Site Dashboard

Overview

Every site has its own dashboard which pulls all departmental data together to deliver an on-demand 360º site snapshot. Clearly presented high-level KPIs are displayed visually in graphs for site managers and top-tier management alike.

Departments are compared at a glance; operational P&L net income and expenditure is tracked up until today using weekly, monthly and year to date views and compared against like for like, forecast and previous periods.

Financial and management operational information doesn’t need to be un-picked by your team as all variances are flagged visually using impactful green and red alerts drawing attention to success or warning areas. Complete integration of your back office operations equals one view of your business; this is your individual site dashboard.

Site Dashboard

Features

  • 360º site snapshot
  • Year to date net operating profit actual v forecast
  • Departmental sales comparisons and %'s of net revenue
  • Like 4 likes
  • Weekly performance: week to date, this week v last week, weekly GP’s
  • Monthly performance: monthly to date, this month v last month, monthly GP’s
  • Yearly performance: yearly to date, this year v year week, yearly GP’s
  • Strengths and weaknesses highlighted instantly with green & red flags
  • GP’s, wage %’s and more
  • What if calculator
  • Visual graph analysis
  • Income and expenditure tracking

Company Dashboard

Overview

This is the clear, powerful view of your company’s performance to date. Company net profitability is at the heart of these real-time flash report calculations, powered by our complete operational P&L structure.

Clearly presented high-level KPIs are displayed visually for top-tier management, in graphs and charts against like for like, forecast and previous periods. Sites can be compared at a glance, income and expenditure across the company is tracked up until today using weekly, monthly and year to date views.

Variances are also flagged visually using striking green and red alerts drawing your attention to success or warning areas. The critical difference is that now you don’t need to spend hours making sense of the figures, we do that for you. Complete integration of your back office operations equals one view of your business; this is your company dashboard.

Company Dashboard

Features

  • ‘What if’ calculator
  • Visual graph analysis
  • Income and expenditure tracking
  • Weekly performance: week to date, this week v last week, weekly GP’s
  • Monthly performance: monthly to date, this month v last month, monthly GP’s
  • Yearly performance: yearly to date, this year v year week, yearly GP’s
  • Monthly and current VAT liability
  • Year to date net operating profit actual v forecast
  • Site sales comparisons and %'s of net revenue
  • Site wage comparisons and %'s of net revenue
  • Strengths and weaknesses highlighted instantly with green & red flags
  • GP’s, wage %’s and more

Sales

Overview

How do you keep track of your sales? In multiple excel spreadsheets, keeping paper records or using a combination? Mylivevision is a secure, consistent process to manage and record your sales, once. Our virtual tills work on two levels, at its most basic, they provide a centralised location to perform a business critical task: recording your sales.

However, rather than entering sales records into tools which simply track and record, mylivevision automatically analyses this information and uses it to power further management analysis.

Additionally, the software includes an audit trail so, for best practice and internal compliance, your business can introduce procedures to manage that the information is correct and accurate. Mylivevision is a daily reconciliation tool so preparing information for your bookkeeper or accountant is fast and efficient. Our sales module is all the information you record everyday, working harder for you.

Sales

Features

  • Management information, today
  • Striking visual alerts
  • Automatic analysis
  • Simple virtual till system
  • One or more virtual tills per department or site
  • Enter your ‘Z’ report in less than 30 seconds
  • Employee activity & till activity locked in the audit trail
  • Multiple-site sales centralised in one secure location
  • Variances tracked against sales forecasts in dashboards & tracker
  • VAT automatically deducted, your money analysed not HMRCs
  • VAT changes automatically update
  • Automatic backup to our database
  • Seamless integration with cash up & banking
  • Easy export to your accounts package including Sage

Operational P and L

Overview

To give complete operational performance analysis, we don’t just track your F&B income and expenditure. Our Actual vs Forecast Operational P&L tracks all net income and operational expenditure against forecast/budget and visually illustrates the variances using our traffic light system. With the addition of covers, average spends, GP and wage %’s included as standard.

Just like the dashboards, all of this information is compared and analysed monthly and yearly to show like for like and variances. Instead of having to waste time unpicking figures, your variances are flagged visually using impactful green and red alerts drawing attention to success or warning areas.

These forecasts power site dashboards and effortlessly combine in the company dashboard to analyse your whole-company performance against what you expected. Use this area to set your forecasts, check your P&L and track actual performance easily, in one place.

Operational P and L

Features

  • Covers compared and analysed monthly, yearly, against forecasts, %’s, budgets and like for like
  • Average spends compared and analysed monthly, yearly, against forecasts, %’s, budgets and like for like
  • GP%s compared and analysed monthly, yearly, against forecasts, %’s, budgets and like for like
  • Wage%s compared and analysed monthly, yearly, against forecasts, %’s, budgets and like for like
  • Monthly sales forecasts and expenses budgets
  • Actuals automatically update for you
  • Historical actuals and forecasts can be added to ensure accurate year-to-date figures
  • Variances tracked automatically with visual alerts for quick action
  • Net profitability is calculated instantly
  • All forecasts feed the company and site dashboard visual charts and graphs
  • Nominal codes are mapped to SAGE’s structure, but they are easily customisable to your requirements

Accounts Integration

Overview

Our software translates your company information from gift vouchers received and redeemed to supplier invoices into a Sage-friendly format so you only ever enter data once. For best practice and to help speed up your end of month accounts process, transactions are reconciled (locked) within mylivevision. Empower managers to complete this process, or your bookkeeper can do it, that is up to you.

Daily information is entered once, and once only. The benefit of completing this process in mylivevision is twofold, your entire business takes responsibility for the integrity of the data which means that quality is vastly improved (see the audit trail) and, most importantly, the cost in time and manpower recording this information is at the least, halved.

Accounts Integration

Features

  • Sales stream mapped to the SAGE import file
  • Gift vouchers received and redeemed mapped to the SAGE import file
  • Customer deposits received and redeemed mapped to the SAGE import file
  • PDQ mapped to the SAGE import file
  • Amex & cash records mapped to the SAGE import file
  • Cash registered discrepancies mapped to the SAGE import file
  • Supplier invoice/credits mapped to the SAGE import file
  • Petty cash receipts mapped to the SAGE import file
  • Compatabile with SAGE Instant Accounts and SAGE 50 Accounts
  • Sage supplier reference codes mapped
  • Sage nominal code structure mapped
  • Records exported in .xls and .csv formats
  • Non-Sage accounts packages: data easily edited once exported into excel file format and mapped to your accounts package
  • Locked transactions cannot be deleted, preserving the integrity of your data

Cash Up and Banking

Overview

Cash handling and balancing your tills an essential but laborious task. How do you ensure accuracy or manage the trust you place in your employees to effectively and honestly complete the task? If this information is documented, where are you recording it? How often is your till under or over? Is there a pattern to any discrepancies? Previous weeks, months, years? What do you do if things aren’t adding up? How quickly can you track back to identify the issue?

Mylivevision’s cash up and banking tools significantly reduce cash handling errors while also providing a fully auditable history of takings to bank, cash on-site and till discrepancies. End of day Epos Z-reports tell you what you should have in your till, but using our cash-up module to reconcile what is really in the till will flag errors immediately and ensure your money is tracked at every step of the journey.

The collating of cash up information including PDQ receipts, safe checks, redemption of deposits, vouchers, complimentaries and petty cash expenditure is now centralised in one master location, mylivevision. This tracked process enhances on-site best practices; cash-up and banking is audited and accurate. Mylivevision’s cash up and banking tools provide traceability which can save time when it comes to reconciliation during your monthly accounts process.

Cash Up and Banking

Features

  • Quickly identify cash handling errors
  • Sophisticated petty cash process
  • Accurately manage bank runs
  • Site and till floats with reconciliation
  • Current and historical information recorded
  • All locked cashing up transactions mapped to Sage import structure
  • PDQ, AMEX, deposits, gift vouchers & cash transactions
  • Full site deposit records received and redeemed
  • Full company gift vouchers received and redeemed
  • End of day processes mimicked, online and audited
  • Cash-to-bank across multiple tills automatically reconciled

Reports

Overview

For a quick and easy snapshot of specific areas of your business, use mylivevision’s overview reports. Here you can drill down by site and date to explore sales, cash up, purchases, cash-banked, banking on site and your virtual till’s unders and overs.

The majority of reports are further broken down by day, week, month or year and these reports can be viewed at site or department level. Our reports module is your company’s data bank in one centralised location.

We report your site and department data at this granular level to enable high-level assessment of trends and patterns, with minimum effort on your part.

Reports

Features

  • Daily, weekly, monthly views
  • Date selection drilldown
  • Sales & cash up module aggregation
  • Cash register discrepancies by accumulated and total errors
  • Purchase aggregation
  • Cash-in tills and banking tracking
  • Site and departmental totals

Staff Records

Overview

Since the government’s introduction of Real Time Information (RTI), staff records must be accurate and up-to-date. Keeping HR records of staff achievements, development activities, disciplinary grievances and more is time-consuming. If your filing cabinet is strained or you’re forced to search in various computer documents for staff records then mylivevision is here to help.

Mylivevision provides a centralised, comprehensive staff management module. All the detail you require to manage your employees’ profitability, as well as to comply with HMRC, is easily accessible and secure online. Keep a record of their contact details, training and qualifications, grievances, and leaver records.

Salary or hourly rate, total hours worked to date and full and part time holiday schemes are calculated here based on our integrated scheduling activity. Furthermore all staff records are held at a company level to allow for complete flexibility of staff movement between departments or sites.

Staff Records

Features

  • Centralised staff records
  • Centralised staff records
  • Holiday calendar
  • Payroll information stored
  • Personal information
  • Contact details
  • Minimum wage calculated as a guide
  • Training records
  • CPD records
  • Track lateness, absence, requests and more
  • Sensitive information is locked down
  • Re-employ details
  • Current and historical information recorded
  • Seamless integration with our scheduling module

Audit Trail

Overview

Our audit trail can be used to set a framework for internal compliance within your company. Unlike excel or paper-based systems, mylivevision is focused on data integrity. Our lock facility on sales, cashing up, and expenditure tracks user activity, which means you can monitor staff activity and ultimately, protect your money.

To fit with your current internal procedures, you decide who locks these transactions in your organisation. For example the POS reconciliation ‘lock’ might be part of your GM’s end of day procedure when the till balances.

Every locked transaction by type can be found, listed by lock date, transaction date and assigned to an individual user in the Audit Trail. Drill into the details of each transaction to uncover its history. Here you can monitor staff accuracy, cash handling integrity or failure to comply. For example, if every site is expected to lock their sales and cash up figures by the start of the next shift and only four out of five sites are doing this, you are aware and can follow up for an explanation.

Equally, if a till has been locked and unlocked repeatedly, you can investigate which user is conducting this process and explore whether further training is required or, more seriously, if you are the victim of fraud. The powerful search feature allows you to drill down by type, user, monetary amount and more.

Audit Trail

Stock

Overview

This area is included as standard and replaces Excel stocktaking formats. If you choose to use this area, daily F&B expenditure entered into the purchase module not only updates the stock module automatically, but company stock levels also. Use this area to check stock in hand, and to simplify your order processes.

The quick food stocktaking module delivers current stock value and GP%s based upon total food sales entered in the Sales module; and a line-by-line drinks stocktaking module powered by your EPOS back office reports, delivers detailed variances.

You can also cost your drinks menu easily with our integrated and automatically price updated GP calculator. Mylivevision prepares and transforms your secure, backed up stock data into management accounts, automatically.

Stock

Features

  • Line by line or invoice total analysis for F&B suppliers – you decide
  • Full P&L invoice capability
  • Integrated whole-company purchases for multiple sites, fully exportable into Sage
  • Rolling GPs analysed & tracked
  • Simple food stocktaking module
  • Line-by-line drinks stocktaking module
  • Multiple nominal codes and VAT treatments per invoice available
  • Store multiple suppliers
  • Add, edit and view ingredients
  • Seamless integration with suppliers

Staff Scheduling

Overview

How do you keep control of potential departmental staff costs, site staff costs and company staff costs? Mylivevision’s integrated scheduling tool lets you easily forecast complete company staff costs while creating weekly schedules.

Our software is designed to simplify how you view the staff you have on every day from opening until close. When you can effortlessly see the big picture it is obvious what hours can be shaved to aid your maximum operating efficiency.

Unlike standard scheduling systems, mylivevision makes your weekly rostering work harder for you. Employers NI is applied when thresholds are reached, calculating potential gross wages, which are analysed against sales to deliver instant wage %s. Staff records are also updated, departmental site and company analysis is fed and every schedule is brought together to be compared against forecast expenditure. Click the mouse, check your costs and print. It’s that simple.

Staff Scheduling

Features

  • Schedules easily print to PDF
  • Simple intuitive design
  • Gantt-style delivers visual view of department staff
  • Forecast net and gross individual staff costs
  • Forecast net and gross daily staff costs
  • Forecast net and gross weekly staff costs
  • Hours, costs and holiday accrual updated
  • Holiday calendar shows overviews, dates are automatically blocked out in red
  • Actual hours worked automatically update to power analysis
  • Forecast and actual wage %’s calculated instantly
  • Wage analysis available at shift, day, week, month and yearly time intervals

Suppliers

Overview

Processing delivery notes and invoices is often a time consuming or repetitious task. Imagine pain-free invoice processing which frees up your bookkeeper for other essential tasks or enables your key management to get back onto the floor or into the kitchen, safe in the knowledge that they have full visibility over how their supplier orders are impacting the entire business in comparison to daily sales.

We prepare and transform your backed up and secure purchase data into management information and management accounts automatically. Our simple, integrated purchasing module gives your team control over F&B and P&L, without breaking the bank.

Delivery notes with memory retain pre-ordered stock lines if using the integrated stocktaking module. Equally, delivery notes/invoices can be entered by invoice-total only, this decision is entirely up to you. Both options report to nominal codes for instant analysis against sales and net profitability.

Suppliers

Features

  • Full P and L capability
  • Petty cash receipts mirror delivery note functionality, while updating selected virtual till.
  • Integrated whole-company purchases for multiple sites, fully exportable into Sage
  • Rolling GPs analysed & tracked
  • Multiple nominal codes and VAT treatments per invoice available
  • Supplier spend analysis
  • Supplier statement reconciliation pre-accounts import
  • Delivery notes update company product prices and current stock levels
  • Seamless integration with stock.
  • Two-step delivery note to invoice process
  • Line-by-line or invoice-total analysis for F&B suppliers – you decide

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