GP Analyzer
The Gross Profit Analyzer is a breakdown of cost, sales, and profit margin by department. It shows a list of folders delivered/invoiced (or completed/invoiced) within a selected date range, and displays all sales and costs related to those folders (it does not matter what financial period the cost was posted in).
The GP Analyzer screen is designed to be an Operations/Management tool. It is not meant to be a financial statement and will not match the P&L or other Sales reports. It quantifies the gross profit for Folders with no regard to when either the sales or costs were incurred. It represents GP for the repairs selected as of today. Conversely, the financial statements reflect when the sales and cost of sales were recorded.
Key timing differences:
- Supplement written after a month was closed whereby the net difference in sales falls into the 1st open financial period for Sales.
- Costs (AP Invoices) added to a folder after a month was closed whereby the net difference in sales falls into the 1st open financial period for Cost of Sales.
- Costs attached to a vehicle return are reflected in the month incurred, i.e. a vehicle fixed 3 months ago that came back for warranty work that involved cost.
When you look at the GP Analyzer screen there are a few things that need to be understood:
- It does NOT take financial periods into concern. The sale and cost are collected from all periods.
- It DOES include estimated costs.
- All items in the Charges section are estimated costs
- Pending credits are also estimated costs/credits
- It includes only Folders that have a Work Order. Although rare, if you have sales or costs on a Folder that does not have a Work Order created, you will not see these on GP Analyzer even though these will be on other sales and costs reports.
Filter GP Analyzer
Labor GP%
Charges GP%
Edit Expected GP% for Charges
GP Analyzer By Folder
GP Analyzer By Company (or Location)
Open the GP Analyzer screen from the Operations, Analytics group.
Select the desired parameters at the top of the screen and click Refresh.
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The data will be separated into Purchases, Labor, and Charges. Hover over the graph to see the totals for each group.
Double click on any of the Sales Codes on the left to load the detail level for that Sales Code by Folder on the right.
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Double click on any of the Folder lines (or Filter by a Folder using the grid filter) to see detail level for that Folder by part line.
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Click the "x" next to the Folder filter to go back to viewing all Folders.
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Filter by Sales Type + Vehicle Make + GP Amount
Example: "Show Parts OEM for Ford that have a GP % below 30%".
1. Double-click on the Sales Type.
2. Then, use the grid filter to filter by Make.
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3. Set a gross profit parameter, by selecting Edit Filter.
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4. Then select the column to filter, operation to perform, and desired value.
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It will now display Folders included in Parts OEM whose make is Ford and GP% > 30% .
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Labor GP %
Labor cost will not display until technicians have been flagged and paid. The labor costs displayed in the GP Analyzer screen are a result of the weekly approved flag batches. After reviewing and approving the flag batch screen, it calculates costs based on the hours being flagged times the pay rate that is effective at that date in time for the person/resource. The flags become cost transactions similar to an AP Invoice, etc. If you put commission pay rates into PayHR recently and they were not there when the flagging of these vehicles was done, then there would be no costs on these previously repaired/flagged vehicles.
There is one exception to the above. When looking at the GP Analyzer screen for a single folder (instead of a date range of invoiced folders) the labor cost displayed will be for the currently flagged cost (same as above) and any hours that are not yet flagged, it will assume the current pay rate and calculate what the remaining cost should be when the un-flagged hours eventually get flagged.
Charges GP%
Non Paint Material Categories (Storage, Shop Supplies, etc): The GP % will always equal the Expected GP% set up under the Location Profile. GP Amount and Cost are assigned using this %.
Paint Materials Liquid: For Folders with mix machine data, Cost is pulled from mix machine and GP % is calculated by dividing GP Amount by Sales .
Paint Materials NonLiquid: For Folders with mix machine data, the GP % will always equal the Expected GP% set up under the Location Profile. GP Amount and Cost are assigned using this %.
Paint Materials: For Folders without mix machine data, the GP % will always equal the Expected GP% set up under the Location Profile. GP Amount and Cost are assigned using this %.
For more information on Paint Materials, see Paint Materials Mixing Machine Data
Editing Expected GP% for Charges
1. Open Settings / Setup / Company / Locations and select a Location.
2. Go to the Profile tab.
3. There will be a small grid on the bottom right.
Click within the GP% column and edit as needed.
Changes are not recorded until Save is clicked. These charges will show in the GP Analyzer for any Folders within that location.
GP Analyzer By Folder
Use the GP Analyzer to check that the proper discount is received from the vendor, review flagged labor (if it has been flagged), and view labor cost.
Open the GP Analyzer for a specific folder by by clicking the GP Analyze button located on the Summary tab of the customer folder.
The GP Analyzer will open with that Folder filtered.
Double click on any of the Sales Codes on the left to load the detail level for that Sales Code by Folder on the right. The Estimate lines for that Sales Code will show below.
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