Troubleshooting and FAQ

How do I access hospoIQ reports and dashboards?


Dashboards on mobile are accessible by downloading the Power BI app from your App Store. A greater range of reports are accessible via the Power BI Service through your browser of choice (https://powerbi.microsoft.com/en-us/). In both cases, you then need to login with the hospoIQ credentials provided to you. A step by step guide can be found here: https://www.hospoiq.com/getting-started-help-guide.




How do I see the best sellers per category group?


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.




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?)


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. The Sales Insights report also allows you to view historic sales, highest sellers and top selling staff in a single report and perform cross-filtering.




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


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.




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


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.




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?)


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.




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


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 Department (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.




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)?


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.




How long does it take to setup?


Usually within a day. It simply requires the install of 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 are then provided through Power BI.




What POS systems do we integrate with?


Currently Menumate, Wizbang (OneTap), SWIFTPOS, IdealPOS, Tevalis and Kounta. 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.




What rostering systems do we integrate with?


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.




What financial systems do we integrate with?


Currently 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.




How do the projections work?


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)




Need more help?


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

Xero - MYOB - Goroster - Deputy - Time Filer - Flexi TIme - hospoIQ




I haven't got my Xero sales invoices through


Navigate to "Xero Configuration" in the report's menu. Then select the "Run Now" option. If you have multiple sites connected to xero here just select the "Run Now" option for the site that you want to send the invoices from. Then Just select the date you would like to send the invoice for and then click "Generate Invoices". 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.




My Financial Reports aren't up to date


Select Xero Configuration from the hospoIQ report menu. Then select the "Run Now" option. If you have multiple sites connected to xero here just select the "Run Now" option for the site that you want to send the invoices from. Then select the date range you need from the Profit and Loss importer and click "Import Profit and Loss". Xero - MYOB




Food and Beverage COGS aren't displaying anything


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.




My Wages for Front of House and Kitchen are not displaying


Select Roster Locations from the hospoIQ menu. This will then display a list of your roster locations from your roster software. You will then need to assign these roster locations a department. To do this, select the "Edit" option next to your roster location. Then click the department you wish to assign the roster too (e.g. Front of House). Please note that this change may take up to 2 hours to pull through to your reports. If you don't see any roster locations, please click here to see how to setup a roster integration.




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


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.




Xero error


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.




My Sales Invoices are going to the wrong Account


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.




Not getting a Sales Invoice to Xero for a payment type


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.




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


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




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


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




Staff on salaries are not showing in hospoIQ


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




My Sales and Payments don't match


Sales are a reflection of everything that has been inputted in to your till, including orders. These included account charges, open tabs (yet to be cleared) and parked transactions. Payments are every transaction that has been completed (i.e. paid for). An example of where the difference typically lies is if you had a tab that was opened and that drinks were added on a Monday and then the tab was cashed off from the till on Tuesday. This would mean that the sales would be in Monday and the Payment would be in Tuesday.




How can I exclude or include GST in my reports?


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.




Can't save my Cash Up


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.




No data on Cash Up Screen


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




How can I exclude or map tips from my invoices


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.




Petty Cash is adding to my cash counted total


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




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


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.




Can't sign in to hospoIQ


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.




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


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.




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


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.





CONTACT

hospoIQ HQ

213 Lichfield Street

Christchurch Central, Christchurch 8011

Tel: 0800 328 248

Contact us at hello@hospoiq.com

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