Profit and Loss

16 Jul 2024
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Profit and Loss

Updated on 16 Jul 2024
9 Minutes to read

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The P&L report compares the total income and expenses at specified locations, as of a specific date, based on either their fiscal or operational calendar structures.

With this report, users can see how all GL accounts and account types have directly impacted net profits of their company. In addition, the report types offered provide different ways to view the data and can be exported as a spreadsheet, allowing users to save this data for deeper analysis.

Although multiple download options are available, R365 recommends downloading the report as a spreadsheet file (such as a CSV) so that formatting can be adjusted if needed.

Specific Report Types can benefit users with certain user roles:

Comp and Non-Comp Period vs Prior Year - Compares both non-comp and comp stores for a specified period to the same period the prior year. Many first year companies use this view since there isn't a year to compare to yet. Click here to learn more about Comparable Stores and implementing Comparable Start Dates.
Operations Statement with YTD - Provides a clear picture of how the company is growing by analyzing Week Ends in the same period and comparing it to the Period to Date and Year to Date budgets.
Period and YTD vs Budget and Prior Year - Shows the current period compared to the same period and budget from last year.
Legal Entity Side by Side - Compares income and expenses by legal entity.
Location Side by Side - Compares income and expenses by location.

The P&L and AvT reports are not intended to tie back perfectly to each other, but they can be more closely aligned by following these steps.

Navigation

In the Reports section of the left navigation pane, select My Reports.
The My Reports screen appears.
At the top of the My Reports screen, select Financial.
The screen generates a list of reports in alphabetical order.
Locate the Profit and Loss Report.
Select Customize to adjust the report parameters and run the report.

Report Parameters

	Field	Description
	Cutoff	Level of access to the P&L accounts. This option only appears for Full Access users. Options include: Full - GL Detail access to all P&L Accounts Controllable - GL Detail access to all Controllable P&L Accounts Prime Cost - GL Detail access to all Prime Cost P&L Accounts
	Report Type	Allows the user to select how the report is organized. Options include Comp and Non-Comp Period vs Prior Year Legal Entity Side by Side - Period Legal Entity Side by Side - YTD Location Side by Side - Period Location Side by Side - Qtr Location Side by Side - Week Location Side by Side - YTD Location Side by Side Budget Only - Period Location Side by Side Budget Only - Qtr Location Side by Side Budget Only - Week Location Side by Side Budget Only - YTD Operations Statement Operations Statement with YTD Period and YTD Period and YTD vs Budget and Prior Year Period and YTD vs Prior by Location Period vs Budget Period vs Prior Periods Side by Side Budget Only Periods Side by Side with Forecast Qtr and YTD vs Budget and Prior Year Trailing 12 Periods Trailing 12 Periods vs Prior Trailing 12 Weeks Week and YTD Week vs Prior Week vs Same Last Year YTD Periods Side by Side vs Budget
	Detail Level	If Detail is selected, parent accounts are broken down to display data for each child account. If Summary is selected, only the parent accounts are shown.
	Filter By	Location reporting category by which to filter the report. Options in the Filter By menu are configurable and specific to your organization. For more information, see System Preferences: Location Reporting Categories and Location Record: Reporting Categories.
	Filter	Allows users to apply one or more filter options from the location reporting category that they selected in the Filter By menu. The selected filters determine which locations appear in the generated report. For example, if Filter By is set to Region, the Filter menu might include options such as North, South, East, and West. A user can select West to display all locations belonging to this reporting category. Options that appear in the Filter menu are configurable and specific to your organization. For more information, see System Preferences: Location Reporting Categories and Location Record: Reporting Categories.
	Calendar	Allows the user to choose whether the report is run based on the fiscal or operational calendar.
	As Of	Date for which to run the report. The report displays sales data ranging from the selected date to today's date.
	Hide $0 Balances	If Yes is selected, the report hides zero balances.
	Show Unapproved	If No is selected, the report does not include data for unapproved transactions.
	Rounding	Allows the user to choose whether data is shown with decimals or rounded to the nearest whole number.
	Account View	Allows the user to choose whether GL accounts are organized by name or by number.
	Metrics	If Show if selected, the report displays the Guest Check Average and Guest Count.
	Variance Percent	These options refer to the details of the variance, with '% of Sales' providing a more precise variance percent.
	Location View	Allows the user to choose whether locations are organized by name or by number.
	View options	Provides the user with options to select, save, edit, or delete a report view. For more information about these controls, see My Reports: Using My Reports.
	Run	Generates the report. The green arrow button opens a drop-down from which users can Export, Email, or Print the report.

Report Type Variations

Report columns vary depending on the Report Type that is selected in the report parameters.

Comp and Non-Comp Period vs Prior Year

Column	Description
GL Accounts and Account Types	A list of GL accounts and account types. If the Metrics parameter is set to Show, this column also displays the Guest Check Average and the Guest Count.
Non-Comp Actual	A non-comp location's profits and losses for the selected period. This includes non-comp locations that are recently opened and are still developing their historical sales. If locations have grown to have more of a variability in sales, they are typically set to be Comparable Stores in the Location Record. Next to each amount provided is a variance percentage calculated based on the setting in the report parameters.
Non-Comp Prior Yr	A non-comp location's profits and losses for the same period of the previous year. This includes non-comp locations that are recently opened and are still developing their historical sales. If locations have grown to have more of a variability in sales, they are typically set to be Comparable Stores in the Location Record. Next to each amount provided is a variance percentage calculated based on the setting in the report parameters.
Variance B/-W	The difference between the Actual and the Prior Yr for both Non-Comp and All Stores. Next to each variance is a variance percentage calculated based on the setting in the report parameters.
All Actual	Both a comp and non-comp locations' profits and losses for the selected period. If all stores included on the report do not have a Comp Start Date in their Location Record, the numbers will be the same as the Non-Comp Actual column.
All Prior Yr	Both a comp and non-comp locations' profits and losses for the same period of the previous year. If all stores included on the report do not have a Comp Start Date in their Location Record, the numbers will be the same as the Non-Comp Actual column.

Operations Statement with YTD

Column	Description
GL Accounts and Account Types	A list of GL accounts and account types. If the Metrics parameter is set to Show, this column also displays the Guest Check Average and the Guest Count.
Week End Selected	Income and expenses for the Week End Date selected in the report parameters. Next to each amount is a variance percentage calculated based on the setting in the report parameters.
Week End Comparisons	The income and expenses for all Week End Dates in a period of the Week End selected and leading up to the Week End selected. In the example above, the As Of date selected in the report parameters was the final day in its period, so three Week End Dates were included to compare it to. If the As Of date was the third Week End rather than the final Week End in a period, only two comparable Week End Dates would be displayed. Next to each amount provided in these columns is a variance percentage calculated based on the setting in the report parameters
Period to Date (PTD)	Total income and expenses for the period to date. Next to each amount provided is a variance percentage calculated based on the setting in the report parameters.
Prior Year PTD	Total income and expenses for the period to date from the previous year. Next to each amount provided is a variance percentage calculated based on the setting in the report parameters.
Variance B/-W	The difference between the Period to Date (PTD) and the Prior Year PTD, the Period to Date (PTD) and the PTD Budget, the YTD Actual and the YTD Prior, and the YTD Actual and the YTD Budget, respectively. Next to each variance is a variance percentage calculated based on the setting in the report parameters.
PTD Budget	Budget set for the period to date. Next to each amount is a variance percentage calculated based on the setting in the report parameters.
YTD Actual	Income and expense totals for the year to date. Next to each amount is a variance percentage calculated based on the setting in the report parameters.
YTD Prior	Income and expense totals from the previous year. Next to each amount is a variance percentage calculated based on the setting in the report parameters.
YTD Budget	Budget set for the year to date. Next to each amount is a variance percentage calculated based on the setting in the report parameters.

Period and YTD vs Budget and Prior Year

Column	Description
GL Accounts and Account Types	A list of GL accounts and account types. If the Metrics parameter is set to Show, this column also displays the Guest Check Average and the Guest Count.
Actual	Income and expenses for the selected period. Next to each amount is a variance percentage calculated based on the setting in the report parameters.
Budget	Budget set for each account. Next to each amount is a variance percentage calculated based on the setting in the report parameters.
Variance B/-W	The difference between the Actual and Budget, the Actual and Prior Year, the YTD Actual and the YTD Budget, and YTD Actual and YTD Prior, respectively. Next to each variance provided is a variance percentage calculated based on the setting in the report parameters.
Prior Year	Income and expenses for the same period of the previous year. Next to each amount is a variance percentage calculated based on the setting in the report parameters.
YTD Actual	Income and expense totals for the year to date. Next to each amount is a variance percentage calculated based on the setting in the report parameters.
YTD Budget	Budget set for the year to date. Next to each amount is a variance percentage calculated based on the setting in the report parameters.
YTD Prior	Income and expense totals from the previous year. Next to each amount is a variance percentage calculated based on the setting in the report parameters.

Legal Entity Side by Side

Column	Description
GL Accounts and Account Types	A list of GL accounts and account types. If the Metrics parameter is set to Show, this column also displays the Guest Check Average and the Guest Count.
Legal Entity columns	Amounts for each account by legal entity. Next to each amount provided is a variance percentage calculated based on the report parameters.
Total	Total sum of all amounts across the row.

Location Side by Side

Column	Description
GL Accounts and Account Types	A list of GL accounts and account types. If the Metrics parameter is set to Show, this column also displays the Guest Check Average and the Guest Count.
Location columns	Amounts for each account by location. Next to each amount provided is a variance percentage calculated based on the report parameters.
Total	Total sum of all amounts across the row.

Email, Export, or Print the Report

This report can be emailed, exported, or printed in custom formatting directly from the reporting window. Click here to learn how to send, export, or print this report.

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What's Next

Profit and Loss - Custom Date

Table of contents

Navigation
Report Parameters
Report Type Variations
Email, Export, or Print the Report