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Operating Stock

This article discusses how to generate and interpret Operating Stock Reports found in the Inventory Module.

The Operating Stock Report provides a detailed breakdown of stock activity across your outlet(s), allowing you to compare theoretical and actual stock levels, identify variances, and investigate potential operational issues. It is a key reporting tool for spotting gaps in stock tracking such as unmapped sales, missed deliveries, or unreported wastage.

How to Access the Report

Navigate to:

 
Inventory > Stock > Operating StockScreenshot 2025-06-26 at 16.27.33

OR

View OPS of a specified period using the actions drop-down located next to the period.Screenshot 2025-06-26 at 16.27.03

⚙️ Report Setup Options

Before generating the report, you can customise the output using the following filters:Screenshot 2025-06-26 at 16.33.35

  • Revenue Outlet – Select the specific outlet(s) you wish to report on

  • Revenue Class – Choose the relevant purchasing class (e.g. Food, Beverage, Consumables)

  • Search Criteria – Choose whether to view data by:

    • Stock Period (defined in your inventory cycle)

    • Custom Date Range

  • Period Start / Date Range – Enter the stock period or start/end dates depending on the above selection

  • Search Factor – Optional refinement to narrow down results

  • Item Type Filter – Choose whether to display:

    • Products

    • Recipes

    • Sub-recipes

Report Structure

The report is presented as a column-based breakdown, grouped in the following order:

  1. Outlet

  2. Category

  3. Individual line items (products, recipes, or sub-recipes)

Each row displays the following data:

  • Opening Stock Value - The stock valuation at the time of the opening count.

  • Deliveries - Any confirmed deliveries that fall within the defined period.

  • Transfers - Any completed transfers between revenue outlets.

  • Wastage - Wastage recorded on Kitchen CUT.

  • Usage - Depletion from EPOS sales

  • Theoretical Closing Stock - The expected stock valuation.

  • Actual Closing Stock - The stock valuation at the time of the closing count.

  • Variance - Between theoretical and actualScreenshot 2025-06-26 at 16.37.14

🛠️ Customising the Report View

  • Use the Adjust Table View dropdown to hide or show specific columns as needed.Screenshot 2025-06-26 at 16.38.26

  • This allows you to simplify the output or focus on specific areas (e.g. wastage, variance).

Live Theoretical Calculations

  • If you select an open stock period, the report will calculate theoretical figures live, up to the last uploaded sales record.

  • This is particularly useful for ongoing performance checks before a period is closed.

🧠 What the Report Helps You Identify

This report is a valuable operational tool for detecting:

  • Unmapped sales items (causing underreported usage)

  • Deliveries not yet accepted (appearing as missing stock)

  • Missing or incomplete wastage reporting

  • Unexpected variances in theoretical vs. actual closing stock

  • Incorrect inventory settings across classes or outlets

💡 Best Practices

  • Focus on high-variance categories or products — these often highlight underlying system or operational issues.

  • Encourage teams to regularly update deliveries and submit wastage correctly to improve report accuracy.

  • Use filters and view customisation to tailor reports to different outlet managers or stock controllers.

❓FAQs

Can I export the Operating Stock Report?
Yes — use the export button at the top of the report to download a copy in Excel format.

Why are some theoretical closings inaccurate?
Check for missing mappings, unconfirmed deliveries, or missing sales data uploads.

Does the report update automatically?
Yes — theoretical data updates in real time for open periods, based on the latest available sales and stock entries.

🆘 Need Help?

📧 Email Support: support@kitchencut.com
📝 Submit a Ticket: Submit a ticket