--- title: "Above-Store Actual vs Theoretical Analysis" slug: "above-store-actual-vs-theoretical-analysis" description: "Run a multi-location AvT report using start/end dates with ±7-day count matching and actual vs. theoretical cost variance." updated: 2026-09-28T15:59:29Z published: 2026-09-28T15:59:29Z canonical: "docs.restaurant365.com/above-store-actual-vs-theoretical-analysis" --- > ## Documentation Index > Fetch the complete documentation index at: https://docs.restaurant365.com/llms.txt > Use this file to discover all available pages before exploring further. # Above-Store Actual vs Theoretical Analysis The Above-Store Actual vs. Theoretical Analysis compares the theoretical cost of certain inventory items or categories against actual data. The report pulls data for selected dates to provide an overall view of the category or item's actual vs. theoretical dollar values for one or all locations in an organization. Outlier variances can be assessed by [drilling into an item](/docs/above-store-actual-vs-theoretical-analysis#drilling-into-an-item) and determining which locations need more support optimizing their inventory. In addition to viewing item details, the report can be filtered by the top and bottom 15 performers to directly see which locations are the most and least successful at utilizing inventory items. By evaluating these factors and implementing changes according to the most successful strategies, efficiency improves, waste is minimized, and budgets are optimized. This report includes the option to calculate dollar values based on [weighted average](/doc/docs/weighted-average). Weighted average considers quantity along with cost when calculating dollar value per unit of measure, generating more precise calculations. > [!WARNING] > Purchase dollars do not equal the total purchases in the date range. It will equal the established unit cost multiplied by the total quantity purchased. The same unit cost must be applied against all transaction columns for variances to be meaningful. > [!NOTE] > This report uses menu item usage and sales to calculate theoretical on hand. --- ## Navigation The My Reports search bar can be used to search R365's entire catalog of reports. 1. Open the **Reports** app. 2. Navigate to **My Reports**. 3. Enter all or part of the report name in the **search bar**. 4. The **Results** tab will open with the list of search results. 5. From beneath the report name, click **Run** to run the report with the selected report view. -OR- Click **Customize** to adjust the report parameters and run the report. ![Overview of report options in Restaurant365 with highlighted run and customize buttons.](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/report.png?sv=2026-02-06&spr=https&st=2026-10-27T17%3A48%3A06Z&se=2026-10-27T18%3A48%3A06Z&sr=c&sp=r&sig=9IikxV3pSA1DOwT5drZC%2BWNHxIlKhObV2ZD%2BYMi0R%2FA%3D) --- ## Report Parameters ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-CO9V7G0S.png?sv=2026-02-06&spr=https&st=2026-10-27T17%3A48%3A06Z&se=2026-10-27T18%3A48%3A06Z&sr=c&sp=r&sig=9IikxV3pSA1DOwT5drZC%2BWNHxIlKhObV2ZD%2BYMi0R%2FA%3D) | **Field** | **Description** | | --- | --- | | Filter By | Location reporting category by which to filter the report. > [!NOTE] > Options in the Filter By menu are configurable and specific to the organization. For more information, see [System Preferences: Location Reporting Categories](/doc/docs/system-preferences-location-reporting-categories) and [Location Record: Reporting Categories](/doc/docs/legal-entities-location-record). | | Filter | Applies one or more filter options from the location reporting category 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. Selecting West displays all locations belonging to this reporting category. > [!NOTE] > Options that appear in the Filter menu are configurable and specific to the organization. For more information, see [System Preferences: Location Reporting Categories](/doc/docs/system-preferences-location-reporting-categories) and [Location Record: Reporting Categories](/doc/docs/legal-entities-location-record). | | Start | First date to include in the report. In this report, this date is used as a reference for which inventory count to use as the starting count for this data. The system takes the closest inventory count within 7 days (plus or minus) of the date selected. > [!WARNING] > This report considers inventory counts when selecting whether to **Show Unapproved.** > > - When **Show Unapproved** is set to **Yes**, both **approved and unapproved** inventory counts are considered when the system selects a starting count. > - When **Show Unapproved** is set to **No**, **only approved** inventory counts are considered when the system selects a starting count. | | End | Last date to include in the report. The Start and End date fields create a date range for which data is generated. | | Key Items Only | Selecting Yes limits the report to [key items only](/doc/docs/purchased-item-record-overview-security). Selecting No includes all items. | | Show Unapproved | Selecting Yes includes data from unapproved inventory counts and transactions in the report. Selecting No limits the report to approved inventory counts and transactions. > [!NOTE] > Yes is selected by default. This facilitates accounting staff, allowing them to close the period at their discretion, while operations continue running in real time, without waiting for all transactions to be approved. | | Filter To Top/Bottom 15 | Selecting Yes displays only the top 15 items with the highest variances, both positive and negative, along with item details. Selecting No does not filter the report by variance amounts. | | Item Category 1, 2, 3 | Filters the items that appear in the report by the selected [item categories](/doc/docs/item-categories). | | Subtotal By | Sorts and subtotals item categories. Recommended: Categories 1 and 2. | | Include Item Detail | Selecting Yes displays a breakdown of all items in each item category. Selecting No shows totals for the item category with no breakdown. | | Show Quantities | Selecting Yes displays an additional item quantities row below the item cost and percentage details. Selecting No excludes the additional row from the report. | | Variance Includes Waste | Selecting Yes includes amounts from waste log entries in variance calculations. Selecting No excludes amounts from waste log entries from variance calculations. | | Variance Includes Donations | Selecting Yes includes amounts from donation entries in variance calculations. Selecting No excludes amounts from donation entries from variance calculations. | | Costing Method | Selecting Weighted Average calculates item costs based on the per-unit [weighted average](/doc/docs/weighted-average) of all purchases and the beginning balance. Select Weighted Average to see a more financially accurate picture of the inventory and identify past discrepancies. Selecting End Count Cost calculates item costs based on amounts from the last inventory count. Select this option to view the report with a focus on variance. | | Cost Based On | Selecting Net Sales bases cost calculations on net sales amounts. Selecting Gross Sales bases cost calculations on gross sales amounts. | | Items to Display | **C****ounted 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. | | View options | Provides options to select, save, edit, or delete a report view. For more information about these controls, see [My Reports: Using My Reports](/doc/docs/my-reports-using-my-reports#report-views). | | Run | Generates the report. The green arrow button opens a drop-down with options to [export, email, or print](/doc/docs/reports-email-export-print) the report.![Green arrow icon next to the Run button](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/06bd3631-8c42-4720-b2eb-8640c63121b6.png?sv=2026-02-06&spr=https&st=2026-10-27T17%3A48%3A06Z&se=2026-10-27T18%3A48%3A06Z&sr=c&sp=r&sig=9IikxV3pSA1DOwT5drZC%2BWNHxIlKhObV2ZD%2BYMi0R%2FA%3D) | --- ## Report Columns > [!NOTE] > The example shown below includes item quantities. Set the Show Quantities parameter to Yes to include this metric. ![Example of the Above-Store Actual vs. Theoretical Analysis report columns, including item quantities](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-GH2UB1TD.png?sv=2026-02-06&spr=https&st=2026-10-27T17%3A48%3A06Z&se=2026-10-27T18%3A48%3A06Z&sr=c&sp=r&sig=9IikxV3pSA1DOwT5drZC%2BWNHxIlKhObV2ZD%2BYMi0R%2FA%3D) The header displays the date range for the report as well as the total sales amount. The footer displays the total amounts for all item categories. | **Column** | **Description** | | --- | --- | | Item Category | [Item category](/doc/docs/item-categories) for which data is shown in the corresponding row. > [!NOTE] > If Include Item Detail is set to Yes, the report includes a breakdown of all items in the category, with the ability to drill down into item details. | | Min Cost | Lowest cost for the item across all selected locations. > [!NOTE] > This column appears only if Include Item Detail is set to Yes. | | Max Cost | Highest cost for the item across all selected locations. > [!NOTE] > 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. > [!NOTE] > The system finds the count closest to the dates selected within 7 days (plus or minus). 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. > [!NOTE] > The system finds the count closest to the dates selected within 7 days (plus or minus). 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 Actl % and Theo %. Variances are color-coded as follows: - Yellow or orange: 3–5% - Red: more than 5.01% | | Effcy % | Efficiency of the item's usage across locations, calculated as the theoretical quantity divided by actual quantity of items used. | --- ## Drilling Into an Item Drilling into an item shows its count details by location, to help determine which locations have the biggest variances in dollar value and why. To drill into the item, click the name of the item. A sub-report opens and displays the item-level details. When finished reviewing the sub-report, click the back arrow icon in the top ribbon to return to the main report. ![Screenshot of the item-level sub-report shown when drilling into an item](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-P2I6WQB0.png?sv=2026-02-06&spr=https&st=2026-10-27T17%3A48%3A06Z&se=2026-10-27T18%3A48%3A06Z&sr=c&sp=r&sig=9IikxV3pSA1DOwT5drZC%2BWNHxIlKhObV2ZD%2BYMi0R%2FA%3D) --- ## Email, Export, or Print the Report This report can be emailed, exported, or printed in custom formatting directly from the reporting window. Learn more about how to [send, export, or print this report](/doc/docs/my-reports-send-export-or-print-reports). ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-U3S8UCR9.png?sv=2026-02-06&spr=https&st=2026-10-27T17%3A48%3A06Z&se=2026-10-27T18%3A48%3A06Z&sr=c&sp=r&sig=9IikxV3pSA1DOwT5drZC%2BWNHxIlKhObV2ZD%2BYMi0R%2FA%3D)