The detailed stock take report sets out the principal result of a stock take in terms of variance, profitability and sales. Please use the descriptions below and the sample report above to understand this report.

The columns in this report are as follows:

• Product – this column is broken down into separate categories, then lists the product names in each category alphabetically.
• UoM/(Sub Unit) – UoM stands for Unit of Measurement. This column identifies how each product is counted, including any sub units such as tenths.
• Variance – the next 3 columns describe the result of the stock take in comparison to the expected stock holding – essentially how much you are up or down on a product. It’s shown in these 3 ways;
  • Qty – quantity, or the simple count variance. A positive figure means you have more in stock than the system expected, a negative figure means there’s stock missing.
  • @ Retail £ – this is a financial representation of the amount of stock missing or in surplus, based on the average price the product sold for in this stock period.
  • @ Cost £ – this figure shows the amount of money the missing stock cost, or surplus stock saved, at the average purchase price for the product in the period.
• Stock Management – this section of the report focuses on the return generated in the period for each product. Its columns are as follows;
  • Yield – this figure is a percentage indicating what proportion of the anticipated revenue for each product was actually received in the period. We take the average retail price for the period, then calculate the expected revenue by multiplying that by the computed sales quantity. The yield is then calculated as the till revenue ÷ expected revenue. As such, there’s a direct correlation between variance and yield – zero variance will generate 100% yield. If the computed revenue is negative (i.e. stock lost in the period without explanation such as wastage) but actual revenue is positive, yield will be a negative percentage.
  • Gross Margin £ – this is the gross profit for the product in the period. It’s calculated by taking the cost of all the product used in the period (including any variance), netting the VAT from the overall revenue for the product and then taking the former away from the latter.
  • Gross Margin % – this figure is generated by taking the gross profit total and dividing it by the overall net revenue to give a percentage.
  • SOH @ Cost £ – SOH stands for Stock On Hand. This figure represents the purchase cost of the closing stock figure for each product.
  • SOH @ Days – based on the sales in this stock period, this figure represents the number of days that the closing stock will last.
• Till Sales – this section of the report highlights the sales activity for the product in the period. The columns here are;
  • Qty – this is the quantity, again expressed in the measures specified under UoM/(sub units), sold through the till in the period.
  • (Qty in Live) – this is a sub-section of the previous column, indicating the amount of the product that was added to a tab in the period and was still on a tab at the time of the stock take, such that no revenue has yet been received for it.
  • @ Retail £ – this is the revenue received in the period for the product. Where products are sold exclusively individually, such as bottled beers, these figures will map directly to sale item sales reports but for products such as spirits and mixers, where two or more products are sold together, revenue is calculated based on the proportions generated by the cost prices. For example, if a vodka and coke is sold for £5, and the vodka costs 80p and the coke 20p, £4 of the revenue will be allocated to the vodka and £1 to the coke (80p of a total cost of £1 = 80%). The same vodka, when sold with a tonic water costing 60p (80p out of a total of £1.40 = 57%), would only be allocated £2.86 of the £5. Revenue shown here includes any stock that was on live tabs at the time of the previous stock take which has subsequently been paid for, but the quantity will not be included since it will have been shown on the previous stock take.
  • @ Cost £ – this figure represents the total cost of the volume of each product sold through the till in the period, and is based on actual FIFO (first in, first out) cost calculation.
• Computed Sales – this section of the report represents the overall movement of each product in the period, taking into account opening stock, adding any deliveries, subtracting returns and wastage and then the closing stock figure to provide the net result. It does not necessarily match the till sales, rather it represents the actual movement in the period. Any variance reported is in effect the difference between Computed Sales and Till Sales. As with variance, there are 3 columns;
  • Qty – this is the quantity of movement in each product in the period, again expressed in terms of the UoM and any sub units.
  • @ Retail £ – this is the theoretical revenue that would have been earned had the quantity moved in the period been sold at the standard sale price.
  • @ Cost £ – again, this is a theoretical figure showing what the cost would have been of the volume moved in the period at the current default cost price.
• Stock Prices – this section shows the calculated values in the period for cost and retail price for the default sale item for each product. For example, draught beers will show the figures for a Pint, spirits a Single etc.
  • Cost Price £ – this figure is the cost of each unit of the default sale item derived from purchases used in the period. If no sales were recorded, or if no deliveries have been recorded, the default theoretical sale price is used.
  • Av. Retail Price £ – this is the average retail price of the default sale item sales in the stock period. Again, if no sales were recorded in the period then the standard price will be shown.