Business Summary Options
Do you use the Business Summary report in SP-1? It’s a great tool and offers a ton of information regarding your sales. The business summary is made up of sixteen sub-reports that show everything from total sales and tax to how many times someone selected an additional modifier.
Sometimes, you don’t need that level of detail every time you run the report however. SP-1 has a setting to help you default the reports that you want to run often. To set this, simply go to Reports and then Report Settings 2.
Here is a screen shot with the sixteen sub reports:
Here is the screen where you can select defaults:
10 Trade Show Tips from SelbySoft
Headed to see us at one of the industry trade shows this year? I thought it might be fun to share some tips on having a successful show. These are some things I’ve picked up from exhibiting at multiple trade shows over the last 19 years or so.
1) Have a goal in mind. Think about why are you headed to this show in the first place. Are you looking to open a new location, add to your existing business, take classes, purchase a specific piece of equipment or just have fun?
2) Plan it out. Every trade show I’ve been to has a floor map online with a list of exhibitors. Some of these shows can take a lot of time to wander around. Copy the booth number and name of the people you really don’t want to miss. Some shows even have an app for the show floor! There is nothing worse than realizing it is the last hour of the show and you still have not seen that last vendor.
3) Take a class or two. Most trade shows have free educational seminars. Usually they are also sales & marketing opportunities for the speaker but that does not mean there is not good information to be had. Classes often run at the same time so plan them out ahead of time. Have a seminar you wanted to hear but couldn’t make it? Ask the speaker for the education materials. I always let people know that I can send the information on my class even if you don’t get time to attend.
4) Step outside the box. Visit a booth or two you have never stopped at, hear the 30 second pitch and see what happens. It’s a trade show – you are not required to buy anything 
. Sometimes you might find something that you didn’t even know you wanted.
5) Take a quick glance first. Run through the show taking a quick glance at the booths. Mark down anything you might want to follow up on later. Don’t run out of time!
6) Talk to people. Even other exhibitors may have information about a product you are looking for. If you are looking for a specific piece of equipment or product and unsure about it, ask the other exhibitors. I’m not referring to competing products or vendors, just the other vendors you already know and trust. People often ask our opinion of roasters, equipment vendors etc. While we may not use those items ourselves, we probably have customers that do or might have a specific contact for you.
7) Get literature mailed. We know you are going to dump half the paperwork at the hotel in order to make room for samples. Most of us are happy to mail a packet to you so you don’t have to lug it around.
Attend an industry party or function. Not just to blow off steam but to meet other people with similar stores. It’s great to immerse yourself!
9) Just tell us you are not interested. If you really don’t want anyone to follow up with you – just say so. Most of us on the exhibitor side of things are not really interested in calling you a million times and then hearing you are not interested. No need to give a fake number or email. You really won’t hurt our feelings!
10) Talk to other people that are there. Often I will wind up talking to two different coffee shops about our Point of Sale software and then see the owners walk away while still talking. These people have the same issues you do and may have different answers!
Hope to see you at a show!
Need a Coffee Shop Manager? Try SP-1!
Most coffee shops have been in the situation where they would love to have a manager but just can’t justify the labor cost. Just adding someone at minimum wage is between $7.50 and $10.00 an hour!.
What if you could hire someone at $2.50 an hour and get them to work without complaining? What if after the first year of work they dropped their wage to a $.25 every hour or even free?
You know where I’m headed with this. . . SP-1 can do this for you at these rates (or lower!). Sp-1 can:
- Track employee timekeeping and keep it organized – saving you time and money.
- Insure that every employee rings in the items correctly and charges the correct price.
- Neatly tell your barista or kitchen employees what to make and how to make it.
- Stay on top of your labor costs.
- Alert you to potential theft when it happens.
- Give you hourly updates without having to ask for them.
- Evaluate menu sales and present it to you quickly.
- Help track how you did this year vs. last year.
- Run a marketing program for you or for a nickle raise send the marketing emails automatically for you.
- Not complain.
- Work 24/7 with no vacations.
- Track and present an ideal COGS (Cost of Goods Sold) percentage.
- Help stay on top of employees and increase sales by helping them ask for the up sell.
- Help your employees remember the name and drink of most customers.
Sometimes we have to look at things in a different light. . . SP-1 can and will help you with the problems you have. Even if you are on top of these things, we will help you be more efficient and give you more time with your staff and customers.
Give us a call and ask us for a full featured demonstration.
Ticket Audits
SelbySoft has added a new feature for those of you using our Corporate package, Corporate Reporting Only package or our Enterprise software. We now have the ability to automatically include the ticket audit reporting and send it to your corporate computer. While this information has always been available, we wanted to make it easier for owners to receive it when they are offsite.
The ticket audit reports are an effective way of staying on top of potential theft issues.
Call us for more information on how to add this to your existing Corporate package.
Suspended Coffee Orders
Unless you have been under a rock the last couple weeks, you have probably seen the ”Suspended Order” story floating around social media. The concept is that a customer buys a coffee and “Suspends” it for someone who is less fortunate. Snopes did a check on the story and found that this is indeed a concept that has been going on in parts of Europe. More information about this can be found here. There is even a Facebook page for Suspended Coffee that can be found by clicking here.
I think it is a great idea for coffee shops and restaurants and have been asked about how to handle it.
It presents some interesting questions from a reporting and operational side of things however.
Is the customer buying a specific drink? Are they simply putting cash into a fund? What about taxes, reporting and potential theft?
I got together with my team and brainstormed three different ways to handle this. Each has it’s own pros and cons.
- Rewards Method: If you are using a buy 10 get 1 free system, you can create a Suspended Customer and a suspended menu item. Each time someone buys a suspended drink, you sell it under the suspended customer account. This then earns 10 points per drink sold - effectively earning free drinks to be used. When someone asks about a suspended drink, you pull up that suspended customer and use the rewards system to process the order.
- Pros: Tracking of this is detailed. Employees can’t easily steal from it (other than using this for friends).
- Cons: You have to do this in two transactions. Especially if the customer buying the original drinks is earning rewards. Also, you have to have a reward system in place!
- Gift Card Method: This involves creating a gift card for suspended orders. It can even be assigned to a customer as well. If I want to buy a suspended drink, I’m actually putting that dollar amount on the suspended gift card.
- Pros: Easily tracked, difficult to easily steal from it, fully reported on and you can do it all in the same transaction.
- Cons: You have to actually apply a dollar amount. You can’t just say – two drinks.
- Receipt Method: This is a combination of high and low tech. It’s also the one method that we feel accomplishes this best. When someone orders from you, add the modifier button called Suspended to the order. This will then print on the customer receipt. Additionally, we have the ability to have the SP-1 print a 2nd receipt with just the suspended drinks on it. That allows you to set that receipt aside by the counter. Then when someone in need comes along, the employee can pull the receipt out, mark it and be done with the order.
- Pros: Very easy on the customer and the employee. It can all be done on the same transaction.
- Cons: Theft issues could arise.
Keep in mind that many of these options would work with sandwiches, food, pastries etc.
Some Changes at SelbySoft – 4/1/2013
Once again it is that time of the year for SelbySoft to make some significant changes to our software and our company.
1) All font types in SP-1 are now displayed in Comic Sans. We like it and don’t care if people make fun of us.
2) We are replacing all pictures in SP-1 with Instagram versions (yeah – we added a lens flare because it is cool). 
3) We are going to have one gift card design – We call it classic. This should make every one of our customers much happier as there is no artwork to worry about.
4) To make it easier for all our customers to reach us we are changing our phone number to 1.
5) We are going to have SP-1 directly connect to the IRS and your local department of revenue so you don’t have to do your taxes. . . Wait! That’s just a joke! Don’t panic!
6) We are rolling out two new lines of tablet technology. . . A 24″ tablet for those of you that believe bigger is better and a 2.4″ tablet for those of you that like the smaller screens.
7) MobileDash will have some new functionality. If an employee is caught slacking off it will send a high voltage shock their way. We have tested it in house and aside from a tendency to shake uncontrollably there are been no real downsides!
SP-1 will now shoot fireworks and sound sirens when a customer hits their reward level. We feel this will greatly enhance the rewards experience.
9) In the picture below the top left pixel will be changed – we are not saying why.
10) There is no ten – this is just a place holder so the list does not look funny.
Any questions? Hopefully you got that this is all for April Fools’!
How To See Labor Cost
Do you track your Labor Cost? If not, you should. Labor is one of the most highest expenses your business has. SP-1 has the ability to help you track labor and see where you stand.
There are three different ways to track the labor percent in SP-1.
1) Check out the Business Summary (Reports | Daily Sales Recap | Business Summary). This will show you the current labor cost. If you input a time frame, it will show the labor cost for that time frame. If you display the report, you can see greater detail as we show the actual total dollar amount of labor as well as the percentage.
2) Dashboard method. The dashboard is a great way to quickly see labor dollars and percentages. Simply select the dashboard button and enter a user code and password.
3) MobileDash method. There is a cost to the MobileDash ($10/month) but if you are using it, you will receive hourly updates to your labor along with other information.
5 Reasons for POS
Don’t have a Point of Sale system yet? You are missing out! Here are five reasons you need a SelbySoft POS system:
- It will make you money: Don’t believe me? Just add up every time your employees don’t charge for an up sell. How many extra shots of espresso or add on items to sandwiches are you missing? How many times does ranch dressing get added with no charge? We know it happens. It may not seem like a lot but it adds up and it’s coming out of your bottom line. Alternatively, when is the last time you paid attention to how many times your employees charge the wrong price for an item? This is just he tip of the iceberg in saving money.
- It will save you time: How much time do you spend going through tickets, entering figures in excel or updating QuickBooks? If you are spending more than 20-30 minutes on this, it’s too much time. If you don’t do any of this at all, then you are potentially missing problems that come up.
- Theft controls: It can be a touchy subject but your employees are probably stealing in some way. A good POS system will help eliminate theft by making your employees accountable for what is happening. Audit reporting will allow you to track what is happening and who is doing it. There are a number of tools available to track and identify theft in SP-1.
- Free gift & loyalty system: It’s simple – a good, free, gift and loyalty system can help you in a variety of ways. Increase speed of service, assist in cash flow, encourage loyalty and more.
- Training: Nothing is faster to train on than SP-1. Cut the time you spend training and increase the time the employee is working
SelbySoft Sponsored Coffee Schools
School. . . I know, you want to think you are done with it right? If you are opening a new business or have an existing business and need a refresher, then it might be beneficial to head back to school – a coffee school. SelbySoft sponsors two of the most respected coffee schools in the country.
Both the American Barista & Coffee School and the Cascade Coffee Business School have the tools you need to be more successful in your coffee shop venture.
ABC is operated by Bruce and Matt Milletto. Two of the most respected people in this industry. They have classes that are designed to give you and your staff the information you need to succeed. Lessons, demonstrations and hands on practice are all part of the various courses that they offer. Everything from roasting to latte art can be learned from them and their team of expert instructors.
The CCBS is run by Ed Arvidson. Ed has over 20 years of specialty coffee business consulting experience and over 15 years of hands-on food service management experience. The courses offered by Ed an his team will help you understand business development, location search and more.
We at SelbySoft are proud to sponsor both of these organizations and can’t recommend them enough!
Corporate Reporting
Do you have multiple locations? We all know that moving from store one to store 2 or 20 can be tough. You simply cannot be two places at once!
Maybe you only have one location but have quite a bit of distance to travel.
If either of these situations seem familiar, then our Corporate Reporting option is what you are looking for.
Our Corporate Reporting option is a great way to stay on top of multiple locations. The Corporate Reporting software will allow you to review reporting from any of the locations that are active right from your home, laptop or office. Once this is setup, the store locations will automatically transmit the sales information from the store to the corporate software. On the corporate side you can see any reporting information from the previous day back to the first day you used SP-1. This gives you the ability to manage the reporting for your business without having to interrupt the location.
This software package also allows you to handle multi-location gift and loyalty for free. With this option, you can seamlessly share, in real time, gift and loyalty cards between locations.
Finally our MobileDash and MobileAlerts systems are included with the purchase of the Corporate Reporting software. MobileDash allows you to receive hourly email updates from your store locations. MobileAlerts will send real-time alerts from the store when tickets are voided, audit triggers are met, employees clock in and more.
Need more? Call and ask us about our Full Corporate package and Enterprise options.