© 2023 CrunchTime! Information Systems, Inc. All Rights Reserved. | www.crunchtime.com Examine Inventory Variances with the Physical Inventory Summary Report Quick Start Guide Document Details Document #: 160_QS1000_230221 Release Version: 10.00.00.00 Version Release Date: October 2022 System Requirements • CES Version 10.00.00 or higher Be sure to grab the latest version of this document here: https://links.crunchtime.com/NCQS-PhysicalInventorySummaryReport OR by scanning the QR code to the left. Related Documentation • NCJA - How to Review Your Inventory: https://links.crunchtime.com/NCR105InventoryReviewProcessJA Related User Group Permissions % Screen Name Control Name Description 91 NC-View Reports Physical Inventory Summary Enables this report on the Inventory Reports menu. [141][262]

2 © 2023 CrunchTime! Information Systems, Inc. All Rights Reserved. | www.crunchtime.com Examine Inventory Variances with the Physical Inventory Summary Report What is this report and why would I use it? The Physical Inventory Summary report is designed to help you troubleshoot inventory variances for any period(s) you choose. It will show you all of the inventory transactions that occurred and give you clues about what contributed to those variances. Note: This report has essentially the same information as the Inventory Review screen, which opens after you enter inventory counts and select the Save and Review button. Two Excellent Uses There are two times when the Physical Inventory Summary is invaluable (vs. the Inventory Review screen): 1. When you want to review your inventory for previous Post periods. 2. When you need to review your inventory for more than a single Post period. Review Previous Post Periods As stated in the Note above, the Physical Inventory Summary report includes the same information as the Inventory Review screen . However, the date selectors in the report make it much quicker and easier to access the inventory data for prior periods. Review More than One Period at a Time Some companies use Inventory Cycle Counts, which means they do counts of only a few select inventory items on a weekly basis, and then do a full count of all products once a month. When they review those monthly inventories, they can't use the Inventory Review screen, since it's limited to one Post period, so they'd use the Physical Inventory Summary instead and choose the full month as the period to report on. (Continued)

3 © 2023 CrunchTime! Information Systems, Inc. All Rights Reserved. | www.crunchtime.com Examine Inventory Variances with the Physical Inventory Summary Report (Continued) Retrieving the Report 1. Open the Reports menu. 2. Select Inventory. 3. Then select Physical Inventory Summary. (Continued) Net-Chef > Reports: Inventory > Physical Inventory Summary

4 © 2023 CrunchTime! Information Systems, Inc. All Rights Reserved. | www.crunchtime.com Examine Inventory Variances with the Physical Inventory Summary Report (Continued) Retrieving the Report (Continued) 4. Using the From and To date selectors, choose the desired date range; you can select one or more Post periods. They will default to the last posted period, or the current period if Final for Post inventory counts have been reviewed. 5. Select Retrieve to populate the report. As noted on Page 2, the report displays the same data as the Inventory Review screen, including the: • Product # and Product Name. • Unit Price and (Inventory) Unit; the Unit Price link opens the “Cost Changes” audit pop-up. • Beginning, Received, Sold, Adjusted, Book, Physical, and In Transit Quantity columns. (Value columns are also displayed or available, depending on the selected view; see pages 5 & 6 for more information.) • Variance Quantity and Variance $ (Value) columns. Net-Chef > Reports: Inventory > Physical Inventory Summary

5 © 2023 CrunchTime! Information Systems, Inc. All Rights Reserved. | www.crunchtime.com Examine Inventory Variances with the Physical Inventory Summary Report (Continued) Optimizing the Report The Physical Inventory Summary report is an effective way to spot and research troublesome variances for one or more Post periods. Since reducing variances to their absolute minimum is the mark of great food cost management, it’s well worth mastering the use of this powerful tool. • View By (drop down) – Use this to choose how you view the information about each product: by ‘Value’, ‘Quantity’, or ‘Custom’ (shows BOTH Value and Quantity details.) Note: The ‘Custom’ view is the default setting so if you reconfigure the report, you will automatically see your customized view whenever you run it. (Continued) Net-Chef > Reports: Inventory > Physical Inventory Summary

6 © 2023 CrunchTime! Information Systems, Inc. All Rights Reserved. | www.crunchtime.com Examine Inventory Variances with the Physical Inventory Summary Report (Continued) Optimizing the Report (Continued) • Summarize by (drop down ) – When checked, this rolls up the totals by ‘Product’ (default), ‘Category’, ‘Subcategory’, ‘Microcategory’, or ‘GL Code – Description’. Tip: A quick way to see which products have unacceptable variances is to Summarize by ‘Product’ and sort the information by Variance Quantity (Ascending). For more tips, see “NCJA – How to Review Your Inventory”, linked here: https://links.crunchtime.com/NCR105InventoryReviewProcessJA (Continued) Net-Chef > Reports: Inventory > Physical Inventory Summary

7 © 2023 CrunchTime! Information Systems, Inc. All Rights Reserved. | www.crunchtime.com Examine Inventory Variances with the Physical Inventory Summary Report (Continued) Optimizing the Report (Continued) • Group By (drop down) – This allows you to group the data by ‘Storage Location’ (default), ‘Product’, ‘Category’, ‘Subcategory’, ‘Microcategory’, or ‘GL Code – Description’. Settings Alert: The “Summarize” box must be unchecked to enable this drop-down. Here's a handy chart to show you what each of the “Group By” options can help you do: Group By Setting What it Does Useful for… Storage Location Shows each Storage Location, and the products it holds. Reviewing counts for a particular Storage Location. Product Shows each Product, and the quantities in any storage location where it’s kept, plus a total for all storages. Reviewing counts for a particular product, because you can more easily see which storage location(s) might be the problem. Category (Sub or Micro) Shows each Category (e.g. Meat, Dairy, Dry Goods, etc.) and the products within it. Reviewing Categories that seem to have problems; for example if Meat seems to have big variances, you can see all those products in one spot. GL Code/Description Shows each GL Code and the products within it. Accountants think of things in terms of GLs, so if they ask you to look at issues in a GL, you can do that here. Net-Chef > Reports: Inventory > Physical Inventory Summary