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How to modify a P&L report

June 7, 2020
UpdatedDecember 3, 2024
ByEric Cevey
Views2511
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What is its purpose?

There are several more choices that increase flexibility in the P&L Report module. It’s easier to focus on what figures you are looking at, and the menus are more informative.

What are the actual modifications?

1. Actual: Actual/ Live Forecast and Actual & Forecast WiP listed first. Sub-menu for Approved with Actual & Forecast Approved and Actual & Forecast PY year Approved.

2. Forecast: Forecast WiP listed first. Sub-menu for Approved and Other submitted. Approved will only list the last approved version. Other submitted should show the last three submitted.

3.  Target: Same as Forecast above

4. Version name (FCT5 2019 as an example) should be listed behind submit date on all submitted entries, where it exists (note that all WiP will not have a version name).

5. If a report runs for a group, identification should be VersionName from table Planning_Submited_Version, if version exists. Find the same version for the group hotels. If the version does not exist, select as today.

6. When an entry is selected and added under the Current working version, a tick box for YTD is available. If ticked should accumulate all months, as with YTD today. If not ticked, show monthly values as today.

7. A tick box for deviation is also made available, but ONLY for rows 2 and below.
– If Dev is ticked, a drop-down list with all entries ABOVE this entry is listed, but NOT any entry with Dev already ticked. Choose the column you want to compare with.

8. When running the report, the Dev. option will produce two columns, the data column (e.g. Forecast WiP) and the column showing the deviation between this and the chosen column. If a is Actual and b is Forecast WiP, where Actual is listed as the first column, the Dev should be calculated as a-b.
– If Dev is ticked a “hide” icon will be visible. Mark this, and the data column (Forecast WiP with the example above) should be hidden.

Report:

  • Headers should show version number if version exists, Approved, Last Submitted, Prev. Submitted. The date should only show in the tool tip.
  • Always use Submit date when showing data, not Status date.

Account module, View Options, Versions:

  • Show in brackets (Status, Submit Date, Version, Submit user), previously it was (Status, Status date, Status user).
  • Show Reference, reference options should also have the above information in brackets.

Troubleshooting tips

This section provides additional troubleshooting advice for readers experiencing specific issues. While it’s packed with useful insights, you may skip it if you’re not facing any related problems.

Why does the column in the P&L module not say “Budget” even though I’m working with the Budget version?

You’re using the Budget version in the P&L module, but the staff-related column shows a different label—perhaps “Scheduled” or something entirely custom. Here’s why that happens and how to fix it.

The Real Reason: This setting isn’t controlled in the P&L module—it’s actually configured in the Cockpit. To make the column reflect Budget hours rather than another value (like Scheduled), follow these steps:

  1. Go to the Cockpit.
  2. Find the setting that defines whether the P&L module uses Scheduled hours or Budget hours.
  3. Switch the setting to use Budget hours.
  4. Save your changes and return to the P&L module.

Once done, the column will update to reflect the correct data type—Budget—instead of the previously displayed label.

Need help finding the setting? This article has the details: Use Forecast/Budget Hours from Cockpit in P&L Staff Module

PIA chat – R&P and financial context

If you’re using the Revenue & Productivity (R&P) module in PMI, keep in mind that this module focuses on revenue and productivity metrics rather than full financial reporting.

  • Since not all cost data is available within R&P, the AI cannot provide full Gross Operating Profit (GOP) calculations.
  • If cost-related insights are needed, AI will only infer potential GOP impacts based on available data but won’t generate GOP estimates unless explicitly asked.
  • When a P&L module is present, the AI can incorporate a broader financial view, but without it, responses remain revenue and productivity-focused.

Goal Distribution Tool (GDT)

What is GDT? The GDT helps set long-term sustainability goals at the chain level, breaking them down into property-specific and monthly targets. These targets are visible in the GoGreen cockpit and Planning pages.

Goal Targets Not Displaying

  • Ensure that goals have been properly set and distributed at the chain level.
  • Check if the property has the required data, such as historical usage and occupancy figures.
  • Verify that the property’s activities and local weather conditions have been factored into the calculation.

Generate reports in the Timesheet

If you have trouble to generate (make or create) a report in the timesheet, one common solution to try is checking your view settings. Specifically, make sure you've included all necessary parameters, such as "Include Period-End" in your report criteria. This step is often overlooked but crucial for generating comprehensive reports that match your expectations. If you're still encountering difficulties, you might need to look into more detailed settings or permissions that could be affecting your ability to generate the report.

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