Ops Groups are a way to categorize the costs and sales of your business so that in various reports on Craftable you can see the Cost vs Sales broken out by these different operations groups. See below for further information on how to configure your Ops Groups. Please note your POS must be integrated with Craftable to complete your Ops Group Mappings, as your POS data is a necessary portion of the data.
This video walks you through the setup, or read the article below to understand Configuring Ops Group Mappings, as well as the Ops Group Wheel Calculation.
Configuring Ops Group Mappings
To get started, navigate to Point of Sale > POS Mapping > Ops Group Mapping in order to configure your Ops Groups. This can be done within either Bevager, Foodager, or House to configure the ops groups for that platform specifically. If you would like to configure all platforms within Craftable at once, navigate to that page with the Books platform of your account.
1. Ops Group Mapping
From the Ops Group Mapping section you should set your Ops Groups and Subgroups based on how you want to see the data broken out. Popular setup methods are having a parent group of Food for your Foodager, and a parent group of Beverage for your Bevager. Within the Beverage parent group having subgroups of Wine, Beer, Liquor and N/A Bev. You can add additional groups as desired, such as Retail, Operating Expenses, Paper Goods, really anything you like! (Note: If you need to delete any existing Ops Groups/Subgroups you will need to delete any existing mappings to these Groups/Subgroups on the Sales and Cost of Sales tabs.)
To add a new Ops Group click the "+ Add Ops Group" button at the bottom of the page. On the popup give the group a name. Additionally if you're doing your configuration in Books you also need to select which platform the group is for (or select Mixed).
You can rearrange items by clicking the dot matrix icon at the far left of the name, and can delete using the trash can icon. You should create the Parent Groups first and then the Subgroups.
2. Map POS Group to Ops Groups
Once you've set up your Ops groups and subgroups, navigate to the Sales tab.
The Sales tab allows you to map the POS groups from your POS to the Ops Groups you configured in the previous step. Start by clicking the "+ Map to ___" button for each Ops Group/Subgroup, and select the relevant POS Group from the dropdown. You can start typing into the box to filter the list down.
You can choose to select the All Subgroups option, which will connect that POS Group and every subgroup beneath it to the selected Ops Group. So in the image above selecting "NA Beverage - All Subgroups" will pull Fro-Zone, N/A Beverages, Smoothies, Beach Drinks, and anything else in this POS Group. This gives you the flexibility though to select only certain POS sub-groups, in case you want to see data about Smoothies in your Food costs say, rather than your Beverage costs.
The No Subgroup toggle means that the mapping will be to any POS Item that is mapped to the selected Group, but has no POS Subgroup, or the POS Subgroup is blank.
3. Map Categories/Subcategories to Ops Groups
On the Cost of Sales tab you should map your Craftable Categories to the Ops Groups you set up on the first tab.
Similar to the logic on the previous tab, you can select the All Subcategories option to map the whole category (and all subcategories within it) to the Ops Group, or you can get more granular and select only specific subcategories.
Ops Group Wheel Calculation
On your main POS Mapping page you will see a circle with a percentage showing your progress on Ops Group Mapping. This percentage is calculated across your entire account and is not specific to the platform you may be viewing it in. To understand how it's calculated just click the Details button at the top right.
The percentage is calculated as the total number of ops groups that are mapped in any platform, divided by your total POS Groups. So in the example below this would be:
(6 + 6) / 13 = 92%
POS Group Mapping Deprecation
POS Group Mappings preceded Ops Group Mappings on Craftable, and have been deprecated from the system as of December 2022. With the deprecation of POS Group Mappings the Ops Groups reports now replace the old Category-based reports for viewing your Cost %ages. To be specific:
- Cost Summary by Category report - Sales and Cost % columns completely removed (because they were based on POS Group Mappings) -> we recommend Cost Summary by Ops Groups instead. This is explained at the top of the report.
- Theoretical Cost Summary Report - the Sales section has been removed (because it was based on POS Group Mappings) and thus the Cost % column has also been removed -> we recommend Theoretical Cost Summary by Ops Group instead. This is explained at the top of the report.
- On Audit Close your POS Sales will automatically pull in based on your Ops Group Mappings.
- What if I don't have a POS Integration? That's okay! You'll still be able to manually enter your sales data when you close your audit
- What if I want to override my POS Sales with additional sales that are made outside of my POS? We still support that! Just reach out to support@craftable.com requesting Manual Tickets be activated for your account.
- POS Group Mapping was a 1:1 relationship, which, depending on how your POS is configured, may not work well for you.
- For Example: On Craftable you have just a “Beer” category and your POS is set up with “Bottled Beer” and “Draft Beer” as two separate POS Groups. POS Group Mappings would have required you to pick one of those POS Groups to map to Beer, or make changes to your POS.
- Another Example: For users with Foodager, all Food sales is typically done from a "Food" POS Group, but the cost to you is spread out across multiple categories (Meat, Produce, Dairy, Dry Goods, etc...) - POS Group Mappings you would end up mapping your “Food” POS Group to just one category, so your category Cost %ages are completely wrong.
- Ops Group Mappings allow a many to one relationship for more accurate reporting
- Ops Group Mappings facilitate more granular mapping - you can now map by sub-category as well as sub-POS Group.