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    Inventory Count Variance Review
    • 26 Jul 2024
    • 4 Minutes to read
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    Contents

    Inventory Count Variance Review

    • Updated on 26 Jul 2024
    • 4 Minutes to read
    • Print
    • Dark
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    • PDF
    Article summary

    This article is part of the Review and Approve Inventory Count function of the Inventory Counts feature.

    When an inventory count is entered, the system will identify any variances in the count. Users will then need to review the inventory count variances before completing the count. This is an efficient way for users to quickly view count discrepancies without having to run AvT reports.

    Users with the inventory count variances feature will have the Variance Review tab on the inventory count sheet, which can be reviewed before marking an inventory count as complete.

    Users can elect whether or not to require Inventory Count Variance Reviews before completion.

    Required Variance Reviews

    Users can elect whether or not to make variance reviews a requirement. To require variance reviews, visit the Miscellaneous tab of the System Preferences page and check the box labeled Require Count Variance Review.

    When the Require Count Variance Review' option is enabled in System Preferences, Users must review each variance type before completing an inventory count review. 

    Users that attempt to mark an inventory count as Complete without reviewing the variances will be prompted with a notice to review in order to complete.

    If there are no variances identified, each notice will automatically be marked as reviewed.

    Navigation

    Inventory count variances can be reviewed from the Variance Review tab of the inventory count sidesheet. To view the tab, click Review from the top of the side sheet. 

    This will open the count review section directly to the Variance Review tab. 

    Variance Review Flags

    There are two possible Variance Review notices:

    1. Review Actual
      This notice will always appear when Inventory Count Variances is enabled. Clicking this notice will allow users to review Actual Variances.

    2. Review Theoretical
      This notice will only appear if users have set an Inventory Variance threshold on the Item Category form. When the variance of a counted item exceeds this threshold, users will receive the Theoretical Review notice.

    Reviewing the count variances on the Variance Review tab requires users to review both the Actual Variances and the Theoretical Variances. The Variance Review tab will have notifications to Review Actual and Review Theoretical- #, with the # being the number of theoretical variances identified. 

    Variances that have not been reviewed will be featured in yellow.

    Each notice must be clicked 3 times to be marked as reviewed.

    Once variances are reviewed, the notices will turn green with a checkmark. 

    QTY / $ Toggle

    The Variance Review tab features a QTY / $ toggle, which allows users to elect whether to view the table values by quantity or current dollar cost.

    When QTY is selected, all the values in the table will be based on item quantities.

    When $ is selected, all the values will reflect dollar amounts based on the current cost.

    Review Actual / Theoretical

    Review Actual

    To Review Actual, click the notification bar. 

    Review Theoretical

    To Review Theoretical, click the theoretical notification bar.

    Variance Review Table

    In the Variance Review tab table, users will see the following columns: 

    Column

    QTY Description

    Item

    The name of the item.

    Recipe items may appear in this list if the recipe has Log Prep enabled, or if the recipe is received from commissary. If a recipe does not meet either of these criteria, only the recipe's individual ingredients will be listed.

    Clicking an Item Name will open its Purchase Item Form directly to the Transactions Tab with Location and Date filters set that reflect the following:

    • Inventory Location

    • Date last counted (start date)

    • Date of the current count (end date)

    UofM

    The unit of measure of the item. This will assume the UofM selected in the item’s Inventory UofM 1 field.

    Current $ Cost

    The current cost of the item in the current inventory count.

    Efficiency %

    The theoretical cost over the actual cost of an item. This shows how efficiently this item is being used.

    This column only appears when reviewing the Theoretical filter.

    Date Last Counted

    The last date that the item was reported or logged in inventory.

    This column only appears when reviewing the Actual filter.

    Previous Qty

    The previously reported quantity of the item based on the previous count.

    Purchases

    The quantity of the item that was purchased. 

    Transfers

    The amount of the item that was transferred to / from the location.

    Current Qty

    The current quantity of the item. 

    Actual

    The actual quantity of the item used. 

    Theoretical

    The theoretical quantity of the item used

    Waste

    The quantity of the item that was reported as waste. 

    Variance

    The difference between the theoretical amount and actual amount of the item used.

    UnExp Var

    The unexplained variance. This is the variance minus waste. 

    Item Category 1

    The item category 1 that the item is assigned to.

    Item Category 2

    The item category 2 that the item is assigned to.

    Item Category 3

    The item category 3 that the item is assigned to.

    When the QTY / $ toggle is set to $, the table values will show total dollar amounts based on the product of the item quantity and the current cost of the item.

    Completing a Variance Review

    Each time the Review Actual / Review Theoretical flags are clicked, the table columns will reorder and the table will re-sort so that users can ensure that all details are reviewed. .

    Each flag must be clicked 3 times to be marked as complete.

    Review Actual

    • While clicking the review notice will reorder and re-sort the table, there is no specified sort order. Users should review as necessary.

    Review Theoretical

    • Clicking a review notice one time will sort the list in ascending order based on the Efficiency column. 

    • Clicking a review notice a second time will sort the list in descending order based on Efficiency column. 

    • Clicking a review notice a third time will have no sort.

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