Question 1

How long does it take to setup?

Accepted Answer

Usually within a few hours. For on-premises POS, it simply requires the install of our 'gateway' - a small Windows service on your POS till or server. This can be done either via a download from the hospoIQ website and easy install process; or if we are provided TeamViewer access, the support team can do it for you. Reports and dashboards will then initially show data for recent days. A historic data load is then typically run for the past 13 months which will then enable 'Sales Last Year' measures, Last Month and historic data in other reports to show. Depending on the POS, this may take up to 24 hours to fully populate

Question 2

What POS systems do we integrate with?

Accepted Answer

Currently POSbiz (Menumate), Wizbang (OneTap), SWIFTPOS, IdealPOS, Tevalis, Lightspeed (Kounta), Bepoz and Epos Now. We are adding new integrations all the time based on customer demand, so please get in touch with us even if your POS isn't yet on the list and we can discuss potential options.

Question 3

What rostering systems do we integrate with?

Accepted Answer

Currently goRoster, Deputy, FlexiTime and Time Filer. We are adding new integrations all the time based on customer demand, so please get in touch with us even if your rostering system isn't yet on the list and we can discuss potential options.

Question 4

What financial systems do we integrate with?

Accepted Answer

Currently Xero and MYOB. With Xero, integration can be two-way, providing automated daily sales invoices in Xero (ie, Cash and EFTPOS, split into Food and Beverage accounts) and pulling P&L data into hospoIQ reports to augment the reporting information. We also pull P&L data for MYOB users.

Question 5

How do I access hospoIQ reports and dashboards?

Accepted Answer

Dashboards on mobile are accessible by first browsing to app.hospoiq.com (eg, via Chrome, Safari etc) and logging in with your hospoiq credentials. You will then be prompted to add the app to your home page. A step by step guide can be found here: https://www.hospoiq.com/getting-started-help-guide.

Question 6

My Sales and Payments don't match

Accepted Answer

Sales are a reflection of everything that has been inputted into your till, including orders. These include on-account items, open tabs (yet to be cleared), staff drinks/meals and parked transactions. Sales are also recorded for the date/time they were entered into the system, which may therefore differ from when a till was cashed off or when payments were made.   Payments are actual payments (eg, cash, EFTPOS) made. These will largely be settling bills (ie, for Sales made above), however may also include payments for accounts (eg, a sale which was inputted on a previous day) or vouchers.   As such, there can be a number of reasons why there are discrepancies between 'Sales' and 'Payments' on any given day. To investigate further, the best approach is to run up more detailed reports on your POS.   An example of where a difference would occur is if you had a tab that was opened and drinks were added on a Monday and then the tab was cashed off and paid for from the till on Tuesday. This would mean that the Sales would be in Monday and the Payment would be in Tuesday.

Question 7

I haven't got my Xero sales invoices

Accepted Answer

There are a few common reasons why sales invoices haven't come through to Xero:   Xero has disconnected from hospoIQ: if a banner has appeared on the front page of hospoIQ indicating that this has occurred, click on the button to reconnect   Payment Types have been added, changed or deleted on your POS: if this is the case, you will need to re-map the Payment Types to the Xero Invoices on the Xero Configuration page. Further instructions on how to do this can be found in our online help guide: https://www.hospoiq.com/xero-invoicegeneration    There were no payments for your site on that day: Run the 'Payments' report for the date in question and verify whether or not payments are showing for that day   The POS gateway is down (for on-premises POS): verify that the server or PC containing your POS database is running and no changes have been made to your PC/server setup by  your administrator. If this has occurred and days have been missed, get in touch with our support desk and we can run a historic load to get the data back up-to-date   Finally, assuming none of the issues above are relevant, or have now been resolved, you can re-run the invoice generation manually for any given day. Go to 'Integrations', then under Xero go to 'Configure', then 'Run Xero Now' for the site in question. Then select the date you require and click 'Generate Invoices'. For more instructions, go to our online help guide: https://www.hospoiq.com/xero-profitloss

Question 8

My Financial Reports aren't up to date or correct

Accepted Answer

There are a couple of common reasons why financial data isn't complete or correct:   Xero has disconnected from hospoIQ: if a banner has appeared on the front page of hospoIQ indicating that this has occurred, click on the button to reconnect   Mappings of Xero Accounts to Measures are not fully setup: go to Configuration -> Accounts and check that all relevant Xero Accounts are mapped to the available measures in hospoIQ. Further instructions can be found in our online help guide: https://www.hospoiq.com/xero-configure

Question 9

How do the projections work?

Accepted Answer

Projections use a ‘machine learning’ algorithm which takes multiple factors into account to predict sales per hour and day. These factors include: weekday profile (eg, what does a typical Monday look like) using the last 12 weeks; the same day last year (52 weeks prior), and whether the day is a ‘special event’ (eg, Boxing Day, Regional Anniversary Day, etc)

Question 10

How do I see the best sellers per category group?

Accepted Answer

A visual (Quantity by Category and Item) is provided on all dashboards (eg, Daily Dashboard, etc..) showing sales items, grouped by Category Group and Category, ordered from highest to lowest in terms of quantity. There is also the Highest Sellers report (go to the ‘Highest Sellers’ report tab) which allows you to choose the date range and also filter the data viewed.

Question 11

Can we see individual staff sales for specific items or groups? (eg, who  sold the most sides, who sold the most desserts, who sold the most Coronas?)"

Accepted Answer

The Sales by Staff report allows you to filter by staff, category group, category and item and then shows which staff members have sold the most. It also provides staff % of sales and average sales value.

Question 12

How do we easily break down what are our busiest times are - food, beverage, and then  both together?"

Accepted Answer

The Sales Analysis report shows the average sales per hour, split by food and beverage, and can be filtered by weekday, location, category group, category.

Question 13

Can we set our own sales targets and/or change projected revenue ourselves if it’s consistently under- or over-performing expectations?

Accepted Answer

You can set your own daily sales targets by site and location in the hospoIQ app. These default to the daily projection, but then allow you to override this and save your changes. These targets will then appear on all dashboards. A detailed guide can be found here:  https://www.hospoiq.com/target-helpguide.

Question 14

How can I easily get the weekly target revenue for each week for the rest of the year? How do we get expected beverage/food split for those weekly targets? How do we see projected food revenue per day? (ie, so we know how much to order daily?)"

Accepted Answer

The Forecast vs Actual Report shows projected/target revenue vs actual for the coming year, and also provides a projected food vs beverage split (by $ amount and %). You can also review the same information historically in the Historic Sales report.

Question 15

Can we see how a future roster sits against expected revenue, including FOH vs Kitchen? How are salaried staff accounted for in this?"

Accepted Answer

The Wage Costs - Daily report allows you to view actual or projected/target revenue against actual or rostered wage costs. You can then also filter by Roster Location (ie, FOH vs Kitchen) and Location. If salaried staff comes through as a particular type of ‘work group’ from your rostering system, you can then choose whether or not to include or exclude this from wage costs in hospoIQ and/or what Department to add it to. For further detail on this, you can refer to our help guide: https://www.hospoiq.com/wagecost.

Question 16

How can I cost my recipes? Is there a way to link COG to each item to show GP - 50L keg going to Pint, Glass, Half Pint (ie, recipes linked to menu items)?"

Accepted Answer

The hospoIQ app enables you to record all purchases. You can build recipes for any menu item, including sale price, the various purchase items included and quantity required and have them automatically costed out for you, as well as the resulting GP. For example, a 50L keg would be entered as a ‘Purchase Item’ and then put as a line item into a Recipe with a given sub-quantity. A more detailed help guide for this can be found here: https://www.hospoiq.com/recipes.

Question 17

Food and Beverage COGS aren't displaying anything

Accepted Answer

Select "Accounts" from the hospoIQ menu.   This will then display all of your financial accounts from Xero. To map the account that you want to set for food or beverage COGS, search for the account using the search bar (e.g. Kitchen food costs).   When you have found the account you want to map to, select the edit option.       Then select the Account measure you wish to map to (e.g. Food COS) and select save.    This change may take up to 2 hours to pull the required data through to the reports.

Question 18

My Wages for Front of House and Kitchen are not displaying

Accepted Answer

The most common reasons for this are:   There aren't Front of House (FOH) and/or Kitchen roster locations in your rostering system and/or they weren't selected when you first setup the connection; to check this, go to 'Integrations', click on 'Configure for your rostering system, then 'Configure' again for the site and check which Roster Locations are ticked   The naming of the rostering system's locations: your Kitchen locations need to either be called 'Kitchen' or 'Back of House'; all other locations are assumed to belong to 'Front of House'

Question 19

My Food and Beverage Sales aren't separated in my Financial Reports

Accepted Answer

Select "Accounts" from the hospoIQ menu.   This will then display all of your financial accounts from Xero. To map the account that you want to set for food or beverage Sales, search for the account using the search bar (e.g. Sales - Bev).   When you have found the account you want to map to, select the edit option.          Then select the Account measure you wish to map to (e.g. Sales - Bev) and select save.    This change may take up to 2 hours to pull the required data through to the reports.

Question 20

Xero error

Accepted Answer

If you are getting a "xero error" when trying to generate your invoices or import your profit and loss data then we have probably lost connection with your Xero account.   To fix this. Go back to the Xero Configuration page and select disconnect. Then click connect and login in to your Xero account.

Question 21

My Sales Invoices are going to the wrong Account

Accepted Answer

Select "Xero Configuration" from the hospoIQ menu. The select "Configure" from the site that you wish to change the account settings for. This will bring up the invoice settings and account mappings.   From here you can select what account food and beverage sales are mapped to.

Question 22

Not getting a Sales Invoice to Xero for a Payment Type

Accepted Answer

Sele   ct "Xero Configuration" from the hospoIQ menu. Then select "Configure" from the site that you wish to change the account settings for. This will bring up the invoice settings and account mappings. Then find the missing payment type from the list in the Xero Configuration page. You can then type in what name you would like to give the invoice for that payment type (e.g. Sales - Eftpos) then click save. Note, that if you give a payment type the same sales invoice name then they will be correlated.

Question 23

I can't see all my staff in the wage reports

Accepted Answer

Click on the integrations link in the hospoIQ menu and select your roster integration type. Then select the roster that you are missing staff for and click "Run Now".   Then select "Import Staff". When that function has finished then select "Import Rosters". When that function has completed your staff list will be updated.    Goroster -  Deputy -  Time Filer - Flexi Time

Question 24

Time Sheet's are missing shifts/hours or are inaccurate

Accepted Answer

Click on the integrations link in the hospoIQ menu and select your roster integration type. Then select the roster that you are missing staff for and click "Run Now".   Then select "Import Staff". When that function has finished then select "Import Rosters". When that function has completed your staff list will be updated.     Goroster -  Deputy -  Time Filer - Flexi Time

Question 25

Staff on salaries are not showing in hospoIQ

Accepted Answer

First check that you have assigned the member of staff on Salary a salary value in your roster system.   Then check that the login you have connected hospoIQ to your roster system has Admin credentials. These needs to be in place.   If you make changes to your roster system configuration you will need to disconnect from hospoIQ and then reconnect for those changes to be pulled through to hsopoIQ.   Goroster -  Deputy -  Time Filer - Flexi Time

Question 26

How can I exclude or include GST in my reports?

Accepted Answer

Select Configuration from the hospoIQ menu.   Then select Edit next to the site that you wish to change the settings for.
   Then tick or un-tick the include GST tick box depending on what you would like to see.   Please not that configuration changes may take up to 2 hours to pull through to your reports.

Question 27

Can't save my Cash Up

Accepted Answer

Check that you have entered a Name against the Cash Up you are entering.  This is required to be able to save a Cash Up.   If you have had the window open for a while you may need to refresh the page before saving as your cash values the cash up is displaying may not be up to date.

Question 28

No data on Cash Up Screen

Accepted Answer

Firstly, check the date and the site that you have selected to do Cash Up for.   Then refresh the window in your browser.

Question 29

How can I exclude or map tips from my invoices

Accepted Answer

Select Xero Configuration from the hospoIQ menu.   Then select configure next to the site you wish to change.   You can then select which account you wish to map tips too.   If you wish to exclude tips, just select any account and then delete the tip line from the invoice.    Please note you will need to select an account for the function to split tips out.

Question 30

Petty Cash is adding to my cash counted total

Accepted Answer

Put a minus before you input the amount (-).

Question 31

How can I send just one sales invoice for one of my sites to Xero

Accepted Answer

Select Xero Configuration from the hospoIQ menu.    Then select Run Xero.  Then select the date you wish to generate the sales invoice for.   You can now select the site (tracking category) from the below drop-down menu.      Now you can just click Generate Invoices.

Question 32

Can't sign in to hospoIQ

Accepted Answer

If you are getting this error then it is because you are already signed in using a different microsoft login which is not recognized in hospoIQ.   You can wither log out of your other miscrosoft account on your browser or open an incognito or private browser window.

Question 33

How can I change a contact name in my Xero invoices or Tracking Categories?

Accepted Answer

Select Xero Configuration from the hospoIQ menu.    Then select Edit Tracking Categories next to the site that you wish to change the settings for.   Then select the tracking category you wish to edit the contact name for.   You can now change the Invoice Contact Name for that tracking category and save.

Question 34

How can I add a new payment type to my Xero invoices

Accepted Answer

Select Payment Types from the hospoIQ menu.   Then find the payment Type that you want to add  to your Xero invoices and select Edit.   You can then input a name for the payment type invoice to come through as in Xero (e.g. Sales - Cash) and select Update.   Please note that if you wish to include a payment type in an exisitng generated invoice make sure the Sales Invoice name's are the same. For example, for payment type visa and payment type mastercard, they would both have the sales invoice name Sales - Eftpos.    If you can't see your new payment type on the list of payment types than that will be because it won't have been used yet.   HospoIQ picks up payment types based on payments. Please use the payment type and then you will see it in your payment types list in hospoIQ.

Question 35

Need more help?

Accepted Answer

Refer to our Help Guides found here: https://www.hospoiq.com/support-helpguides or email us at support@hospoiq.com

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