Understanding the Report Time Frame
To see the date range the stock reconciliation refers to:
Hover over the date at the top of the report.
A tooltip will display the time period the data covers and the last time the report was refreshed.
⚠️ If you are looking at the Stock Reconciliation Report from the Insights> COGs page, we may notice two different refresh times. Why the difference? The Reconciliation Report reflects data from the time the stock was taken. The insights above update more frequently to keep things current, so small differences can occur.
Sales Timing Indicator
On the right-hand side, you’ll find a label indicating:
Whether the stock count was completed before or after sales.
This is key to understanding the timing context of your inventory data.
Applying Filters
Click on the filters panel on the right to refine your view. The following filters are available:
1. Stock Status
Has a variance: Only shows items with a variance > 0.
Counted: Excludes estimated values and includes only physically counted items.
Included in GP: Displays only items that are included in Gross Profit (GP) calculations (e.g., COGS).
When selecting multiple statuses, you can define how the filter behaves using these conditions:
Match all: Only shows items that belong to all selected categories.
Match any: Shows items that belong to any of the selected categories.
Exclude all: Excludes items that match all selected categories.
Exclude any: Excludes items that match any of the selected categories.
Tip: Use these conditions to tailor the report to your exact needs - whether narrowing down to a specific product group or excluding outliers.
2. Categories
Allows you to filter by product category.
⚠️ Selecting multiple categories will aggregate the total - not split them individually.
Example: Selecting both Bakery and Desserts and Cheesecake Toppings will show the combined total, not each separately.
3. Item Type
Similar to categories: selecting one (e.g., Food) will show only that item type.
Selecting multiple (e.g., Food and Beverage) shows the combined total.
Tip: To see data for just one type (e.g., only Food), select it individually.
4. Customizing Columns
As with all other filters, users can change the column selection from the filter on the side or the central view.
Click on the Columns option to choose which data points to display.
You can show/hide columns such as:
Variance: Always shown; highlights the difference between actual and theoretical.
Actuals: The actual counted value.
Theoretical: System-calculated stock based on sales and purchases.
Accounting Waste: Tracks discrepancies categorized as waste.
Feel free to select as many columns as needed - the view is fully customizable.
Switching Report Views
Use the dropdown at the top to toggle between:
Reconciliation Report: Focused on detailed stock variance.
Management Report: A higher-level overview for management decisions.
Editing Counts
Click on the burger menu (⋮) and select:
Edit Count to modify the stock count underlying this report.
You'll want to do this every time underlying data changes (for example because a recipe, invoice or waste log was updated
Exporting and Sharing
From the burger menu or export options:
Export all columns or just the selected columns to a spreadsheet.
Copy a link to share the report - the recipient must be a user and will see the same filters you applied.
Navigating the Table
Use these helpful features for easier navigation:
Ctrl + F: Search within the table - filters the list live.
Hover over column titles: See definitions for better clarity.
Click column arrows: Sort ascending/descending by that metric. This is the best way to organize your variance (Note: previous versions of the report featured a "minimum variance" filter, this was deprecated in favor of the sorting columns)
Giving Feedback or Accessing Help
Click on Filter to submit feedback.
Click Help to access this Help Center article directly from the report.