Receiving Variance - FAQs

Overview:

A receiving variance is a comparison of an order to an invoice to capture any differences between the quantity or price of an item or items when they are received versus when they were ordered. Invoices are typically digitally imported, but they can also be entered manually via the receiving process. 

Things to know!

• Orders must be entered into COGS-Well in order for the receiving variance feature to work. 
• If an order was entered in COGS-Well and the order was sent to the vendor, then the order number can be imported with the invoice, but only if the vendor or PlateIQ includes the order number in their export to COGS-Well. 
• If an order number is not included with an imported invoice, then it can be entered after the invoice is imported. This is done by going to the receiving feature, viewing the invoice, and then entering the appropriate order number for comparison.
• If an invoice is manually entered, the order number can be entered as part of the invoice entry process in receiving. 
• Receiving variances are reported via the Receiving Variance Report. To run this report navigate to Inventory>Reports>Receiving Variance. 

Entering an Order in Receiving:

If you need to manually enter an order to be compared to an invoice, navigate to Inventory> Entry>Receive.  A screen like the below will display all of your open invoices:

In the example above there is no order number for the invoice from Weber Quality Meats that came in on 6/2/2020.  Select to edit that invoice and then select the "criteria tab" and a screen similar to below will display:

Select the drop-down search next to the Order field and a display of all open orders will be provided (see example below):

Select the appropriate order from the drop-down. Next, select the "Items Entry Tab" and a screen similar to below will display:

The above screen displays the quantity ordered versus received.  You can see there is a 5-pound difference on the 12/14 bacon. Ordered Pack Cost is not displayed here, but it is captured and reported in the Receiving Variance Report (see below). 

Receiving Variance Report:

The Receiving Variance Report will compare an order to a receipt to isolate variances between what was ordered versus what was received (cost variances and quantity variances), for the desired date range.  

To Run a Receiving Variance report, navigate to Inventory> Reports>Receiving Report.  The report parameters enable you to select a percentage variance threshold, to show quantity or cost variances only (or both), and to select a specific vendor. 

For detailed information on the receiving variance report please click this link: Receiving Variance Report.