction right away.
You can also ask in everyday words, on the web or in WhatsApp, such as "What sells best?" or "Which items should I check?" An answer looks like this (sample data): "This week your best seller is Kopi Susu Aren, with 128 cups sold." (Kazeer AI mostly replies in Indonesian; this answer is translated.)
Note: The Kazeer AI chatbot is included in all three plans: Free, Standard Monthly, and Standard Annual. See the plans for what each one includes.
Your morning check, in order
Save this list and run through it in the same order every morning:
- Yesterday's sales and transactions. Anything odd? Make sure every order was recorded.
- Average per transaction: sales divided by transactions.
- Those three numbers against the same day last week.
- Top sellers, and the items that barely sold.
- Low stock: work out how many servings it covers, then decide whether to buy today.
- COGS as a percentage of sales, and gross profit.
- Tax: set it aside from your daily cash.
Then pick one or two actions for today. You don't need to change everything at once, because small changes are easier to judge. Write the action down, and check the result next week on the same day.