Costs & reporting
Restaurant Data Export and Reports for Period Review
How to take sales, tax, waste and stock figures out of Wox as CSV files for your accountant or owners, how to build a steady month-end routine around them, and how to request a full copy of your organization's data.
Most of the work in a restaurant happens inside the system that runs it. Sooner or later, though, the figures need to leave. An accountant is preparing the VAT return. An owner who lives in another city wants the month in a spreadsheet. A partner asks how the new terrace did in July compared with June.
Wox has two kinds of export for this. Report exports give you the rows behind a report as a CSV file, for the period and locations you choose. The full data export is a copy of your organization's records, prepared as one file and sent to you by email. This guide covers both, and the routine that makes month-end exports dependable.
What you can export as CSV
Reports with a download option export what you see on screen, using the same filters. Today that covers these areas:
- Sales: daily summary, transactions, item sales, category sales, sales by hour and period comparison.
- Money and tax: tax summary, discounts and refunds, and profit breakdown.
- Stock: waste by item and by reason, the count variance report with overages and shortages, and the movement history of a single item.
The files open cleanly in Excel and Google Sheets, with Georgian item names intact. Amounts are written as plain numbers, without the ₾ sign or thousands separators, so the spreadsheet can add them up. Format them in the spreadsheet, not before. Reports without a download option, such as COGS, are read on screen.
Get the scope right before you export
An export is only as good as its filters, and two decisions matter: the period and the scope. The period should match exactly what the reader expects. A month means the first to the last business day of that month, not the thirty days before today.
Scope means one location or the whole organization. If you run more than one venue, reports can be read for a single location or rolled up across all of them. In a group view, amounts are added together and percentages are recalculated from the totals rather than averaged across locations, so a small branch does not distort the group figure. The multi-location guide explains how the group, brand and location structure works.
- 1Open Reports in the Wox web app and choose the report you need.
- 2Set the date range. For a month-end export, choose the first and last day of the month.
- 3Choose a single location or the whole organization.
- 4Check the totals on screen against something you trust, for example the daily summary against the end-of-day Z-report.
- 5Use the export button to download the CSV file.
- 6Open the file and check the first and last dates and the location before you send it.
Woxმარანი ჯგუფი
2 brands · 5 venues · all live
Today
₾ 19.5k
+8.2%
Food cost
29.5%
Labor
22.1%
Build a month-end routine
Wox does not email reports on a schedule. Recurring delivery is a routine your team owns, and it is less work than it sounds. A fixed list of files, exported on a fixed day with the same filters, takes little time once it is written down, and it means the accountant receives the same shape of data every month.
A report exported the same way every month is worth more than a perfect one exported once.
- 1Agree with your accountant which files they need, for example the daily summary and tax summary for the month and the waste report by item.
- 2Pick a fixed day for exports, after the last business day of the month has been closed on the POS.
- 3Before exporting, make sure stock counts for the month are approved and imported rs.ge waybills are reviewed, so stock and cost figures are final.
- 4Export each report with the same date range and scope every month.
- 5Name the files consistently with the month and location, and save them to a shared folder.
- 6After the first month, ask the accountant what was missing or unclear, and adjust the list.
If your figures come partly from rs.ge, the rs.ge integration imports waybills nightly, but nothing posts to stock until someone reviews it. A month exported before that review will show lower purchases than the accountant sees in the Revenue Service records.
Exporting stock movements and counts
Some questions are about one item. Why does the system say 12 kg of beef when the shelf holds 9? The movement history of an item lists every receipt, sale, waste entry, transfer and count adjustment with the document that caused it, and exports to CSV with signed numbers, minus for stock out and plus for stock in, so a spreadsheet can total them.
The count variance report exports overage and shortage per item for approved counts in the period. Overage and shortage stay in separate columns rather than being netted, because forty short on one item and forty over on another are two problems, not zero. The inventory guide covers counts in detail.
Requesting a full copy of your data
Separate from reports, you can request a copy of your organization's data. Wox prepares it as a JSON file and emails a download link to the email address on your account. The link stays valid for seven days.
The file covers your organization and locations, storages, units, categories and items, users, vendors, and purchase orders and invoices with their lines. It is meant for keeping an archive or moving records to another system, not for monthly reporting. JSON is a structured format that usually needs someone technical to open and convert.
- 1In the Wox web app, open Settings and go to Data & privacy.
- 2Choose Export my data.
- 3Check your name and email address.
- 4Submit the request.
- 5Open the email from Wox and download the file within seven days.
Common mistakes
- Exporting before the month is closed. The last day's sales are missing and the totals will not match the Z-report.
- Mixing scopes. One location's export next to a whole-group export from the same month will confuse anyone who reads both.
- Sending stock figures before counts are approved. The report reflects what the system believed, not what was on the shelf.
- Expecting the full data export to replace reports. It is a raw archive, not a summary an accountant can read.
For quick questions that do not need a file, Wox Analyst can answer from live data in Georgian or English, such as last month's revenue by location or the top waste items this week. The reporting and analytics guide describes the reports themselves.
Questions people ask
Can Wox email reports automatically on a schedule?
Not at the moment. Reports are exported on demand from the Reports section. Most teams set a fixed monthly day and a fixed list of exports, so the accountant receives the same files in the same shape every month.
What file format do report exports use?
CSV. The files open in Excel and Google Sheets with Georgian text intact, and amounts are plain numbers without currency formatting so they can be summed.
Can I export all my locations in one file?
Yes, for reports that support organization scope. Choose the whole organization instead of a single location before exporting. Amounts are added across locations and percentages are recalculated from the totals.
What does the full data export include?
Your organization and locations, storages, units, categories, items, users, vendors, and purchase orders and invoices with their lines, in one JSON file. Wox emails a download link to your account address, valid for seven days.
Related guides
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Background reading
How to Calculate and Control Restaurant Food Cost Percentage
Food cost percentage is the single most important financial metric for restaurant profitability. It measures how much of every revenue dollar goes toward the ingredients on each plate. For an industry where average net profit margins hover between 3% and 5%, even a one-point shift in food cost can mean the difference between a profitable quarter and a losing one. This guide explains exactly how to calculate food cost percentage, what the benchmarks are by restaurant type, and which operational strategies bring that number under control.
Actual vs. Theoretical Food Cost: How to Calculate and Track Variance
Most restaurant operators know their food cost percentage. Fewer understand why that number is what it is. Actual food cost tells you where you ended up. Theoretical food cost tells you where you should have been. The difference between the two—variance—tells you why. This guide explains how to calculate both, how to interpret the gap, and what to do when variance exceeds acceptable thresholds.
Food Cost Variance: A Worked Example and How to Find the Cause
A worked food cost variance example, the six causes behind most gaps between actual and theoretical food cost, and the week-long tests that tell you which one is costing you money.
The feature behind this guide
Food cost analytics and reporting
Calculate food cost percentage, track COGS, and compare actual vs theoretical