A stock variance corresponds to a difference between:
Actual consumption (calculated from purchases and inventories)
Theoretical consumption (calculated from POS sales)
The objective is to precisely identify where this variance comes from.
👉 The recommended method is to analyze one single product at a time.
Before You Start: One Location or All Locations?
This first check can save a significant amount of time.
✅ If the variance concerns only one location
It is likely due to data entry errors (purchases / inventories) made by the team at that specific location.✅ If the variance concerns all locations
It is likely due to a configuration issue:recipe incorrectly configured
incorrect association between the recipe and POS buttons
This distinction helps you immediately orient your analysis.
Step 1 – Start from the Right Analysis Pages
Start from one of the following pages:
These pages display for each product:
Opening stock
Closing stock
Purchases
POS sales
Inventory variance
Actual consumption
⚠️ Before analyzing sales, it is essential that purchases and inventories are accurate.
They determine the actual consumption.
I. Check Purchases and Inventories
1️⃣ Check Purchases
A. Check Ordered Quantities
Go to: Analysis/ Supplier Orders
Analyze a one-month period:
Are the purchased quantities consistent with your usual purchasing habits?
Do the amounts match your supplier invoices?
B. Check Dates Around Inventories
You need to verify:
Supplier orders
Quick purchases
Incoming transfers
Especially those recorded just before and just after the inventory date.
In the page: Supplier Orders
Use the filter:
✅ "Issue with reception dates"
A delivery received but dated after the inventory can create an artificial variance.
2️⃣ Check Inventories
A. Check the Inventory Date
An inventory reflects the stock level at closing time (end of day).
👉 If it is performed in the morning, it must be backdated to the previous day.
In the inventory, under the Events tab, you can verify:
The entry date
Any modifications made
A one-day shift can generate a significant variance.
B. Check Counted Quantities
Do the quantities seem consistent?
Is there a data entry mistake?
Do successive inventories show a logical evolution?
💡 Tip: compare several consecutive inventories.
Stock levels should remain consistent with your activity.
✅ At This Stage
If:
Purchases are correct
Dates are consistent
Inventories are reliable
Then actual consumption is correct.
If not, correct these elements before analyzing sales.
II. Understanding the Variance Related to Sales (Inventory Losses)
Once the basics are validated, you can analyze the difference between:
Actual consumption
Theoretical consumption (based on POS sales)
How Does This Page Work?
It displays:
Sold recipes containing the product
The number of sales
The total quantity consumed through these sales
The quantity of the product used in a single sale
⚠️ Important:
This page uses the current recipes to perform the calculations.
If a recipe was modified recently, past sales will be recalculated using the current version of the recipe.
What You Need to Check
1️⃣ The Quantity of the Product in Recipes
Particularly important if you use sub-recipes.
Check:
That the product quantity is correct
That sub-recipes contain the correct quantities
That there are no structural errors in the recipes
An incorrect quantity in a recipe can create a significant variance.
2️⃣ Check POS Associations
If a sold recipe does not appear:
Verify that it is correctly linked to the POS
Verify that all POS buttons corresponding to this recipe are properly linked
The important point is that they are all correctly associated.
Most Common Causes of Variances
🔹 1. Errors in Purchases / Inventories
Incorrect reception date
Incorrect quantity entered
Inventory dated incorrectly
🔹 2. Recipes Incorrectly Configured
Incorrect quantity in the recipe
Incorrect sub-recipe
🔹 3. POS Association Issues
Recipe not linked
POS button not linked
Important: Sales Recalculation
If you modify:
A recipe
A POS association
And you launch a sales recalculation:
⏳ Statistics may take several hours to update.
Not all pages update at the same time.
Summary
Choose one single product
Check purchases and inventories
Validate actual consumption
Analyze sold recipes containing the product
Check POS associations
Other Useful Pages to Investigate a Variance
If the variance persists and you want to go further in your analysis, the following pages can help identify the exact day or operation that caused the discrepancy.
📊 “Stock Evolution” Page
This page displays the daily stock evolution of a product in a graph format.
It allows you to:
Identify a specific day when stock changed significantly
Detect an unusual break or spike
Visualize when the variance first appeared
It is often the fastest way to locate when the issue started.
📋 “Stocks” Tab in the Product Page
In the product page, the Stocks tab displays:
The complete stock movement history
Purchases
Transfers
Sales
Inventories
This allows you to identify the exact operation (purchase, transfer, sale, or inventory) that generated the discrepancy.