Nothing on this page describes a version we plan to build. Every count, threshold and switch named here is the one in the tool. To see them move, open the tool, load the built-in sample data, and go to the settings card.
1What is already on before you touch anything
Out of the box: 21 of the 31 building blocks, and Reports A, B, C and D addressed to the readers you expect.
| Group | Blocks | On by default | What it puts on the page |
|---|---|---|---|
| Core number blocks | 15 | 14 | The body of the three report packs — KPI cards, Schedule 1 and Schedule 2, the owner verdict and gap-recovery plan, the property self-check, and the narrative draft you can edit. |
| Ratios & analysis | 4 | 4 | Key ratio table, flow-through and achievement, revenue mix, and cost and expense structure. |
| Advanced tools | 4 | 3 | Volume–price split, break-even and margin of safety, year-to-date achievement and annual outlook. |
| Industry-standard schedules | 7 | 0 | Banquet P&L, theoretical versus actual cost, inventory turnover, segment mix, GSS, OE breakage, HACCP. These need rows you supply alongside the P&L. |
| Custom items | 1 | 0 | A block with your own title and body, laid out by the tool. |
| Total | 31 | 21 | Everything already computable from the month-end file alone is switched on. |
2The ten modules that ship switched off
Off means the block is never built — a report with a module off carries no empty rows, no zero-filled table and no placeholder heading for it.
- F&B Departmental Breakdown
fnbdept— outlets plus Kitchen and Stewarding - Productivity
prod— needs period labour hours - Banquet & MICE P&L summary
banq— by event - Theoretical vs actual cost
theo— variance to recipe cost - Inventory turnover & slow movers
inv - Segment & channel mix
seg - Guest satisfaction (GSS) summary
gss - OE breakage & loss
oe— judged against a 0.3% line - Food safety / HACCP checklist
haccp - Custom items
custom— your own title and body
3The switches people miss most
The first decides whether the fourth report exists at all; the one behind it decides whether that report arrives complete or has to be built by hand. The three settings after it change a number your director is asked about — the formula behind each figure, and the reason the factory values are what they are, travel with your licence rather than sitting on this page.
1 · You imported your own file and Report D is missing or half empty
Symptom: either the page is gone, or it opens with the outlet revenue comparison and an empty lower half.
- Two different causes — and they are not the same switch
- The page is gone: the tick Report D · F&B outlet detail in the settings card is off. It ships on, and nothing else hides the page.
- The page is there, the lower half is empty: your month-end file carries the F&B division as one total and never breaks it down by outlet, so Report D has nothing to split. The upper half still works — it reads your revenue rows directly.
- What the F&B Departmental Breakdown module does, and does not do
- It does not gate Report D. It decides whether Reports B and C carry the departmental breakdown section inside them, and it ships off. Ticking it will not fill Report D; clearing it will not empty Report D.
- The sub-tick under Report D itself
- Report D has a second tick of its own: Include back-of-house cost centres (Kitchen / Stewarding / Admin / Overhead). It ships on. Clear it and the four cost-centre tables drop out — the page goes from seventeen tables to thirteen — while the twelve revenue outlets are untouched. The F&B Departmental Breakdown module is a separate thing again: it ships off, it only decides whether Reports B and C carry the departmental section inside them, and loading the built-in sample turns it on for you, because asking for the sample is asking to see the detail.
- Hand-entry is a different thing from import
- Under Setup ⑦ you can key every outlet in by hand. What comes out is an appendix you assembled: the page names its source line so your reader can see whether the numbers came out of the ledger or out of a keyboard. Only a file that already breaks the division down by outlet produces Report D in one pass.
2 · Two people quoted different food cost percentages from the same file
Symptom: your food cost % does not match the one finance, or the previous holder of the role, reports.
- What it is
- One setting: Cost-ratio denominator basis. The tool can divide a cost by the matching revenue, or by total F&B revenue, and it ships on one of them.
- The rule that matters day to day
- Whichever you pick, the report names the basis it used and prints the other one alongside, so both numbers sit on the page at once. Keep your red lines on the same basis as the report you read — the bases are not interchangeable, and mixing them is the usual reason two people disagree over one file.
3 · The tool flagged a line and you disagree with where the line is
Symptom: something is red that your property would call normal.
- What it is
- Ten ceilings and floors, all of them yours: food cost, beverage cost, labour, other expenses, a department margin floor, Prime Cost, a flow-through warning line, an average-check swing warning, and two materiality thresholds. The tool only ever compares against the lines you set — it never substitutes a view of its own.
- Where they live
- The Your own red lines card in the settings panel. Type the ceiling or floor your property is measured on; the colouring and the over-limit list follow immediately, in every report pack and in the export.
4 · Seats and covers are entered, but the occupancy figure still looks wrong
Symptom: OCC% reads far above 100%, or moves the wrong way when you change one number.
- What it is
- A per-outlet occupancy basis you set yourself: seats, days open, periods per day, and how breakfast is treated. It ships with breakfast counted, which is the right default for an outlet that actually sells breakfast.
- The two things to get right
- Enter periods per day as the total number of sittings, breakfast included — an all-day restaurant is three, not two. And when breakfast comes with the room rate or inside a package rather than as a sale of its own, tell the tool how many covers that was: there is a Package breakfast covers column per outlet, and a switch, Leave breakfast out of the OCC%, that decides whether breakfast counts at all. Nothing is deducted until you fill them in.
The guide behind these settings. How each figure is worked out, which basis is yours, why the defaults are what they are, and what each of the ten switch-off modules builds — none of that is on this page, and none of it is inside the tool either. It is delivered with your licence.
Open Advanced settings guide and paste the licence key you were issued; the guide is then kept on your device so you can read it offline.
这些设定背后「怎么算、为什么这么算」——每张表的算法、哪一档口径属于你、默认值为什么这样定、十个默认关的模块各建什么——不在这张页面上，也不在工具里，而是随你的授权一起交付。打开 Advanced settings guide，粘贴交付给你的授权密钥即可取回；取回后存在本机，可离线阅读。
4Everything else you can set
None of this has to be done in one sitting. The header, currency and unit can change at any time; the red lines, bases and occupancy setup are saved with the file and carried into next month.
| Setting | What it does | Ships as |
|---|---|---|
| Interface language | English or 中文. A switch, not a second purchase — the licence is not tied to a language. | English |
| Currency | A label only. The tool prints the symbol you pick and never applies a rate, so converting can never introduce a second error. | — |
| Amount unit | K, M, or exactly as entered. Every figure follows the unit you chose. | K |
| Role on the reports | Director of F&B, Assistant Director, Director of Operations, or a title you type. It is the byline the reports carry. | Director of F&B |
| Hotel and month | The header every report and export is stamped with. It also keys the saved module selection. | blank |
| Report packs A / B / C | Corporate, Owner and Property, each on or off independently. No owner? Untick B and it disappears from the navigation and the export entirely. | all on |
| Report D and its cost centres | The outlet appendix, plus whether Kitchen, Stewarding, Admin and Overhead get their own column. | on |
| Red lines | Ten ceilings and floors, listed in item 3 above. | reference values |
| Cost-ratio denominator | Three bases — see item 2 above. | USALI basis |
| Average check | Per customer or per check, whichever matches how your POS counts. | per customer |
| Budget column name | What the BUD column is headed, if your property calls it something else. | BUD |
| Occupancy basis | Seats, days open, periods per day, package-breakfast covers, and whether breakfast counts — see item 4 above. | breakfast in |
| Period labour hours | Only needed if you turn on Productivity. It is the one figure the P&L does not carry. | 0 |
| Internal guest capture | Optional. Needs the F&B revenue that came from in-house guests, for the capture-rate line. Off unless you ask for it. | off |
| Excel export flavour | Paste-ready, or formatted like the report you present. | paste-ready |
| History folder | Every closed month kept locally as an archive, so last month and last year fill themselves in. | — |
| Licence | Load the signed file you were issued. It is verified on your own device, with no internet connection. | — |
5Why the defaults are what they are
There is a tempting alternative: configure the tool for one kind of hotel so that nothing ever has to be switched on. We did not do that, on purpose.
A pre-set special case is a claim about your property. Tick banquet P&L for a hotel with no banqueting and the report fills with zeros that mean nothing. Pre-set a package-breakfast exclusion for a hotel that sells breakfast à la carte and the occupancy figure is quietly wrong. Either way the tool would be asserting something about your hotel that nobody verified — and a number you cannot trace is worse than a number you had to configure.
So the defaults are the smallest set that is true for every full-service hotel: the figures everyone reports the same way, from the month-end file alone. Everything that depends on your property — your red lines, your denominator basis, your occupancy basis, your optional schedules — stays yours to set, and every report names the basis it used so a reader can check the arithmetic instead of taking your word for it.
Leave the settings page untouched and you still get a correct, if generic, report. That is the floor, not the ceiling.
6Two rules the tool will not break for you
It will not invent a number. Anything the month-end file does not carry is either left out or asked for — the labour hours behind Productivity, the rows behind the industry-standard schedules, the bundled breakfast covers. Blank fields stay blank; they are never filled with a plausible-looking estimate.
It will not upload anything. Import, calculation and every export run inside your own browser. There is no account, no workspace and no server copy of your figures, so no one — including us — can read the numbers you put in. The licence is verified offline against a public key embedded in the file.