Contents x
    Statistical Accounts
    • 02 Jul 2024
    • 3 Minutes to read
    • Print
    • Dark
      Light
    • PDF
    Contents

    Statistical Accounts

    • Updated on 02 Jul 2024
    • 3 Minutes to read
    • Print
    • Dark
      Light
    • PDF
    Article summary

    Statistical accounts are non-financial accounts that can be used to track operational information, such as the number of employees, number of tables/seats, and guest count. Once created, statistical accounts can be posted to through the normal journal entry process; however, when a statistical account is used, there will be no distribution for that detail as these types of accounts do not post to the general ledger.

    Statistical accounts are also available on budgets so that reports can be created to include their transactional and budget data. When used, statistical accounts allow operational data to be added to financial reports, such as Custom Financial Reports, which include both actuals and budget information for each account, and other account-specific reports in My Reports, such as the Trial Balance, GL Account Detail, Account Balance by Location, and Transaction Detail Export reports.

    Since statistical accounts do not post to the general ledger, they are one-sided entries and do not need to balance. They can be entered in both open and closed periods.

    As of now, Guest Count and Transaction Count are the only default statistical accounts in the system that are automatically updated daily via a DSS journal entry. However, additional statistical accounts can be created manually using the Import Tool. Learn how to import statistical account data.

    Statistical accounts can be created individually using the GL Account Record or in bulk using the Import Tool or Setup Assistant.

    Recommendations for Statistical Accounts

    The following are statistical accounts recommendations:

    • Guest Count

    • Labor Hours

    • Average Check

    • Square Footage

    • Number of Seats

    • Customer Survey Scores

    • Average Time at the Window

    • Number of Employees

    Navigation

    In the top ribbon, hover over Account and select New Account.
    A blank GL Account record opens in a new tab.
    To create a statistical account, select the Is Stat Account checkbox.
    When the checkbox is selected, the Parent Account and GL Type fields are replaced with the fields listed in the section below.

    Statistical Account Record

    Since a statistical account is a non-financial account, it does not need to be grouped by a GL Type. Therefore, the GL Account record is structured differently.

    Field

    Description

    Account Name

    Used to enter or edit the name of the account. Each account must have a unique name in R365. If a duplicate name is entered, a warning message notifies the user that the current name already exists in the system.

    Account Number

    Used to enter or edit the account number. Similarly to the Account Name, each account must have a unique number in R365. If a duplicate number is entered, a warning message notifies the user that the current number already exists in the system

    Description

    An open text field that can be used to provide a description of the account or any additional information about the account.

    Is Stat Account

    If selected, the fields of the GL Account record update, allowing the user to create a statistical account. Statistical accounts are non-financial accounts that can be used to track operational information.

    Control Account - Prevent Manual Journal Entries

    Marks the account as a Control Account and prevents it from appearing in the account selector when a Journal Entry is manually created. Marking certain accounts as Control Accounts can help to reconcile accounts faster and reduce the time required to close a fiscal period.

    Stat Account Type

    The way in which information is pulled for the account. This information is usually predetermined based on the selected GL Type, but since a statistical account does not post to the general ledger, the user must classify this type. The following are the options used to designate the account type:

    • Net Change - The total change made within a selected time frame, such as the total guest count from a chosen date range.

    • Balance - The balance of the account, such as the current number of employees.

    Better / Worse Direction

    The manner in which the variance is displayed in Custom Financial Reports when using a statistical account with a Better/Worse column type. On non-statistical accounts, this is determined by GL Type. The following are the variance options:

    • Base-Comparison - When the account is used with a Better/Worse column, it subtracts the base column from the comparison column.

      • Example: Use this for Guest Count so that if an actual column is set as the base and a budget column is set as the comparison, then a guest count higher than the budget displays as positive.

    • Comparison-Base - When the account is used with a Better/Worse column, it subtracts the comparison column from the base column.

      • Example: Use this for Labor Hours so that if an actual column is set as the base and a budget column is set as the comparison, then labor hours higher than the budget display as negative.

    Was this article helpful?
    What's Next