Stocktake Variance Analysis

Stocktake Variance Analysis

The variance report allows you to analyse the stock movement and ensure that everything is configured correctly.

It can take up to three stocktakes to get everything as close to 100% as possible.

If a count figure is entered wrong it will cause variances in this stocktake and the next stocktake.
The entered count figure is always the opening figure for the next stocktake.


Typical variance report issues are:
  1. The opening stock is wrong.
    1. This can be related to incorrect counting or data entry during the previous stocktake. There is nothing you can do about this, but entering a correct count this time will lead to a correct opening next time. The committed count figure is always the next stocktakes opening figure.
  1. The inwards figure is incorrect.
    1. If to low, then there may be invoices that have not been entered or if to high then there could be extra invoices entered, i.e entered after their stocktake period. To fix this ensure all invoices are added during the period to which they relate.
    2. The Order Unit = Stocktake Unit may not be correct. To check this go to Edit/Add Stock Items and check the Suppliers Tab. The order unit is how you order from the supplier, but for example one box of beer will equal 12 bottles to your stock.
  1. There are no sales figure but sales have been made.
    1. This is likely to be due to there being no stock reduction or recipe in the menu editor. This needs to be fixed in the menu editor. Only once a recipe is added will sales start to reduce from stock.
  1. The sales figure is too high or to low.
    1. To fix this check the recipe in the Menu Editor. Most likely the reduction quantity will not be correct. 
    2. The Stocktake Unit = Reduction Unit may be wrong. For example if you are using 1000ml Spirit bottles but your Stocktake Unit = Reduction Unit is 700, this will lead to incorrect counts.
  1. All of the columns are correct but the variance is showing a negative then there is stock missing.
    1. This is likely to be that the counted column is wrong. The best course of action is to recount the line item and then re-enter the count and re-run the variance report. If there is still a large variance upon a recount, and the Opening, Inwards and Sales figures are all confirmed as correct, then an investigation into where extra stock was sold and not recorded will need to be undertaken
  1. All of the counted columns are correct but variances are showing positive.
    1. Again we recommend recounting the stock item. This means you have gained stock items. An investigation into where the extra items has come from will need to be conducted.

Ultimately your main goal for each stocktake is to ensure that the counted column is EXACTLY what you have in stock at that time. If all the other columns improve in accuracy with each stocktake then the variance figure will improve as well.

 




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