The Actual vs Theoretical Analysis shows Actual vs Theoretical numbers in terms of both Quantities and Dollars.  The User can drill down into the transactions that make up the numbers as well as roll up summary info by Category for a Controllable Cost of Goods approach to analysis. 


Overall, this report provides a deeper dive into the quantity and cost of each menu item to find solutions to limit the biggest item variances. Click here for guidance on Troubleshooting Variances in an AvT Report



Navigation



To navigate to the Actual vs Theoretical Analysis Report, click 'My Reports' in the Accounting Module and select 'Purch. & Inv.' in the top header. Once opened, a listing of reports will be shown. 


Find 'Actual vs Theoretical Analysis', as displayed in the image above, and select 'Customize' next to the report. This will open up a listing of all Report Parameters that can be used to define your report.



Report Parameters



1) Count From Date - A listing of all stock counts

2) Count To Date - A listing of all stock counts on and after the previously selected stock count

3) Key Items Only - This option has the report ran for the key items flagged in inventory or for all items

4) Show Unapproved - This option either shows or hides Unapproved Transactions. Yes is recommended so that the Accounting staff can close the period at their discretion but operations can still run vital reports in real time without waiting for all transactions to be Approved

5) Count Time - 'Beginning of Day' will use transactions from the DAY OF the from count to the day BEFORE the to count.  'End of Day' will use data from the day AFTER the from count through the DAY OF the to count

6) Item Categories - These categories can help filter through types of items

7) Subtotal by - Sort and subtotal by those categories. Categories 1+2 is recommended

8) Show % of Sales - This option turns on and off the final 3 columns (Actual %; Theo %; and Variance %)

9) Sales Account - This option filters in / out certain Sales Accounts depending on the data desired

10) Subtotal by Category - 'Summary' will roll all numbers into just the category totals (Meat vs Dairy vs Produce for example) while 'Detailed' will show all of the items in each category as well as category subtotals – the Summary option can be a good starting place to know which category to drill into to troubleshoot further

11) Efficiency - This can be calculated using Waste or Not Using Waste in the percentage calculation

12) Actual Usage Dollar - This is the Transaction Cost. This option shows the cost as a total of all transactions at the time the transaction was Saved/Approved.  Unit Cost uses the cost shown in column 3 of the report and multiplies that by the quantities across the entirety of the report

13) Waste Calculations - This option either shows or hides all inventory that was documented in the Waste Count

14) Items To Display - This option includes all Purchased Items or just the Stock Count items

15) Run Button - Runs the report



Report Columns



1) Net Sales - The total Net Sales from all menu items

2) Operating Reporting Category - A listing of all Operating Reporting Categories broken down into Item Categories and then into Items

3) Count U of M - The Unit of Measure used for each item when conducting a stock count

4) Unit Cost - The cost of each U of M

5) Begin - The beginning quantity of each item in the first stock count

6) Purch - The amount of each item that was purchased

7) Trnsfer - The amount of each time that was transferred to / from that Location

8) End - The ending quantity of each item in the last stock count

9) Actual - The actual item amount used. The Beginning Amount (#5), Purchased Amount (#6), Transfer Amount (#7), and End Amount (#8) are all included in the actual amount and are only displayed when expanded

10) Theo - The theoretical item amount used

11) Var - The difference between the theoretical amount (#10) and the actual amount (#9) used

12) Waste - The amount of an item that was wasted. This column is only displayed when the 'Show Waste Calculations' is selected in the report parameters

13) UnExpl Var - The difference between the Variance (#11) and the Waste (#12). This column is helpful in analyzing why certain items have the biggest variances

14) Effcy - The theoretical quantity (#10) over the actual quantity (#9) used. This shows how efficiently this item is being used

15) Actual - The actual cost of the item. When expanded, the Beginning Cost, the Purchased Cost, the Transfer Cost, and the Ending Cost would also be displayed

16) Theo - The theoretical cost of the item

17) Var - The difference between the theoretical cost (#16) and the actual cost (#15) of an item

18) Waste - The cost of how much of an item that was wasted. This column is only displayed when the 'Show Waste Calculations' is selected in the report parameters

19) UnExpl Var - The difference between the Variance (#17) and the Waste (#18). This column is helpful in analyzing why certain items have the biggest variances

20) Effcy -  The theoretical cost (#16) over the actual cost (#15) of an item. This shows how efficiently this item is being used

21) Actl % - The percentage of Actual Sales. This column is only displayed when 'Yes' is selected on the 'Show % of Sales' report parameter

22) Theo % - The percentage of Theoretical Sales. This column is only displayed when 'Yes' is selected on the 'Show % of Sales' report parameter

23) Var % -  The difference between the theoretical percentage (#22) and the actual percentage (#21) of Sales. This column is only displayed when 'Yes' is selected on the 'Show % of Sales' report parameter