xtraCHEF: Get Started With Inventory Reports

In this Article:

• Before Using Inventory Reports
• Inventory by COGS
• Inventory by GL
• Inventory Summary
• Inventory Variance

Before Using Inventory Reports

xtraCHEF offers users a set of reports to assist with inventory. Navigate to Reporting and scroll down to the Inventory section to view them, but before using these reports, several things need to be completed:

• Upload at least 20 invoices
• Create products
• Map all invoice items to GL codes/categories
• Complete COGS Mapping
• Configure each items pack/size/UOM
• Complete the area setup and configure at least one count list
• Perform an inventory count

In short, doing each of these things will populate xtraCHEF with products and invoice items and a way to count and take inventory on them. Once complete, the inventory reports offer users the data on what's in stock and what needs to be reordered. You can also monitor trends on your inventory usage.

Inventory by COGS Report

Inventory by Cost of Goods Sold (COGS) shows your inventory values broken out by COGS groups. To view this report, navigate to Reporting and select this report. Now you'll choose:

1. An Inventory Date. Only days that inventory is set up to be taken can be selected.
2. The Area(s) you created in Area Setup. You may choose Select all.
3. A Count List(s). You may choose Select all.
4. Select Submit.

On this report, take a quick look at the value in dollars and the percent of total inventory (Value %) in each COGS group. You can download this data into an Excel spreadsheet by selecting the Excel button.

Inventory by GL Report

This report allows you to see your total quantity of inventory based on your general ledger (GL) codes. To view this report, navigate to Reporting and select this report. Now you'll choose:

1. An Inventory Date. Only days that inventory is set up to be taken can be selected.
2. The Area(s) you created in Area Setup. You may choose Select all.
3. A Count List(s). You may choose Select all.
4. Select Submit.

This report provides the value and percent of total inventory (Value%) in each GL code. Unlike the Inventory by COGS report, you can select a GL code itself to view a breakdown of the categories within the code. You can even select a category to view its invoice items and you can select an invoice item to view the area it's in, so this can be very useful for finding specific inventory amounts. Use the Excel button to download the data into a spreadsheet.

Inventory Summary

The Summary report allows users to select a single date to view beginning and ending inventory values for all locations within the xtraCHEF tenant. To view the report, navigate to Reporting and select this report. Now you'll choose an Inventory date and then select Submit.

The beginning inventory references the value of inventory at the beginning of an accounting period (which is also the previous inventory's ending values), whereas the ending inventory indicates the value calculated after an inventory had been submitted. By comparing the beginning and ending inventory of each location, you can get an idea of where your spending is taking place. Select Excel to create a spreadsheet of this information.

Inventory Variance

The Inventory Variance report allows you to compare two previous inventory dates to see the variance (difference) between those two counts. Navigate to Reporting and select this report. You'll need to select each date before selecting Submit and viewing this report. The summary appears first, but by selecting a line item, you can drill into specific inventory areas, count lists, and invoice items.

The fluctuation column offers a dollar and percentage of the change between both inventory counts. You can make general assumptions about which locations or items are moving fast and may need to be considered for larger purchases.