Apicbase gives you a realtime overview of your stock. It also show where the variance is between the theoretical stock and the real stock. This article shows how to determine which items have the biggest variance between the two.
In order to get the most out of the variance reports, it is key that you and your staff registers everything correctly in Apicbase. To have correct information check the following points.
- Is all my ingredient and package/supplier information correct in Apicbase?
- Are my recipes correctly inputted in Apicbase?
- Are all the ingredients correctly assigned to the recipes?
- Is the waste correctly filled in?
- Are the recipes linked to the POS-items?
- Are all the orders registered in Apicbase?
- Is all the waste registered correctly by my staff?
- Are all the transfers registered regularly?
- Are all the stockable recipes "created" in stock on a regular basis?
If you have checked these steps, we advise doing a monthly count. This monthly count will see that your theoretical stock is fully aligned with your real stock. It is by comparing the stock on the day of the first count and the day of the second count, you can check which stock movements have happened and how much variance is between the theoretical stock and the real stock.
To check this, I generate an inventory report between two counts. I open the report and go to the "Detailed Stock Report" tab. To get the items with the largest variance, I go to the "Uncontrolled stock (count)" column and filter on descending value. The uncontrolled stock is the difference between the theoretical stock at the moment of the last selected stock count and the counted stock. This is the difference that you can't explain based on the data in Apicbase.
- The first row "Sunflower oil" had
- Opening stock (D): 11,5 (counted at the beginning of this period)
- Ordered in (E): +6
- Sold (H): -5,4
- Uncontrolled stock change (counting): -6,9 (Less in stock than in theoretical stock in Apicbase)
- My closing stock (M): 5,2 (Counted at the end of this period)
- The second row, Caster sugar, had:
- An opening stock (D): 10,1
- Ordered in (E): +4
- Sold in recipes (H): -2,3
- Uncontrolled stock change (counting): +3,7
- Closing stock (M): 15,5
- The third row, Plain Yoghurt, had:
- An opening stock (D): 5,4
- Ordered in (E): +1
- Sold in recipes (H): -2,1
- Created out (I): -1,8 (used in stockable recipes)
- Moved out (J): -1 (transferred to other outlets)
- Uncontrolled stock change (counting): -2,6
- Closing stock (M): 4,1