Reporting Explained: Actual Vs Theoretical By Level By Department

Reporting Explained: Actual Vs Theoretical By Level By Department

Business Need:  This report is helpful for users who want a report to show the actual cost during a time period versus the theoretical cost.  This report is summarized by department rather than by individual item.  This report also shows the difference between the theoretical usage and what was actually used for that department.

How it Works:  An Actual vs Theoretical: By Department report shows the actual cost for items versus the theoretical cost.  Users will need to select a starting inventory as well as an ending inventory to generate this report.  It is important that the same items be included on the starting and ending physical selected. To get accurate data from this report, you must be performing regular physicals, keeping your purchasing up to date, and maintaining and using recipes

Generating the Report:


Go to the Standard Reports section in Yellow Dog:

  1. Select Standard Reports
  2. Open the folder titled ‘F&B’
  3. Select the folder ‘Actual vs Theoretical’
  4. Select the folder ‘By Level’
  5. Select the report ‘By Department’
  6. Choose a starting and an ending physical inventory
  7. Generate report




Reading the Report:


  1. Shows the filters used to produce the report’s data, including the physical inventories selected for the report.
  2. Change columns, sorting, and grouping:  This allows users to add or remove data columns to this report as well as organize and group the data.
  3. Store Name:  Shows the store name that the physical was performed in.
  4. Department:  Shows the department being summarized for this period.
  5. Starting Cost:  Shows the total purchase cost of on hand inventory included in this department at the start of the period determined by the starting physical inventory selected.
  6. Purchasing Cost:  Shows the Purchasing Quantity x Vendor Price (at time of purchase) for this department.
  7. Sales Cost: Shows the Sales Quantity x Calculated Cost as of transaction date for items in this department.
  8. Sales Retail:  Shows the Sales Quantity x (POS Retail - POS Discounts) for items in this department.
  9. Theoretical Ending Cost:   Shows the Starting Cost + Purchasing Cost - Sales Cost for items in this department.
  10. Actual Ending Cost:  The Total purchase cost of on hand inventory for items in this department at the end of the period selected by the ending physical used for the report.
  11. Usage Variance:   Shows the variance between the Actual usage and the Theoretical usage for items in this department. Determined by Actual Usage - Theoretical Usage
  12. Theoretical Usage:   Shows what the theoretical usage could be for items in this department by taking the Starting Cost + Purchasing Cost - Theoretical Ending Cost.
  13. Actual Usage:   Shows the actual usage for items in this department by taking the Starting Cost + Purchasing Cost - Actual Ending Cost.
  14. Actual Usage Quantity:   Shows the actual quantity used by taking the Starting Quantity + Purchasing Quantity - Actual Ending Quantity.
  15. Theoretical Cost Percent:  Determined by taking the Theoretical Usage for the department divided by Sales Retail for the department.
  16. Actual Cost Percent:  Determined by taking the Actual Usage for the department divided by Sales Retail for the department.
  17. Cost Percent Variance:   Determined by taking the Actual Cost Percent for the department - Theoretical Cost Percent for the department.
  18. This row allows you to save, export, print, or close the current report.



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