Actual versus Theoretical

Within many reports on Stocktake Online, you will see the terms Actual (Act.) and Theoretical (Theo.). This can be for consumption (Cons.) or Gross Profit (GP.) amongst other things.

In consumption reports:

Actual

In Stocktake Online's consumption reports Actual means the quantity of the stock movement. For example:

  

The opening stock amount for this item is 103 bottles.

The restaurant has purchased 48 bottles.

Their closing stock is 137 bottles.

103 + 48 = 151. 151 - 137 = 14.

Therefore their Actual consumption (their stock movement across the period) is 14 bottles.

Theoretical

In Stocktake Online's consumption reports, the Theoretical value represents the information coming from your EPoS (sales) vs the recipes you have entered into Stocktake Online. 

For example, this recipe:

 

Every time the PEAR CIDER button on the EPoS is pressed, 1 bottle (BTL) is deducted from the stock on Stocktake Online, communicated through the PLU number 0118999. This means the theoretical consumption would be 1 bottle. If the recipe was for 200 milliliters (ML), and the button was pressed four times, the theoretical consumption would be 4 x 200 ML = 800 ML.

In the original consumption example:

 

The Actual consumption is 14 bottles while the Theoretical consumption is 12 bottles. 12 bottles have been sold through the EPoS, but 14 bottles have been used according to stock movement. This leaves us with a variance of -2 bottles. 2 bottles are missing that we cannot explain through these numbers. Perhaps the Chef likes Pear Cider?

In the Gross Profit report:

In the Gross Profit report headers, you can see the terms Actual Sales and Actual GP as well as Theo Sales and Theo GP. These stand for the currency value of your Actual Sales / Gross Profit and your Theoretical Sales / Gross Profit.

Inwards represents purchase amount & Actual Sales will show EPOS sales.

Theoretical Sales / Gross Profit comes from your EPoS and recipes on Stocktake Online, while Actual Sales / Gross Profit comes from the sales information sent to Stocktake Online from your EPoS.

As an example, let's use the PEAR Cider recipe again.

If 1 bottle of this PEAR CIDER was sold:

• Theoretical Sales (Gross Amount): 5.4
• Net Amount: 4.5
• Theoretical Gross Profit: 3.040

If 12 bottles of this PEAR CIDER were sold:

• Theoretical Sales (Gross Amount): 64.8
• Net Amount: 54
• Theoretical Gross Profit: 36.4

We can see these figures in NET in the GP report:

Assuming everything went as planned, the Actual Sales figures would be the same. However, that's rarely the case.

Comps, discounts, voids, wastages, and missing items will all affect your Actual Sales figures. In this case, since two bottles were missing as per the consumption report, the Actual Sales figure remains 54 (there were no discounts of any kind) but the Actual Gross Profit has dropped to 33 due to the additional cost of the two missing bottles (1.47 x 2 = 2.94  - Theo GP of 36 - 2.94 = 33.06 - Some reports will round up/down according to decimal points and small figures).

Importantly, you will note your Theoretical GP percentage and your Actual GP percentage. On the PEAR CIDER item, the Theoretical GP is 67.33% but due to the two missing bottles, the Actual GP Percent is 62%, giving us a variance of -5.4%.

Note that the overall Beverage variance stands at -246.4%. Numbers like these are generally indicative of obvious errors. In this case, the rest of the report contains almost no useful data.