Theoretical inventory and actual inventory snapshot

Theoretical Inventory

RESTOCK tracks the quantities in stock for each of your products and recipes based on purchases (food supplying from distributors) and sales (sales mix). This calculation is called theoretical inventory. The term theoretical is used here because the quantities debited from your inventories are mainly linked to the ingredients in your recipes.

The theoretical inventory serves as a point of comparison with your actual inventory. The difference between the two is a critical information that can draw your attention to several factors such as:
differences between the quantities specified in your recipes and what was actually used during preparation
food loss
processing losses
theft of goods

Inventory Adjustments

Inventory adjustments are used to optimize food supply planning, calculate costs accurately and save time when taking full inventories.

You can make adjustments in several places such as:
Product catalog (Stocks)
Product sheet
Recipe sheet
Order book
Inventory section on the tablet app

Actual Inventory

The actual inventory is the exact quantity in stock of each of your products. Since stock quantities can vary at anytime due to purchases, sales, preparations, food losses, etc., the only way to get an actual inventory at a specific date and time is to do a complete inventory (see inventory snapshot).

An inventory snaphot is a confirmation that the quantities in stock of all your products are correct on a specific date and time. This confirmation kind of transform your theoretical inventory into an actual inventory for this specific date. It is strongly recommended to take an inventory snapshot at the end of each financial period in order to be able to generate inventory variation reports and get comparisons between theoretical vs. actual costs.

Inventory snapshots should be dated to the very last day of that period. They serve has an end-of-period inventory as well as beginning inventory for the next period.

Using the App (recommended)

Read: Pairing a tablet / iPad with RESTOCK


Go to Inventory;
Tap NEW INVENTORY SNAPSHOT ;
A window will open allowing you to select the snapshot date. This date must correspond to the last day of the period for which you are carrying out the inventory;
The system will retrieve the quantities and prices as they were on that date and time;



For every locations, adjust product quantities (if needed) using the smart calculator and/or bluetooth scale;
Once completed, press FINISH CURRENT INVENTORY SNAPSHOT;




When you start an inventory snapshot in advance, the quantities entered will be updated automatically in the event of inventory movements (e.g. purchases, sales, preparation, losses, etc.) until 11:59 p.m. of the snapshot date.
Example: You begin stocktaking at 3:00 p.m. on January 31st and write down a quantity of 2 bottles. If one of these bottles is sold at 10:00 p.m. the same evening, you will ultimately have 1 bottle left in your inventory when you close the snapshot the next day because it will have been debited automatically before 11:59 p.m.

From the dashboard

Go to Stocks section and press the Inventories button to open the inventory snapshot drawer;
Tap + NEW SNAPSHOT;
A window will open allowing you to select the snapshot date. This date must correspond to the last day of the period for which you are carrying out the inventory;
Once created, the new snapshot will be in edit mode allowing you to adjust the quantities in stock on that date;



For example: To generate an inventory variation report for the month of April, an inventory snapshot has to be made on March 31st and April 30th.

Note that you can change the date of a snapshot from the snapshot detail page:

Inventory Reports

The report section allows you to:
consult inventory variations
compare theoretical vs actual costs
compare the current period with the previous one and/or the same period last year
view the distribution of your raw materials by category
download detailed inventory reports in Excel format



A green checkmark means that an inventory snapshot was made at the beginning and/or end of the specified period, giving you access to the variation report and allowing you to compare the actual vs theoretical costs for this period.

Theoretical vs. Actual Usage Report

The Theoretical vs. Actual Usage Report is designed to provide a detailed, item-by-item analysis of what is actually being used by your restaurant in comparision with the expected usage. In this Excel report, each line shows usage data for a recipe or a basic product.

Report columns are grouped into four sections, from left to right:

the first columns are used to identify the item (name, categories, format, etc.);
columns under Actual Usage heading display the actual usage of the item based on inventory data and purchases;
columns under Theoretical usage heading display the theoretical usage of the item based on sales data and other operations recorded in Restock;
columns under Difference heading show the difference between the actual and theoretical data in terms of quantity and monetary value.

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Definition of terms used in the "Theoretical Usage" section:

Prepared: Quantities of prepped recipes as declared in certain add-on modules in Restock (e.g., label printing module). Represents an increase in inventory, therefore a negative quantity of usage;
Customer Sales: Quantities sold to customers based on sales data from your POS and/or other sales data sources. Note that if a recipe has an inventory of 0 in Restock at the time of sale, inventory deductions are recorded on its ingredients. For example: each hamburger sales may affect lines corresponding to bread, ground beef, tomato, etc. Represents a decrease in inventory, therefore a positive quantity of usage;
Transfers between locations: Quantities transferred to other locations (multi-site accounts with transfer between locations option enabled). These quantities are also included in the Purchases column in the report of the location receiving the transfer. Represents a decrease in inventory, therefore a positive quantity of usage;
Transformed: Quantities of ingredients that have been transformed in order to prepare recipes as declared in certain add-on modules in Restock (e.g., label printing module). Represents a decrease in inventory, therefore a positive quantity of usage;
Loss: Quantities declared as food loss in the Waste section. Represents a decrease in inventory, therefore a positive quantity of usage;
Theoretical Usage: Sum of the theoretical quantities (expected usage) for the period.

Updated on: 04/06/2024