Number of customers for better analyses
The number of customers (also known as the number of guests) is mainly used for analyses. In order to calculate the average turnover per customer correctly, it is important to record the number of guests per transaction as precisely as possible.
Optionally, this information can also be displayed on the financial report by activating the option Average display in the financial report... in the Front Office report settings.
Sample calculation:
Total sales / number of transactions = average number of transactions
Total sales / number of customers = average per customer
As several guests can take part in an operation, the mere number of operations is not sufficient for the analysis. This is where the customer count checkout function comes into play. While a process is open, the operator can enter a number at any time - even a subsequent correction is possible.
Challenges in practice
Many companies neglect to enter the number of customers - whether due to ignorance, convenience or even deliberately entering the wrong number. This leads to unusable average values and can lead to incorrect decisions in controlling.
Forced entry via operator authorisation
To ensure that a customer number is always recorded, the function can be set to forced via the operator authorisation. However, tact is required here: If the number is asked for too early (e.g. when creating the process), additional guests may be added. It is better to force the entry at the latest when closing.
Alternative: Number of operations as divisor
If the number of customers is not entered, the average per transaction can be analysed instead. This setting can be customised in the Report Manager.
The number of customers can also be corrected retrospectively in the Master Transaction Overview programme - even for reopened transactions (e.g. from the previous day).
Important to know: update possible at any time
The number of customers function can be activated again at any time to overwrite the previously entered number.
Subsequent correction
The number of customers can also be changed in the "Master transaction overview" tool after a daily closing. Further topics: Change the number of customers with the master transaction overview
Best practice: Record the number of customers correctly
In companies without an integrated reservation system, we recommend the following method: No immediate obligation to enter: The operator has time to enter the number correctly.
Checkout function Checkout function Check customer count on closing buttons: When closing, the system automatically checks whether a customer count has been recorded.
If no customer number has been entered: The operator is prompted to enter the number before the process can be completed.
This technology also works in mPOS.
Extension recommended: Activate plausibility check
In addition, a check mechanism can be set up that automatically requests a new entry in the event of unusual average values. Limit values (min/max average receipt) are stored in the global settings. The operator can confirm or correct the entry. Individual bookings are not checked. Further topics: Global settings for ward administration
Integrated reservation systems for automated input
When working with an integrated reservation system, there is another method: Best practice: Turn walk-ins into check-ins
Special cases and system behaviour
Number of customers when splitting
Hypersoft POS System:
The new number is queried when splitting.
The remaining operation receives the difference.
Hypersoft mPOS System:
mPOS queries separately for splitting and for the remaining process.
Further topics:
Number of customers when merging...
Changing the number of customers
Transactions without number of customers / sales
In the advanced options, you can control whether such processes are included in the average calculation:
Determination per item (e.g. place setting)
Special articles can be defined in the Report Manager, which are used to automatically determine the number of customers.
Further topics: Options: Advanced Options
Customer cards in the cashless area
For groups where only one person pays, all customers can be counted correctly by combining the cards at the end.
Evaluations of the number of customers
The number of customers is part of many reports. For detailed analyses we recommend:
G Customer count and transaction evaluations
Point of sale report by number of customers and shifts
Further topics:
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