This article will explain how to read a standsheet and how to interpret the variances on a standsheet before finalizing.
Table of Contents:
Standsheet Columns Explained
A. Stock item: The Stock Item column will list all stock items configured to show at this location.
B. Unit of Measure and Price: The Unit of Measure will display the Counting Unit of Measure that is selected for that stock item. If no Counting Unit of Measure is selected, the system will default to counting by the Base Unit of Measure.
C. Previous End Count: The Previous End Count will populate the end count of the previous event's finalized standsheet for that stock item.
D. Pre-event: In, Out, Other:
- The Pre-event In and Out columns will show any transfers that happen before the Event start time that would impact the expected Start Count at this location.
- The Other column will calculate any sales quantities that are made between events that would impact the expected Start Count at this location.
E. Start Count: Expected, Actual, and Variance:
- The Expected Start Count will calculate the total based on the Previous End Count and the Pre-Event In, Out, and Other columns.
- The Actual Start Count will be inputted by an employee with the actual number of the stock item that was counted at the beginning of the event.
- A positive variance will mean that more was counted than what was expected.
- A negative variance will mean that less was counted than what was expected.
F. Mid-event: In, Out, Gratis, and Waste
- The Mid-event In and Out columns will auto-populate any transfers you make under Inventory > Transfers during the event window.
- If you do not use the Inventory module, you will write in the transfers in those columns.
- The Gratis column is for documenting any items you give away for free. When you finalize the standsheet, the number written in the Gratis column will be depleted from your inventory count at that location.
- The Waste column is for documenting any items that you waste during the event. When you finalize the standsheet, the number written in the Waste column will be depleted from your inventory count at that location.
G. End Count: Expected and Actual
- The Expected End Count will be calculated as follows:
Actual Start Count + Transfers In - Transfers Out - Gratis - Waste - POS Quantity = Expected End Count
- The Actual End Count will be the number of stock items that your employees count and input into the standsheet.
H. Inventory Sales: Quantity and Price: The Inventory Sales (IS) Quantity will be calculated based on what you enter as your Actual End Count. Let's consider two scenarios to understand this column's calculations:
- Scenario 1 - Expected and Actual End Counts Match: Let's say you start with 100 items selling at $10 each. You sell 20 of those items at the register, or Point of Sale (POS). You then count 80 items at the end of the event and input 80 into your Actual End Count column. The IS Column will now show a Quantity of 20 because you have accounted for 80 items left and 20 items sold out of 100. The IS Price is $200.00 because each item was sold for $10.00 (20 items x $10.00 each = $200.00 total.) There is a variance of 0 because POS button pushes match Inventory Sales (i.e. the number of items sold matches the number that left the location).
- Scenario 2 - Expected and Actual End Counts Do Not Match: Let's say that you started with 100 items selling at $10 each. You sell 20 of those items at the register, or Point of Sale (POS). You then count the items at the end of the event and there are only 70. You input 70 into the Actual End Count column. The system now notices 10 items that were not accounted for in POS Sales or in your standsheet counts. Therefore, there is a variance of -10 (POS Sales quantity does not match Inventory Sales quantity by that amount). Additionally, the IS column now shows 30 with a total of $300.00, this reflects the sales value of the items that were depleted from that stand (20 sold and 10 unaccounted).
I. POS: Quantity and Variance:
- As noted above, the POS Quantity column documents how many times that item was sold on the Point of Sale.
- The Variance column calculates a negative value when the Actual End Count is less than the Expected End Count, meaning that some items are missing that were not accounted for in sales.
- The Variance column calculates a positive value when the Actual End Count is more than the Expected End Count, which means that you have more on hand than the system expected. This is usually due to an error in entering the standsheet counts, perhaps an employee miscounted or did not account for a transfer of stock in to that location.
Understanding Variances on a Completed Standsheet
This section will explain how to interpret variances using the blue eye tool on your standsheet. The standsheet we will use for reference is below. It is important to note that this venue has a Tax Exclusive Menu (menu item prices do not include taxes) and accepts cash as a payment method.
When all counts have been inputted into the standsheet, you may save as a draft and view the variances before finalizing by clicking on the blue eye tool.
Definitions:
- POS sales: Point of Sale Quantity x Price of Menu Item
- GOS sales: Goods Out of Stock Quantity x Price of Menu Item
- Event Summary Estimate: Total of Gross Credit Payments + Received Cash + Gross Other Payments
In this example, there was a total of $784.81 in Gross Credit Payments, $248.98 in Received Cash, and $0.00 of Gross Other Payments (such as a Custom Tender or Stored Value) which totals to $1,033.79. The Total Tax Exclusive Amount is $78.79, which is included in the Receipts Total at the bottom.
For venues accepting cash as a payment method such as this one, they must perform a Cash Drop in Cash Room for their Received Cash to be accurate. Without using Cash Room and completing a Cash Drop that represents the total amount of Cash in Till, the Received Cash row will be $0.00.
Subtracting the Total Tax Exclusive Amount from the Receipts Total will give you your POS Sales amount of $955.00. $1,033.79 - $78.79 = $955.00
Variances Explained:
POS - GOS: $955.00 - $955.00 = $0.00
In this example, there are no variances between POS Sales (POS Qty column on the standsheet) and GOS Sales (IS Column on the standsheet). A $0.00 variance of POS to GOS sales means that all inventory that was sold on the terminal has been accounted for with accurate end counts at the end of the event.
Receipts - GOS: $1,033.79 - $955.00 = $78.79
Receipts to GOS variance is the difference between the total money received and the goods out of stock sales. GOS Sales does not include the tax from the Tax Exclusive Menu Items ($78.79) or Discounts, Surcharges, and Surcharge Taxes. In this case, there were no Discounts, Surcharges, or Surcharge Taxes applied to any order so each is $0.00.
Because there is no variance between POS and GOS, the difference of Receipts - GOS is equal to the Tax Exclusive Amount: $78.79.
Receipts - POS: $1,033.79 - $955.00 = $78.79
Receipts to POS variance is the difference between the total money received and the POS Sales. POS Sales does not include the tax from the Tax Exclusive Menu Items ($78.79) or Discounts, Surcharges, and Surcharge Taxes. In this case, there were no Discounts, Surcharges, or Surcharge Taxes applied to any order which is why they are all $0.00.
Because there is no variance between POS and GOS, the difference of Receipts - POS is equal to the Tax Exclusive Amount: $78.79.