Inventory Count and Variance Report Walkthrough
Guide a weekly kitchen stock count, calculate usage and variance against sales, and list likely causes and fixes for gaps.
Added October 15, 2026. Written with AI assistance and checked for clarity and placeholders; not reviewed by a lawyer, accountant, clinician or other professional. How these prompts are made
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Walk me through a weekly stock count and variance check for my kitchen. Categories to count (meat, produce, dairy, dry goods, drinks): [STOCK_CATEGORIES]. Opening stock values or quantities: [OPENING_STOCK]. Purchases during the week: [PURCHASES]. Closing stock values or quantities: [CLOSING_STOCK]. Sales of the related dishes: [SALES_FIGURES]. Recipe quantities per dish: [RECIPE_QUANTITIES]. Calculate actual usage per category (opening plus purchases minus closing) and theoretical usage (sales times recipe quantity) and show the variance in units and in percent, with the arithmetic for each line. Present results in a table with the columns Item, Opening, Purchases, Closing, Actual use, Theoretical use, Variance, Variance percent, Flag. Flag anything above [VARIANCE_THRESHOLD] percent. Then list possible causes for each flagged item (portioning, waste, spoilage, theft, receiving errors, unrecorded comps, recipe not followed, counting mistakes) without accusing anyone, and give one low-cost test or check for each cause. Add a counting routine that two people can complete in 45 minutes and a rule to count in the same order and place each week. Finish with a short summary a chef can read aloud at the weekly meeting. Do not state that a variance proves wrongdoing; treat it as a prompt to check. Do not invent quantities. If data is missing, mark the row "Cannot calculate: need the missing field". Add a worked example with invented figures: chicken opening 20 kg, purchases 60 kg, closing 15 kg, 280 portions sold at 0.25 kg each.
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