🎯 Sales Manager Guide

Master the complete system: dashboards, analytics, reports, and administrative functions for effective business management.

🎯 Your Main Responsibilities

As a manager, you will:

Monitor overall business performance
Analyze sales and financial data
Oversee all operations
Manage users and permissions
Configure system settings
Review and approve requests
Make strategic decisions based on data
Ensure quality and compliance

📊 Sales Dashboard Overview

Accessing the Dashboard

Log in with your manager credentials
Main dashboard loads automatically
Or click Dashboard → Sales Overview

Key Performance Indicators (KPIs)

Top Row Metrics:

Gross Sales (฿9.2M)

Total sales before any deductions
Includes all channels (dine-in, takeaway, delivery)
Click to see detailed breakdown

Net Sales (฿8.8M)

Sales after discounts and returns
Your actual revenue
Click to see deductions details

Orders (15,847)

Total number of transactions
Click to see order list

Avg Transaction Value (฿555)

Average amount per order
Net Sales ÷ Number of Orders
Track customer spending patterns

Sales Charts & Visualizations

Sales Target Over Time (Line Chart)

Blue line: Actual sales
Gray line: Target sales
Compare performance vs goals
Identify trends and patterns

Sales by Channel (Stacked Bar Chart)

🟦 Blue: Dine-in sales
🟩 Green: Takeaway sales
🟧 Orange: Delivery sales
Compare channel performance over time

Sales by Branch (Bar Chart)

Multi-color bars for each location
Identify top and bottom performers
Use for branch comparison

Sales by Product Category (Donut Chart)

Visual breakdown by category
See which categories drive revenue
Percentages shown for each segment

Sales by Day & Time (Heatmap)

Rows: Days of week (Mon-Sun)
Columns: Hours (8 AM - 11 PM)
Color intensity: Sales volume
Darker = Higher sales
Identify peak hours and days

Data Tables

Item Performance Table

Searchable: Find specific items
Sortable: Click column headers
Filterable: By category, date range
Columns:
- Item name
- Category
- Quantity sold
- Revenue
- Profit margin
- Trend (vs last period)
Export: Download as CSV

Suggested Combos Table

Items frequently ordered together
Based on actual order patterns
Useful for:
- Creating combo meals
- Cross-selling strategies
- Menu optimization

💰 Finance Dashboard

Accessing Finance Overview

Go to Account → Dashboard
View financial KPIs

Financial KPIs

Total Revenue (฿9.2M)

All income sources
Click for detailed breakdown

Total Expenses (฿6.8M)

All costs and expenses
Click for category breakdown

Net Profit (฿2.4M)

Revenue minus expenses
Bottom line performance

Profit Margin (26.1%)

(Net Profit ÷ Revenue) × 100
Industry benchmark comparison

Financial Charts

Monthly Revenue by Branch (Grouped Bar Chart)

Compare branch performance monthly
Different color per branch
Identify seasonal trends

Expense Breakdown (Progress Bars)

Each expense category shown
Bar length = amount spent
Percentage of total expenses
Categories:
- Cost of Goods Sold (COGS)
- Salaries
- Rent
- Utilities
- Marketing
- Other

Financial Summary by Branch (Table)

Branch name
Revenue
Expenses
Net profit
Profit margin %
Status badge (Good/Warning/Critical)

📦 Inventory Dashboard

Accessing Inventory Overview

Go to Product → Dashboard
View inventory metrics

Inventory KPIs

Total Products (1,248 items)

Complete product catalog
Active SKUs

Inventory Value (฿8.5M)

Total value of stock on hand
At cost price

Low Stock Items (42 items)

Products below minimum level
Need reordering

Out of Stock (8 items)

Zero quantity items
Immediate attention needed

Stock Turnover Rate (4.2x)

How fast inventory sells
Higher = better efficiency
Calculation: COGS ÷ Average Inventory

Avg Stock Days (87 days)

Average days items sit in inventory
Lower = better cash flow

Inventory Charts

Category Breakdown (Progress Bars)

Each product category
Number of items
Inventory value
Percentage of total

Stock Movement Chart (Weekly)

🟦 Blue bars: Stock in (purchases, transfers in)
🟩 Green bars: Stock out (sales, transfers out)
🟧 Orange bars: Adjustments
Track weekly patterns

Low Stock Items Table

Product name
Current quantity
Minimum quantity
Reorder quantity
Supplier
Action: Create purchase request

🎯 Marketing Dashboard

Accessing Marketing Overview

Go to Marketing → Dashboard
View marketing performance

Marketing KPIs

Campaign Performance

Active Campaigns: 12
Reach: 45.2K people
Engagement: 8.7%
ROI: +23.4%

Customer Acquisition

New Customers: 1,247
Cost Per Acquisition (CPA): ฿45.80
Retention Rate: 76.3%
Lifetime Value (LTV): ฿2,350

Digital Presence

Social Followers: 15.6K
Website Traffic: 89.2K visits
Email Open Rate: 42.1%

👥 User & Permission Management

Managing Users

Viewing Users:

Go to Dashboard → Manage Users
See list of all users
Information shown:
- Username
- Full name
- Email
- Role
- Status (Active/Inactive)
- Last login

Creating New User:

Step 1: Add User

Click Add New User
Fill in details:
- Username: Unique login ID
- Password: Temporary password (user will change)
- Full Name: First and last name
- Email: Valid email address
- Phone: Contact number
- Role: Select from roles list

Step 2: Assign Location

Select branch/location
User will see data for their location
Multi-location access if needed

Step 3: Set Status

Active: User can login
Inactive: User cannot login (but preserved in system)

Step 4: Save

Click Create User
Send login credentials to user (securely)
User should change password on first login

Editing User:

Find user in list
Click Edit button
Update information
Click Update

Deactivating User:

Find user in list
Click Deactivate
Confirm action
User can no longer login
Don't delete - keeps audit trail

Managing Roles & Permissions

Understanding Roles:

Role = Collection of permissions
Examples: Admin, Manager, Cashier, Kitchen Staff, Accountant

Viewing Roles:

Go to Dashboard → Role & Permission
See list of roles
Click role to see permissions

Creating New Role:

Step 1: Add Role

Click Add New Role
Enter Role Name (e.g., "Store Manager")
Enter Description (optional)

Step 2: Set Permissions

Permission matrix shows modules and actions:

Module	Create	Read	Update	Delete
Dashboard	☐	☑	☐	☐
Product	☑	☑	☑	☐
Purchase	☑	☑	☑	☐
Stock	☑	☑	☑	☑
Invoice	☑	☑	☑	☐
Order	☑	☑	☑	☑
Report	☐	☑	☐	☐
Settings	☐	☑	☑	☐

Check boxes for permissions this role should have.

Step 3: Save

Click Create Role
Role is now available for user assignment

Editing Role Permissions:

Find role in list
Click Edit Permissions
Check/uncheck permissions
Click Update
Changes apply immediately to all users with this role

Best Practice Permission Sets:

Cashier Role:

✅ Create/Read Orders
✅ Create/Read Invoices
✅ Read Products
✅ Read Customers
❌ No access to reports
❌ No access to settings
❌ No delete permissions

Supervisor Role:

✅ All Order permissions
✅ All Stock permissions (transfer, adjust)
✅ Create Purchase Requests
✅ Read Reports
✅ Read Settings
❌ No financial accounting
❌ No system configuration

Manager Role:

✅ All permissions except:
- User management (admin only)
- System settings (admin only)

⚙️ System Settings

Location Management

Managing Branches:

Go to Settings → Locations
See list of branches/locations

Adding New Location:

Click Add Location
Enter:
- Location name
- Address
- Phone number
- Manager name
- Email
Set as Active
Click Save

Location Bin Management:

Each location can have warehouse bins
Go to Dashboard → Location Bin
Add bin codes (A1, A2, B1, etc.)
Assign products to bins
Improve picking efficiency

Currency Settings

Managing Currencies:

Go to Settings → Currency
See list of currencies
Add Currency:
- Currency name
- Currency symbol
- Exchange rate
Set default currency

Exchange Rate Updates:

Edit currency
Update exchange rate
Save
Affects new transactions only

Tax Configuration

Setting Up Taxes:

Go to Settings → Tax Settings
Add tax types:
- VAT/Sales Tax
- Service Charge
- Other taxes
For each tax:
- Tax name
- Tax rate (%)
- Apply to: Products/Services/All
- Default: Yes/No
Click Save

Tax Application:

Selected taxes apply automatically to invoices
Can override per transaction if needed

Service Charge Settings

Configuring Service Charges:

Go to Restaurant → Service Charge
Click Add Service Charge
Enter:
- Charge name (e.g., "Service Charge 10%")
- Charge type: Percentage or Fixed
- Amount/Percentage
- Apply to: Dine-in / All
- Is default: Yes/No
Click Save

Payment Terms

Setting Payment Terms:

Go to Settings → Payment Terms
Add terms:
- Net 30 (pay within 30 days)
- Net 15
- Cash on Delivery (COD)
- Advance Payment
For each term:
- Term name
- Number of days
- Description
Use in purchase orders and sales

📊 Reports & Analytics

Sales Reports

Daily Sales Report:

Go to Reports → Sales Report
Select:
- Date range
- Branch (or all)
- Order type (or all)
Click Generate
Shows:
- Sales by date
- Sales by channel
- Sales by category
- Top selling items
- Payment method breakdown
Export to CSV/PDF

Sales by Product:

Go to Reports → Product Sales
Select date range
Shows each product:
- Quantity sold
- Revenue
- Percentage of total
Sort by revenue/quantity
Identify bestsellers and slow-movers

Sales by Branch:

Go to Reports → Branch Performance
Select date range
Compare all branches:
- Total sales
- Number of orders
- Average transaction
- Growth vs previous period
Use for performance evaluation

Sales by Category:

Go to Reports → Category Analysis
See revenue by category
Profit margin by category
Trending categories
Use for menu optimization

Purchase Reports

Purchase Report:

Go to Reports → Purchase Report
Select date range
Shows:
- Total purchases
- By supplier
- By product category
- Outstanding payments
Export for analysis

Purchase Outstanding:

Go to Reports → Purchase Outstanding
See unpaid supplier invoices
Grouped by:
- Supplier
- Due date
- Overdue/current
Use for payment planning

Stock Reports

Stock Valuation:

Go to Reports → Stock Valuation
Select date (as of date)
Shows each product:
- Quantity on hand
- Cost per unit
- Total value
Total inventory value
By location/branch
Export for accounting

Stock Movement:

Go to Reports → Stock Movement
Select date range
Shows:
- Opening stock
- Stock in (purchases, transfers)
- Stock out (sales, transfers)
- Adjustments
- Closing stock
By product or category

Low Stock Report:

Go to Reports → Low Stock
Automatically shows items below minimum
Reorder quantities suggested
One-click to create purchase request

Financial Reports

Profit & Loss (P&L):

Go to Reports → Profit & Loss
Select period (month/quarter/year)
Select branch or consolidated
Shows:
- Revenue by source
- Expenses by category
- Gross profit
- Operating profit
- Net profit
Compare periods
Export to Excel

Cash Flow Statement:

Go to Reports → Cash Flow
Select period
Shows:
- Operating activities
- Investing activities
- Financing activities
- Net cash flow
Critical for cash management

Balance Sheet:

Go to Reports → Balance Sheet
Select date
Shows:
- Assets (current & fixed)
- Liabilities (current & long-term)
- Equity
Verify: Assets = Liabilities + Equity

🔍 Data Analysis & Insights

Using Charts for Decisions

Sales Trend Analysis:

Look for patterns in line charts
Upward trend: Business growing ✅
Downward trend: Need action ⚠️
Seasonal patterns: Plan inventory
Sudden drops: Investigate cause

Heatmap Insights:

Peak hours: Schedule more staff
Slow hours: Run promotions, reduce staff
Weekend vs weekday: Adjust operations
Lunch vs dinner: Menu optimization

Category Performance:

High revenue categories: Expand offerings
Low revenue categories: Improve or remove
High margin items: Promote more
Low margin items: Review pricing

Key Metrics to Monitor

Daily:

✓ Sales vs target
✓ Number of orders
✓ Average transaction value
✓ Out of stock items
✓ Cash position

Weekly:

✓ Sales trend
✓ Inventory levels
✓ Staff performance
✓ Customer complaints
✓ Payment collections

Monthly:

✓ P&L statement
✓ Cash flow
✓ Stock turnover
✓ Supplier payments
✓ Customer acquisition cost

Setting Targets

Sales Targets:

Go to Settings → Sales Target
Set targets by:
- Branch
- Month
- Category
Enter target amount
Dashboard shows actual vs target
Track team performance

Inventory Targets:

Set minimum stock levels per product
Set maximum stock levels
Set reorder points
System alerts when breached

✅ Approval Workflows

Purchase Approval

When Approval Required:

Large purchase amounts (above threshold)
New supplier
Non-standard items

Approving Purchase Request:

Go to Purchase → Pending Approvals
Review request:
- Items requested
- Quantities
- Estimated cost
- Justification
Check:
- Budget availability
- Stock levels (really needed?)
- Pricing reasonable
Decision:
- Approve: Request becomes PO
- Reject: Return with reason
- Request Changes: Send back for revision

Discount Approval

When Cashier Requests Discount:

Notification appears
Go to POS or notification panel
Review:
- Order details
- Requested discount %
- Reason for discount
Enter your password
Approve or deny

Price Change Approval

When Price Change Requested:

Go to Product → Price Change Requests
Review:
- Product
- Current price
- Proposed price
- Justification
Approve or reject
If approved, price updates immediately

🎯 Best Practices for Managers

Daily Management Routine

Morning (8:00 AM - 9:00 AM):

During Operations (9 AM - 9 PM):

Evening (9:00 PM - Close):

Review day's performance
Check closing procedures
Plan for tomorrow
Document issues/learnings

Data-Driven Decision Making

Use Reports to:

✅ Identify bestsellers → Promote them
✅ Find slow-movers → Discount or remove
✅ Analyze peak hours → Optimize staffing
✅ Track costs → Find savings
✅ Monitor cash → Avoid shortfalls
✅ Review margins → Adjust pricing

Don't:

❌ Make decisions based on gut feeling alone
❌ Ignore negative trends
❌ Wait for problems to escalate
❌ Neglect staff feedback

Team Leadership

Motivate Your Team:

🎯 Set clear goals and targets
🎯 Celebrate achievements
🎯 Provide regular feedback
🎯 Invest in training
🎯 Lead by example
🎯 Listen to concerns
🎯 Recognize good performance

Performance Management:

Track individual metrics
Conduct regular reviews
Provide coaching
Address issues promptly
Document everything

Customer Focus

Monitor Customer Satisfaction:

Track complaints (quantity and types)
Review feedback
Mystery shop your own location
Train staff on service
Resolve issues quickly
Follow up with customers

Financial Discipline

Control Costs:

Monitor food cost percentage
Control portion sizes
Reduce wastage
Negotiate with suppliers
Optimize staff scheduling
Track utility usage

Improve Revenue:

Upselling training
Combo meals
Happy hour promotions
Loyalty programs
Online ordering
Delivery expansion

📱 Mobile Access

Using System on Mobile

Responsive Design:

System works on tablets and phones
Dashboard adapts to screen size
All features accessible
Touch-friendly interface

Best Practices:

Use tablet for detailed work
Phone for quick checks and approvals
Download reports on desktop for analysis

⚠️ Troubleshooting & Support

Common Manager Issues

Problem: Dashboard Not Loading

Check internet connection
Clear browser cache
Try different browser
Contact IT if persists

Problem: Report Shows Wrong Data

Verify date range selected
Check branch filter
Ensure all transactions recorded
Contact IT if data issue

Problem: Can't Approve Request

Check your permission level
Try logging out and in
Clear browser cache
Contact system admin

System Maintenance

Weekly:

Review system performance
Check for pending updates
Backup important reports
Archive old data if needed

Monthly:

Review user accounts (remove inactive)
Update passwords
Review permission settings
System health check with IT

🎓 Advanced Features

Custom Reports

Creating Custom Reports:

Go to Reports → Custom Report Builder
Select data source
Choose fields to include
Add filters
Save report template
Run anytime with updated data

Data Export

Exporting Data:

All reports have Export button
Formats available:
- CSV (Excel)
- PDF
- Excel (formatted)
Use for:
- External analysis
- Presentations
- Audits
- Board reports

System Integration

Third-Party Integration:

Accounting software (QuickBooks, Xero)
Payment gateways
Delivery platforms (GrabFood, Foodpanda)
Loyalty programs
Contact IT for setup

📞 Need Help?

For Strategic Decisions:

Regional Manager
Business Consultant
Franchise Support (if applicable)

For System Issues:

IT Support Hotline: [Number]
Email: [IT Email]
Submit ticket: [Portal URL]

For Training:

HR Department
Training Coordinator
Online resources & videos

🔑 Manager Quick Reference

Critical Daily Metrics

Sales: On track for daily/monthly target?
Cash: Enough for operations and payments?
Stock: Any critical shortages?
Staff: All positions covered?
Customers: Any major complaints?

Red Flags to Watch

⚠️ Sales declining for 3+ days
⚠️ Multiple stock-outs
⚠️ Cash flow negative
⚠️ Increasing customer complaints
⚠️ Staff turnover spike
⚠️ Food cost % increasing
⚠️ Unusual expense spikes

Monthly Review Checklist

Remember: You're the captain of the ship! Your decisions, based on data and insights from this system, drive the business forward. Use the tools available, trust your team, and lead with confidence. Success is built on consistent execution of fundamentals. You've got this! 🚀📊🌟

🎯 Your Main Responsibilities​

📊 Sales Dashboard Overview​

Accessing the Dashboard​

Key Performance Indicators (KPIs)​

Sales Charts & Visualizations​

Data Tables​

💰 Finance Dashboard​

Accessing Finance Overview​

Financial KPIs​

Financial Charts​

📦 Inventory Dashboard​

Accessing Inventory Overview​

Inventory KPIs​

Inventory Charts​

🎯 Marketing Dashboard​

Accessing Marketing Overview​

Marketing KPIs​

👥 User & Permission Management​

Managing Users​

Managing Roles & Permissions​

⚙️ System Settings​

Company Information​

Location Management​

Currency Settings​

Tax Configuration​

Service Charge Settings​

Payment Terms​

📊 Reports & Analytics​

Sales Reports​

Purchase Reports​

Stock Reports​

Financial Reports​

🔍 Data Analysis & Insights​

Using Charts for Decisions​

Key Metrics to Monitor​

Setting Targets​

✅ Approval Workflows​

Purchase Approval​

Discount Approval​

Price Change Approval​

🎯 Best Practices for Managers​

Daily Management Routine​

Data-Driven Decision Making​

Team Leadership​

Customer Focus​

Financial Discipline​

📱 Mobile Access​

Using System on Mobile​

⚠️ Troubleshooting & Support​

Common Manager Issues​

System Maintenance​

🎓 Advanced Features​

Custom Reports​

Data Export​

System Integration​

📞 Need Help?​

🔑 Manager Quick Reference​

Critical Daily Metrics​

Red Flags to Watch​

Monthly Review Checklist​