opsi Theoretical On Hand Report

Where to find it: Insights → Inventory → Choose report → Theoretical On Hand

What Theoretical On Hand tells you

Theoretical On Hand answers a single question: based on your last count and everything that has happened since, how much of each item should be in the building right now? It is a working figure, not a counted one.

opsi starts from your last completed inventory and then adds and subtracts every movement it knows about. The value of the report is the gap between this number and what you actually find on the shelf — that gap is your shrinkage, your over-pouring, your unrecorded waste.

Use it between counts, not instead of them. Theoretical On Hand reporting is only ever as good as the last count it is built from. It tells you where to look, and a physical count tells you the truth.

What You Need to Run this Report

What You Need	Why it matters
At least one completed inventory count Need Help? See opsi Inventory Playbook	The report has no starting point without an initial inventory count. The more recent the count, the more reliable every figure on the report.
Items mapped to your POS Need Help? See opsi POS Mapping Guide	Sales depletion comes from POS-mapped sales. An unmapped item shows purchases going in and nothing coming out.
Unit conversions on your items Need Help? See opsi Conversions & Yields article	opsi has to convert cases into the unit you count in. Missing conversions produce the warning icons described in section 6.
Waste, Transfers and Prep Need Help? See opsi Waste Functions article	These should be recorded as they happen. Every movement you do not record shows up later as an unexplained gap.

How to Run this report

1. Go to INSIGHTS in the top toolbar, then INVENTORY in the left hand menu.

2. In the CHOOSE REPORT dropdown, select Theoretical On Hand.

3. Check the date range. opsi defaults it to your most recent completed count through to now, which is what you want in most cases, but change as needed.

4. Leave "Include sales on initial inventory date" on unless you have a reason to change it — see the note below.

5. Read the report by category, expanding a category to see its items.

Dates with a completed count are highlighted in the calendar.
Those highlighted days are the only dates that give you a real starting figure. Pick a day without a count and opsi warns you that the starting value is estimated, meaning that everything downstream of that date an estimate.

"Include sales on initial inventory date". This decides whether sales made on the day of the count are counted against you.

If your team counts at the start of the day before service, leave it on.
If they count at the end of the night after close, turn it off, or that day’s sales will be deducted twice.

How to Read the Report

Items are grouped under their reporting category. Each row is one item, with its count unit shown after the name. Reading across a row is the fastest way to explain a number that looks wrong. One of those columns will be the outlier, and it tells you where to look.

THE FORMULA:
On-Hand = Beg. Inv. + Purchases + Prep − Sales − Waste − Transfers

Column	What it is
Beg. Inv.	What you counted at the start of the range.
Purchases	Everything received on published invoices in the range.
Sales	What your POS sales say you used, worked out through your recipes.
Waste	Waste recorded against the item.
Transfers	Quantity sent to another location.
Prep	Batches of this item produced, if it is a prep recipe made inventoriable.
On-Hand	What should be left. This is the number to compare against the shelf.

Tools & Alerts

QUANTITIES OR DOLLARS:

The Show $ toggle in the top right corner of the report switches the whole table between counted quantities and their value.

Quantities are what you hand to the person doing the counting.
Dollars are what you take to a P&L conversation.

Categories only show a total in the dollar view, because quantities in different units cannot be added together meaningfully.

YELLOW ALERT ICONS:
A yellow alert icon beside an item name means opsi could not complete part of the calculation for that item. Clicks it and you can read the specific reason for the lart, usually a missing unit conversion, or a POS mapping whose unit cannot be converted into the unit you count in.

Fix the warnings before you trust the totals. An item with a warning will still show numbers, but one of its columns is incomplete. A handful of warned items in a busy category is enough to make that category’s total misleading.

Best Practices

Count on a consistent day and time.
Consistent systems results in consistent data and reliable reporting.
Run the report two or three days after a count, not two weeks.
Small gaps are easy to explain while people still remember the delivery. Large gaps become difficult to research.
Start with your top-value categories.
Sorting by On-Hand is useful for spotting negatives, but protein and liquor are where the loss and waste accumulate most often.
Treat negative On-Hand as a priority.
It is arithmetically impossible to have sold more than you had, so a negative always means something is missing from the data, usually an unrecorded delivery or a conversion problem.
Record waste in the moment.
Waste entered at the end of the week from memory is the single biggest source of unexplained variance.
Use it to build the count sheet.
Items with the largest theoretical movement are the items that should take priority in your inventory counts or stocktake.

opsi A v. T Reporting Guide