Paste book quantities against the physical count with the unit cost. The tool shows the variance in units, percent and value, and flags items outside the tolerances you set. A variance is a prompt to investigate, not a conclusion.
Paste from Excel or CSV. Columns are found by header names; if a name is not recognised the default position above is used.
Set tolerances from the nature of the stock, how it is counted and your materiality. Nothing here is a prescribed limit.
| Item | Book | Count | Var qty | Var % | Var value | Flags |
|---|---|---|---|---|---|---|
| SP-301 | 900.00 | 610.00 | -290.00 | -32.2 | -89,900.00 | Outside quantity tolerance; Outside value tolerance |
| FG-201 | 42.00 | 39.00 | -3.00 | -7.1 | -55,500.00 | Outside quantity tolerance; Outside value tolerance |
| FG-202 | 120.00 | 126.00 | 6.00 | 5.0 | 25,200.00 | Outside quantity tolerance; Outside value tolerance |
A count rarely matches the books exactly. What matters is whether the difference is small, explained and understood. Sorting by value puts the items that could move the financial statements at the top. Overages and shortages are both worth a question, since an overage can point to goods received but not booked, or to a cut-off error. Check receipts and issues around the count date before accepting that a variance is a loss.
For each item the variance in units is the counted quantity less the book quantity. The percentage is that difference over the book quantity, and the value is the unit difference times the unit cost.
An item is flagged when the absolute percentage is above your quantity tolerance, or when the absolute value is above your value tolerance. An item with a zero book quantity and a count is always flagged on quantity.
The summary shows total book and counted value, net variance, and gross overage and shortage separately so that offsetting differences are not hidden.
42 pump assemblies in the books, 39 counted, at a unit cost of 18,500, with a 2% quantity tolerance.
