When looking at an item’s consumption, you want to verify that your data is accurate.
If you are taking inventory on a consistent basis and adding all of your invoices into WISK, then a variance could be due to over-pouring, spillage, or possibly theft.
Remember, Consumption = Starting Inventory + Invoices - Ending Inventory.
If you notice any large discrepancies, ask yourself these three questions:
- Was this my beginning inventory count?
- Did I receive this amount in this period?
- Was this my ending inventory count?
If any of these values appear off, it could be due to the following reasons:
- Invoice data entry error
- Duplicate items
- Miscounts (on either opening or closing inventory)
- Unaccounted for returns/breakage
Invoices Data Entry Error
If your invoices value appears incorrect, perform a quick check that you have:
- Added all of your invoices received during the period (check open purchase orders or add a manual invoice)
- Dated them correctly. When adding an invoice, it will default to the current date and time. Make sure you adjust the date to fall in that inventory period. This is especially important if you are getting caught up on entering your invoices, you’ll need to backdate them. Make sure their dates are before the ending inventory’s start time.
- Verified the delivery matches the paper invoice. Make sure that you haven’t missed any items, and added the correct amounts. For example, if you received a case of wine, make sure you added it as 1 case, and not 1 unit.
Over time, your venue might have some duplicate items. There are a few reasons this can happen:
- An item’s barcode may have been typed in manually and was missing a digit, so when it is scanned, it doesn’t find a match in your venue's items and searches the online database
- Often with beer bottles, the barcode on the bottle and the case may be different, or the bottles don’t have barcodes.
- Adding items to an invoice by using the search function instead of scanning the item’s barcode
Regardless of how the duplicate item appeared in your account, this can throw off your inventory and invoice values and falsely indicate a variance.
If you have duplicate items, you can fix most issues by merging them.
If the count for an item is inaccurate, your consumption is also inaccurate. The best time to correct a miscount is when reviewing your count before submitting an inventory. The second best time is immediately after submitting the inventory because you can still edit it to get an accurate count.
Common causes of miscounts include:
- Missed stock in a location
- Submitted a count as cases instead of units or vice versa
On the variance details page, clicking the information icon beside consumption shows you the consumption by location between the two inventories, as well as what was counted in each location. This is a quick way to see if an area of an inventory was missed.
Returns / Breakage
If an item is taken out of your inventory for any reason, and isn’t logged in WISK, it will be displayed as consumption. Make sure you are adding any returns, and using depletions to account for any breakage / corked items.