Detailed Inventory Accountability Report

Overview

The Detailed Inventory Accountability Report is the primary means of measuring Inventory shortages from a specific Inventory Zone. When run for a Vending Truck, this report also provides the first warning signs that the route driver is not properly recording machine PlanOGram changes. This is further explained in the “What to Look For” section of this document.

This report is run for a specific date, and begins by selecting the latest POSTED physical inventory on or before the requested report date. This physical inventory is then referred to as the ‘actual inventory’. Next, the system searches for the physical inventory prior to the current inventory. This is then referred to as the ‘beginning inventory’. The inventory reconciliation that results will be run for all inventory movement that occurred between the ‘actual inventory’ and the ‘beginning inventory’.

Prior to 3.0, this report would only run off of FULL inventories. In VendMAX 3.0, you now have the option to use only Full inventories, or to look for the last 2 full OR partial inventories for each product.

Report Parameters

Several report parameters are available to help control the configuration of the report and the level of detail included in the resulting document. The choice of parameters can dramatically affect the layout and usefulness of the report. Each option is described below, while the Examples and Recommendations section gives some suggestions on useful configurations and the required parameters.

Date

The Date parameter refers to the date of the current physical inventory. This will establish the report date. The system will then search for a FULL physical inventory whose ‘date/time effective’ field is on or before the report date set here. This will then establish the ‘current inventory’, and all reconciliation will compare the ‘system’ inventory to this ‘current inventory’.

To set the Report Date, click the drop down arrow to the right of the Date: field to reveal a calendar that can be clicked with the mouse to select the desired date. Dates can also be entered into these fields by clicking in the data entry area to activate the cursor, and then typing the date from the keyboard.

Report Configuration

• Between 2 last FULL zone inventories
  Will look only for Full inventories, and will ignore partial inventories.

• Between 2 last product inventories
  Will look for the last 2 Full or Partial inventories for each product. This option may ONLY be used when “Show Product Detail” is set to Yes.

Show Product Details

• Yes
  If Yes is chosen, the report will show the detailed lines of data for each Product, and the sub-totals of each product family as shown below.
  

• No
  If No is chosen, then the report will only show summary lines of each Product Family, accumulated.

Items to Include

• All
  All items between the last 2 inventories will be shown.
• Counted on Specified Date
  Only items that were in a physical inventory that is effective on the same day as the report is being run for.

Show Records

• All
  All items between the last 2 inventories will be shown.

• Records with O/S
  Only items which have an overage or shortage for the inventory period. .

Use Default Load UOM

• Yes
  The product inventory will be displayed in cases and eaches, using the default for load unit of measure set on the product table.   For example, 28 bottles of water will be listed at 1 / 4.
• No
  The product inventory will be displayed in eaches.

Show Out of Service Records

• Yes
  If Yes is chosen,  the report will show Out of Service products with activity during the reporting period..
• No
  If No is chosen, then the report will only show products which are marked in service.

Examples

The following examples will be used for a description of how to interpret this report. The first example below was run with the following parameter and filter settings:

• Date: 4/07/16
• Show Product Detail: Yes
• Report Configuration: Between 2 last FULL zone inventories
• Group Lookup on ZON: Warehouse
• No other Filters set

Therefore, this is a Detailed Inventory Accountability Report for a Warehouse. The Date filter was set to match the last FULL Physical Inventory, so these values will appear in the Actual Inventory column of data. The previous Inventory values will be pulled from the FULL physical taken before the one on 6/15. This was taken on 6/15, and the values from this physical will appear in the Beginning Inventory column of the report. A report with these filters should be run after each full physical inventory that has been posted.

Data Columns

• Beginning Inventory
  This is the product count for each product from the beginning of the inventory cycle. These values are taken directly from the last posted inventory (either Full or Partial) for each product. While the ‘current inventory’ is the one whose effective date is on or before the report date selected, this is the ‘previous inventory’ value, which is the Full physical most immediately before the ‘current inventory’.

• Receipts
  This is the mathematical sum of all product counts received into this Zone. The values are taken from Receipts transactions in VendMAX that occurred between the ‘current inventory’ and the ‘previous inventory’.

• Zone Transfers Out
  This is the mathematical sum of all product counts transferred out of this Zone. The values are taken from Zone to Zone Transfer transactions in VendMAX that occurred between the ‘current inventory’ and the ‘previous inventory’.

• Zone Transfers In
  This is the mathematical sum of all product counts transferred into this Zone. The values are taken from Zone to Zone Transfer transactions in VendMAX that occurred between the ‘current inventory’ and the ‘previous inventory’.

• Machine Adds
  To calculate the value for this field, the system will look for all Vend Visits which occurred between the dates of the ‘current inventory’ and the ‘previous inventory’, whose Pull Zone was set to the Zone for which the report has been run. The report then totals all machine ADDS, and subtracts all machine REMOVED numbers from each of these Vend Visit transactions.
  
  This value is mostly used for Vending Trucks, not warehouses, since machine adds are the primary mechanism for relieving the Vending Truck of inventory.

• MM Adds
  To calculate the value for this field, the system will look for all Micro Market Visits which occurred between the dates of the ‘current inventory’ and the ‘previous inventory’, whose Pull Zone was set to the Zone for which the report has been run. The report then total the ADDS and REFUNDS units, and subtract all REMOVED units from each of these market visit transactions.

• Delivery Sales
  To calculate the value for this field, the system will look for all Delivery Sales which occurred between the dates of the ‘current inventory’ and the ‘previous inventory’, whose Pull Zone was set to the Zone for which the report has been run. The report then sums all item quantities from each of these delivery sales.
  
  This value is mostly used for Delivery Trucks, not warehouses, since Delivery Sales are the primary mechanism for relieving the Delivery Truck of inventory.

• Expected Inventory
  This is a mathematically calculated field, using all of the primary data on this report. The calculation is:

(Beginning Inventory) + (Receipts) - (Zone Transfers Out) + (Zone Transfers In) - (Machine Adds) - (Delivery Sales) = Expected Inventory

• Actual Inventory
  This is the product count for each product from the end of the inventory cycle. These values are taken directly from the last posted full or partial inventory in VendMAX. The Inventory transaction record that is used for this data is the one whose effective date is on or before the report date selected.

• O/S
  This is a mathematically calculated field. The calculation is:

(Expected Inventory) - (Actual Inventory)

• O/S $Val
  This is the dollar value of the over/short units.  This is calculated as Product Cost * O/S Units.

What to Look For:

Essentially, the question is “What can cause overages or shortages other than employee theft?” Here are a few things to consider:

• If a route driver does not records that they added Cheetos to a column, but actually put Doritos in that column, then the Cheetos will be Over and the Doritos will be Short. However, the entire product category will be Even. This is a very important trend to look for, as the value of all of the VendMAX Merchandising analysis, sales analysis, etc., is dependent on the drivers properly recording their item level fills. This report gives one of the first warning signs that this is not happening.
• If you see that your warehouse numbers are short by approximately the same amount as all of your trucks are over, you will know that the Route Issues to the Vending Trucks are not being accurately recorded.

Recommendations:

While it is almost always advisable to run this report with the “Show Product Detail” parameter set to ‘Yes’, there is the option to run it without that detail. If you set this option to “NO”, you MUST use FULL zone inventories, not Partial.

In the case where Inventory accountability has been very consistent for a long time, you may choose to save paper and report only at the Product Family level. Also, if your Vending Route Drivers are not collecting their machine fill data at the item level, then this extra detail serves no purpose for the Truck Zones. In that case, you would run the report with the following parameters:

• Date: 6/18/03
• Show Product Detail: No
• Report Configuration: Between 2 last FULL zone inventories
• Group Lookup on ZON: Truck 3
• No other Filters set

The resulting report will look something like the one below: