Actual Usage Report

Overview:

The Actual Usage Report calculates and lists the inventory usage quantity and the usage cost for Inventory and Combined Items over the desired date range. The report can be run in detail or in summary modes.

Things to know!

This report will only be accessible and visible to users who are given access to this report function.
The Usage Report will calculate and list inventory usage over a date range using a beginning inventory count date and an ending count Date.
The formula for calculating actual inventory usage is Beginning Inventory + Received +/- Transfers +/- Production - Ending Inventory.
Actual usage is reported in quantity and in dollars.
The Usage Report will list usage for Inventory Items and Combined Items.
The report can be run in detail or in summary modes.
Any values displayed in blue can be drilled down for added detail when you display this report.
The report can include or exclude production values.

Report Parameters

To Run a Usage Report, navigate to Inventory>Reports>Usage>Actual Usage. Upon selection, a Report Parameters screen like the below will display:

Site: This filter only displays if you are logged into your company (versus a specific Site). The drop-down enables a search and selection of your desired Site.

Begin Count Date: The drop-down will display dates for inventory counts you have entered. Highlight and select the Begin Count Date.

End Count Date: The drop-down will display dates for inventory counts you have entered. Highlight and select the End Count Date.

Inventory Department: If you want to run the report for a specific Inventory Department (an example might be the Food Department), you can use the drop-down to select your desired Department.

Inventory Category: If you want to run the report for a specific Inventory Category (an example might be White Wines), you can use the drop-down to select your desired Category.

Inventory Item Group: If you want to run the report for a specific Inventory Group (an example might be Dairy), you can use the drop-down to select your desired Group.

Detail or Summary: Select if the report will be printed in detail (All items) or in Summary (Inventory Department and Inventory Category only). Sample reports for Detail and Summary versions are shown below.

Exclude Production Values: If you have flagged recipes for Production and are entering Production counts, then usage can be reported for either Production Items or for their ingredients (the Inventory Items in their recipes). To view usage only for Inventory Items, check this box. For example, if you produce and enter production for Blue Cheese dressing, and you want to see how much dressing you used, you would leave this box blank. However, if you prefer to know how much Blue Cheese you used, you would check this box. What is important to know is if you run this report without excluding production values, and you do enter Production counts, the usage for any Inventory Item that is an ingredient in a Production Recipe will be under-reported to offset the cost/usage that is reported for the Production Item.

Include Only Items with Negative Counts: If you check this box then only items with negative usage will report. This option was added to serve as an audit tool for managers after they have entered a new inventory count to more easily find possible entry errors.

Run Report: Once you have selected your report parameters, click the Run Report button to list the report.

Usage Report - Detail:

Selecting to Run the Usage Report in detail will display a report similar to below.

The detailed Usage Report is showing usage in quantity first and then in dollar cost. The formula for usage calculation is Usage = Beginning Inventory, + Amount Received, +/- Transfers in or out, +/- Production (if Production is not excluded), - Ending Inventory = Usage.

Report Options: For a description of the toolbar provided at the top of the report, please see "Report Options" for help. Report Options link.

When you see this button it means a sort option is available to display the transactions in ascending or descending order (from lowest to highest or highest to lowest). Click on the button to invoke the sort option. Click once for lowest to highest. Click again to reverse the sort to be for highest to lowest.

Drill-Down Option:

You can hover over and click on a total that is in light blue to see the transaction detail creating the total. An example of using Drill-Down is below where a value in the Received Column was selected for Pan Bread:

Usage Report - Summary:

The summary Usage Report summarizes usage costs by Inventory Department and Inventory Category. The summary Usage Report will list as shown below:

Report Options: For a description of the toolbar provided at the top of the report, please see "Report Options" for help. Report Options link.

Sort Report Column Values (Highest to Lowest or Lowest to Highest):

This feature is reviewed in the Report Options article that we provided a link to just above. However, it is especially valuable for the Actual Usage Report because it can help you quickly isolate your highest usage inventory items by either quantity or by dollars. This information can then be used to help you prioritize vendor negotiations, or if you are tracking inventory usage variance, which items (ingredients) to prioritize building accurate recipes for.

Any report column that has this "sort button" to the left of the column header name, or above the column header name, can be sorted from highest to lowest (or lowest to highest) value. If the report subtotals by category, then the sorts are done within each category. The sort is initiated by clicking on the sort button. Please see the below Actual Usage Report as an example:

Sort Button: In the above Actual Usage Report example, we can sort on the Item Name (A to Z or Z to Z), the actual usage in the quantity column (highest to lowest or lowest to highest), or the actual usage in the dollars column (highest to lowest or lowest to highest). For example, if we want to see what items we spend the most usage dollars on, we can click on the sort button. Please see below:

Click on the arrow on the sort button to change the sort from lowest to highest or highest to lowest. For alphabetic sorts, the arrow will change between A-Z and Z-A. The sorts are done for each category on reports that are subtotaled by category. In the below example we are sorting on usage in dollars, from highest inventory item to lowest item.