Inventory reports - theoretical vs actual, wastage, valuation and more

Inventory → Reports (owners and managers) gives you seven reports. Pick the report, an outlet, and a date range (Today, Last 7 days, Last 30 days, This month or Custom). Each report has a Download CSV button. Reports that put a value on stock are only for people who can see costs; everyone else gets the quantity columns only.

Consumption by item

For each item: what sales used (the recipes, plus packaging, net of voids), what was wasted, what went into prep, what was made, and what stock counts adjusted. Quantities are in each item's stock unit. Reports use the outlet total, so moving stock between stores in the same outlet does not change them.

Theoretical vs actual

The most useful report for finding stock that disappeared.

• Theoretical use is what your recipes say sales (and packaging, and prep batches) should have used.
• Actual use is what really left the shelf that nothing recorded as wastage: opening stock, plus what was bought and made, less closing stock and less recorded wastage.
• Variance is actual minus theoretical. A positive variance means more went than the recipes explain. Rows are highlighted amber from 5% over and red from 10% over; being under is never highlighted.

Two ways to set the period:

1. On-hand over the period (default): opening and closing are the quantities at the start and end of the dates you pick, rebuilt from stock movements. Count adjustments inside the period show up as variance, so run a stock count at the end of the period for the figures to mean something.
2. Between two approved counts: choose an earlier and a later approved count. Opening and closing are what was counted, and the movements between the counting moments make up the rest. Needs two approved counts at the outlet.

Owners and managers who can see costs also see the variance value.

Wastage

By reason (spoiled, expired, dropped or spilled, breakage, over-prepped, staff meal, complimentary, returned by guest, other, and not collected / no-show) or by item, with quantity and cost.

Stock valuation

What the shelf was worth as of a date, by item or by category. Quantities are rebuilt from the stock movements and each item is valued at the last known cost on that day. Stock below zero counts as nothing.

Purchases

By item: quantity bought, the lowest, average and last price per purchase unit, and the price change from the first to the last purchase in the period (flagged from a 10% rise). Or by supplier: bills, items and totals.

Dead stock

Items on the shelf that nothing has touched for a number of days (30 by default), with their value. Good for finding what you over-bought.

Items with no recipe

Stock items that no dish recipe, prep recipe or packaging rule uses. Nothing deducts them when you sell, so they only change when you count or waste them.

Troubleshooting reports

• A report is empty: widen the dates, or check the outlet at the top of the report.
• No Stock valuation or Purchases report: these need permission to see costs.
• Theoretical vs actual shows big variances everywhere: check that the dishes have recipes (see Items with no recipe), and that deliveries and wastage were recorded.
• Between two counts is greyed out: you need two approved counts at this outlet.