Above-Store Actual vs Theoretical Analysis

1

Filter By

Location reporting category by which to filter the report.

Options in the Filter By menu are configurable and specific to your organization. For more information, see System Preferences: Location Reporting Categories and Location Record: Reporting Categories.

2

Filter

Allows users to apply one or more filter options from the location reporting category that they selected in the Filter By menu. The selected filters determine which locations appear in the generated report.

For example, if Filter By is set to Region, the Filter menu might include options such as North, South, East, and West. A user can select West to display all locations belonging to this reporting category.

Options that appear in the Filter menu are configurable and specific to your organization. For more information, see System Preferences: Location Reporting Categories and Location Record: Reporting Categories.

3

Start

First date to include in the report. The Start and End date fields create a date range for which data is generated.

4

End

Last date to include in the report. The Start and End date fields create a date range for which data is generated.

5

Key Items Only

If Yes is selected, the report includes key items only.
If No is selected, the report includes all items.

6

Show Unapproved

If Yes is selected, the report includes data from unapproved transactions.
If No is selected, the report only accounts for approved transactions.

Yes is selected by default. This facilitates accounting staff, allowing them to close the period at their discretion, but operations can continue to run vital reports in real time without waiting for all transactions to be approved.

Filter To Top/Bottom 15

If Yes is selected, the report displays only the top 15 items with the highest variances, both positive and negative, and displays item details.
If No is selected, the report is not filtered by variance amounts.

8

Item Category 1, 2, 3

Filters the items that appear in the report by the selected item categories.

9

Subtotal By

Sorts and subtotals item categories. Recommended: Categories 1+2.

10

Include Item Detail

If Yes is selected, the report displays a breakdown of all items in each item category.
If No is selected, the report shows totals for the item category with no breakdown.

11

Show Quantities

If Yes is selected, the report displays an additional item quantities row below the item cost and percentage details.
If No is selected, the additional row is not included in the report.

12

Variance Includes Waste

If Yes is selected, variance calculations include amounts from waste log entries.
If No is selected, variance calculations exclude amounts from waste log entries.

13

Variance Includes Donations

If Yes is selected, variance calculations include amounts from donation entries.
If No is selected, variance calculations exclude amounts from donation entries.

14

Costing Method

If Weighted Average is selected, item costs are calculated based on the per-unit weighted average of all purchases and the beginning balance. Select Weighted Average when to see a more financially accurate picture of the inventory and identify past discrepancies.
If End Count Cost is selected, item costs reflect amounts from the last inventory count. Select this option to view the report with a focus on variance.

15

Cost Based On

If Net Sales is selected, cost calculations are based on net sales amounts
If Gross Sales is selected, cost calculations are based on gross sales amounts.

16

Items to Display

Counted Only - Only items with non-zero actual counts will be included.

All Items - All items, including items with non-zero actual counts, will be included.

17

View options

Provides the user with options to select, save, edit, or delete a report view.
For more information about these controls, see My Reports: Using My Reports.

18

Run

Generates the report.
The green arrow button opens a drop-down from which users can Export, Email, or Print the report.

Item Category

Item category for which data is shown in the corresponding row.

If Include Item Detail is set to Yes, users can view a breakdown of all items in the category and drill down into the item details.

Min Cost

Lowest cost for the item across all selected locations.

This column appears only if Include Item Detail is set to Yes.

Max Cost

Highest cost for the item across all selected locations.

This column appears only if Include Item Detail is set to Yes.

Begin

Total dollar value of counts that occurred closest to the start date of the date range across all selected locations.

There is a +/-6 day threshold for finding the count closest to the dates selected. Locations that have counts outside of this range are excluded, and a (–) appears when drilling down into the item. If no locations have counts in that range, a (–) appears in this column on the report. A $0 means a count existed and that item was not counted or was counted as $0.

Trx

Total dollar value of invoices, credit memos, commissary orders, and transfers.

End

Total dollar value of counts that occurred closest to the end date of the date range across all selected locations.

There is a +/-6 day threshold for finding the count closest to the dates selected. Locations that have counts outside of this range are excluded, and a (–) appears when drilling down into the item. If no locations have counts in that range, a (–) appears in this column on the report. A $0 means a count existed and that item was not counted or was counted as $0.

Actl

Actual dollar value of the item.
Actl = Begin + Trx - End

Theo

Theoretical dollar value of the item, based on all theoretical depletions across the system, including sales mix, commissary orders, AR invoices, and catering events.

Var

Difference between actual and theoretical dollar values.

Waste

Total dollar value entered into waste logs across all selected locations.

Donation

Total dollar value entered as donations across all selected locations.

Actl %

Actual dollar value divided by total sales.

Theo %

Theoretical dollar value divided by total sales.

Var %

Difference between the Act % and Theo %. Variances are color-coded as follows:

• Yellow/Orange: 3-5%

• Red: >5.01%

Effcy %

Efficiency of the item's usage across locations, calculated as the theoretical quantity divided by actual quantity of items used.