Analytics and Home

The Home page is where your day starts. It gathers what needs your attention: orders to review, invoices to check and today's deliveries. The Analytics page shows how your business is doing over time: what you spend, what you sell, how your menu is priced and what your stock is worth. This chapter also covers search, the quickest way to move around Spensa.

What this is for

• See open work at a glance on your Home page
• Rearrange or hide the boxes on your Home page
• Follow the getting-started checklist when your company is new
• Track spending by supplier, category and item
• See sales from approved till reports
• Compare your menu prices with recommended prices
• Follow your stock value from count to count
• Jump anywhere in Spensa with search

Where to open it

These pages live on the web app.

• Home: in the left sidebar under Home.
• Analytics: in the left sidebar under Analytics. The page has tabs at the top: Spend, Sales, Menu Cost and Inventory. You only see the tabs you have access to.
• Search: press Cmd+K on a Mac or Ctrl+K on Windows, on any page.

Access and permissions

Everyone sees the Home page. Which boxes and cards appear depends on what you are allowed to view. Location staff see a task board as their home instead (see "The Home page at a location" below).

For Analytics, owners and admins see every tab. For other team members it depends on their role:

• Spend needs permission to view analytics.
• Sales needs permission to view invoices.
• Menu Cost needs permission to view analytics and menu costs.
• Inventory needs permission to view or manage inventory.

If none of the tabs are open to you, the Analytics entry does not appear at all. You can give people access with a custom role. See Team and permissions.

Your Home page

The Home page collects six boxes in one place:

• Assistant - ask the assistant anything, right from Home. Type a question or tap an example. See Assistant.
• Tasks - your company task board, with New task and assignees. See Tasks.
• Review & to-dos - small cards that count open work and take you straight there:
  • "Invoices - Pending Review": invoices waiting for your review.
  • "Orders - Pending Review": orders waiting for a decision.
  • "Products - Incomplete": products without price information yet.
  • "Recipes - Incomplete": menu items whose costs are not complete yet.
  • Each card only appears if you are allowed to view that area.
• Recent Orders (24h) - the last 5 orders sent in the past 24 hours, with supplier, location and items. View all opens the full order list. When nothing was sent it says "No orders sent in the last 24 hours."
• Today's order schedule - which recurring orders are due today. See Order schedule.
• Deliveries today - the deliveries you expect today.

Make the Home page yours

You can rearrange the Home page to fit how you work.

1. Click Customize on the Home page.
2. Drag the boxes into the order you like.
3. Click the eye icon on a box to hide or show it.
4. Click Done to save.

Your layout is saved for you personally. Teammates keep their own arrangement. Reset to default brings back the original layout.

The getting-started checklist

When your company is new, the Home page helps you set up.

• Before you pick what you want to start with, Home shows a welcome panel.
• After that, a checklist appears above the boxes. The steps depend on your focus. For ordering: add a supplier, add products, create an order template and send your first order. For menu costing: add a supplier, add products, create a dish and complete its cost.
• The checklist can take you back to your guided welcome chat with the assistant.
• The checklist disappears once everything is done.

At the bottom of the Home page, a "How Spensa works" link opens an overview of how the pieces fit together. See Getting started.

The Home page at a location

Location staff have a simpler home. (The app sometimes says "establishment" where this guide says "location".) Their home page is the location's task board. Staff see the location's tasks and work through them there. People with task rights can add tasks with New task. See Tasks.

Spend

The Spend tab shows where your money goes, based on approved invoices.

It unlocks with a little data

Spend needs at least 20 products in your catalogue and at least 3 processed invoices before it can say anything useful. Until then, the tab shows both goals with your progress: "Add at least 20 products to your catalog" and "Process at least 3 invoices". Keep approving invoices and the tab opens by itself. See Invoices.

Pick a time range

1. Choose Last 4 Weeks, YTD (the year so far) or Custom.
2. For Custom, pick a start and end date and click Apply. The range can cover any dates between your earliest invoice and today.

Compare with the past

Next to the time range, choose what to compare to:

• None turns comparison off.
• Prior 4 Weeks compares to the 4 weeks before. It is available with Last 4 Weeks.
• Prior Year compares to the same period last year. If there is nothing to compare against, it is greyed out with the note "No data available for this period".
• With a custom range, turn on the Compare switch and pick your own comparison period.

Filter by location

Pick one or more locations to focus on. Leave the filter empty to see the whole company.

What you see

• Cards with your total spend and the number of invoices in the period. With a comparison active you also see the change in percent.
• Your top 5 suppliers by spend and your top 5 categories by spend. Everything else is grouped as "Others". With a comparison you see both periods side by side.
• Your highest-spend items. Click a supplier or category bar to narrow the item list to it. Click it again or use "clear filter" to reset.

Your time range and comparison are part of the page address. Copy the address to share the exact same view with a teammate.

Sales

The Sales tab shows your revenue from till reports (called Point of Sale in the app). It fills up automatically once till reports are approved. See Point of Sale.

• Pick a range at the top: All, 1y (one year), 3M (three months), 1M (one month), YTD (the year so far) or MTD (this month so far).
• Filter by location.
• The total for your selection shows as "Selected sales".

If you also have access to menu costs, a second chart appears below. It combines your sales with your menu costs to show the margin per menu item.

Before any reports are approved, the tab says "No sales data yet" and "Sales appear automatically once Point of Sale reports are approved." A range without sales says "No sales data for this range".

Menu Cost

The Menu Cost tab shows how your menu prices compare to the recommended prices. See Menu costs.

• Every menu item appears as a dot: its current price against the recommended price for its category. Colors follow your menu categories.
• Items priced below the recommendation get a red outline.
• Dots on the diagonal line are priced exactly at the recommendation.
• Two small counters show how many items are below and how many are on or above the recommendation.
• Point at a dot for the details: current price, recommended price, the gap (in money and in percent), markup, recommended markup and margin.
• Click a dot to open that menu item's cost page.

Items missing a price, a category or a complete cost are left out of the chart. A note underneath links straight to those items so you can complete them. With very many menu items, the chart shows the first ones and tells you how many are shown.

If you have no menu items yet, the tab says "No menu items yet". If none are ready, it says "No ready menu items yet". Both offer a Go to menu cost button.

Inventory

The Inventory tab shows what your stock is worth, count after count. It uses your finalized inventory counts. See Inventory.

• With more than one location, pick a location at the top. The tab starts on the location with the most recent finalized count.
• The headline card shows "Stock value" from the latest count. It also shows the count date, how many products were counted and the change compared to the previous count. Green means the value went up, red means it went down.
• "Stock value per count" is a bar chart with one bar per count. Each bar is split by your top 5 product categories, with the rest as "Other".
• "Where the value sits" ranks the categories of the latest count. Each category shows its share and its change since the previous count.

Notes under the charts explain the numbers. Values use each product's latest known price. Items without a price are pointed out. The view covers your most recent counts and says how many are shown.

Before your first finalized count, the tab says "No finished counts yet" and "Finish your first inventory count to see how your stock value develops." If you manage inventory, a Go to inventory button takes you there.

Finding things fast

Search takes you anywhere in Spensa in a couple of keystrokes.

1. Press Cmd+K on a Mac or Ctrl+K on Windows. A search box opens that says "Search pages, tools, and records...".
2. Type what you are looking for.
3. Pick a result and press Enter to open it.

Jump to pages

Type the name of a page to jump straight to it: Home, Notifications, Analytics, Orders, Order Templates, Order Schedule, Schedule, Time Off, Product Catalogue, Product Groups, Inventory, Point of Sale, Menu Costs, Invoices, Suppliers or Establishments. Settings pages are there too: General, Members, Employees (both open the team pages described in Team and permissions), Categories, Billing, Inbound email, Language and Account.

Quick actions

Some entries start something right away: New order, New product, New supplier, Upload invoice and New establishment (a new location).

Find your records

Type a name and search finds matching records everywhere: suppliers, products, orders, order templates, invoices, invoice uploads, inventory counts, storages, till reports, till catalogue items, menu items, recipes and locations. To search one kind only, pick its group first (for example Products) and then type. Every result shows its name and status. A few handy details:

• Products also match their supplier item codes.
• Invoices match the invoice number.
• Orders match the supplier name or the items inside the order.
• If you belong to more than one company in Spensa, you can search and switch between them too.

Do something with a result

Selecting a record gives you actions beyond Open:

• A supplier offers Show products, Show invoices, Show orders, Show order templates and Start order.
• A location offers Open staff app, Show orders, Show invoices, Show order templates, Show inventory and Show scheduling.
• A product offers Edit.

Find old assistant chats

Your assistant chats are searchable by their title. Picking one opens the chat so you can continue it. See Assistant.

Recents and moving around

With an empty search box, your last 8 picks show under "Recent". Press Esc to go back one level. Backspace in an empty search box does the same. Search only ever shows pages and records you are allowed to open.

How this connects to other parts of Spensa

• Invoices - the Spend tab is built only from approved invoices, so approving invoices feeds your analytics.
• Point of Sale - the Sales tab fills up as till reports are approved.
• Menu costs - the Menu Cost tab uses your dish costs and recommended prices, and every dot links to a dish.
• Inventory - the Inventory tab uses finalized counts and each product's latest price.
• Orders - Home shows recent orders and orders waiting for review.
• Order schedule - Home shows today's ordering slots and expected deliveries.
• Products - Home counts products that still need price information.
• Tasks - the Tasks box on Home and the location task board show the same tasks.
• Assistant - Home has an assistant box, and search finds your old chats.
• Getting started - the checklist on Home guides new companies through setup.
• Notifications - the Notifications page is one search jump away.

Good to know

• There is no download or export from Analytics yet. To share a view, share the page address or a screenshot.
• The Spend tab opens once you have at least 20 products in your catalogue and 3 processed invoices.
• Your Home page layout is personal. Rearranging or hiding boxes never changes what teammates see.
• Old bookmarks that pointed to analytics on the Home page open the Analytics page automatically.
• The "Recent" list in search is remembered on the device you are using.
• Location staff searching in Spensa only see records for their own locations.
• The app sometimes says "establishment" where this guide says "location".