Variances

What needs a look, and what each place used. Two tabs: To act on and Usage.

The Variances page has two tabs. To act on is a short list of things someone should check or chase. Usage shows what each place used, where it went, and how much of it sales explain.

The rule

A stock take sets the book to what was counted. The gap between the book and the count is not always a loss.

Where sales take an item off stock at that place (the item has a recipe and the place bills on POS), the part of a count gap that sales do not explain is a variance. It is worth a look.
Everywhere else, the count gap is simply what was used. Nothing took the item off stock between counts, so the count is the only record of use. It is not a loss and the page does not call it short.

There is no setting for this. It follows what actually happened at that place in that period: if any sale took the item off stock there, it is a variance; if none did, it is usage.

This tab opens on all time, so nothing old is hidden. Rows are grouped by place, with a count for each place. Each place shows its first 10 rows; tap Show all to page through the rest. It holds three groups.

Counts to check

A count that looks like a unit mistake: the item was counted at more than 15 times what the book said (or 15 if the book was below 1), and the extra is worth at least ₹2,000. For example, pieces typed into a packet box, or kilos typed on a grams sheet. When the next count of the same item at the same place brings it back down, both counts show as one row.

Recount opens the open stock take with the item picked.
Mark checked takes the row off the list.

Only people who can see stock take numbers see this group. Counting staff do not.

Sales do not explain

At places where sales take an item off stock, one row per item, place and month where:

the part sales do not explain is at least the ₹ limit (₹2,000 unless you change it), and
sales explain less than the % limit of what was used (60% unless you change it).

A month in which sales took none of the item off at that place is not listed: its count gap is usage.

Tap Look to see the item’s month: what came in, what sales took, what counts took. Mark checked takes the row off. It comes back only when a new stock take closes in that month; new sales do not bring it back.

Someone who can change settings can set both limits with the Limits button beside the group. The limits are for the whole business.

Deliveries to chase

Vendor deliveries (GRNs) that came in short or over the order, and transfers that arrived with more or less than was sent. Tap a row to see the order, the figures and who raised it, then Resolve it. A transfer gap can be written off, returned to the sender, or marked as reviewed. This group works as it did before.

A short-delivery notification opens this tab on that order’s deliveries.

Usage

This tab opens on last month, the last full calendar month. Pick another period with the period control.

For one place (pick it in the place switcher at the top):

A bar shows what was used, split into sales, counts, sent out, used in production and wasted.
One row per item: what came in, what sales took, what counts took, how much sales explain, and how the place takes the item off stock:
- Sales take off: sales take it off stock here.
- Counts only: only stock takes show its use.
- Sent out and used: at a warehouse or central kitchen, stock sent to outlets counts as sent out.

For all places: one card per place, with what it used, how much sales explain (where it bills on POS) and what came in. Tap a card to open that place.

Both tabs have search (item name, SKU, document number) and the Filters button for department and category. Usage can also filter by how the place takes stock off; To act on can show one group.

Limits of what this shows

Counts only show use when a stock take closes. At a counts-only place, a month’s use is what the stock takes closed in that month found. A month with no closed stock take shows little or no use.
A count gap cannot tell use from loss where sales do not take the item off stock. Usage tells you how much was used, not why.
Sales explain only as well as the recipes do. A recipe that leaves out an ingredient, or gives too small a portion, makes sales explain less.
Counts to check only finds large jumps (15 times the book and ₹2,000 or more). A smaller wrong count is not listed.
Figures are per place. Stock a central kitchen sends out is also what the outlet uses, so the page never adds places together into one total.
Values use the cost at the time each movement happened, so a month’s figures do not change when prices change later.

Exports

Both tabs export to Excel or CSV with the same rows the screen shows.