In retail practice, especially when a business has a wholesale division or operates in a mixed format combining wholesale and retail, it is important to evaluate inventory count results not only at cost or retail prices, but also at wholesale prices.
The inventory mode allows you to determine actual stock balances, calculate totals, and adjust product quantities, but the standard reporting settings are primarily designed for retail operations.
Business owners usually encounter the following questions:
"How can we provide sales staff with an inventory reconciliation based specifically on wholesale prices if we operate a wholesale store?",
"How can we create a formula in the report template to calculate shortages and surpluses at wholesale prices?", and
"Why do the shortage and surplus amounts shown in the inventory sheet differ significantly from those displayed in the printed report?".
Why report discrepancies occur and how to enable wholesale prices
Before configuring the print settings, it is important to understand how the software works. Customers often notice that the shortage and surplus amounts shown directly in the «Inventory Sheet» form differ from the data displayed by the software in the printed inventory results report.
The reason is that the amounts in the «Inventory Sheet» form are calculated and displayed at cost, while the standard «Inventory Results» report calculates totals at retail prices.
When your business requires inventory checks at wholesale prices, you must first display this information on the screen:
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The «Product in Inventory Count» form includes a dedicated «Wholesale Price» column.
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This value is also available as a variable in inventory results print templates.
Important note: the visibility of the «Wholesale Price» column directly depends on the access settings. When the «Restrict the inventory sheet for inventory counting by sales staff» checkbox is enabled in Settings - Parameters - Access, the «Wholesale Price» column will not be displayed to users with the sales staff role. This security measure prevents regular staff members from viewing commercial information. Therefore, before working with the report, make sure that you are signed in as the owner or an administrator with the appropriate permissions.
Configuring the template in FastReport: calculation formulas
To make the printed «Inventory Results» report display data at wholesale rather than retail prices, you need to edit its template in the built-in FastReport report generator.
To do this, go to Document - Inventory Sheet - Print Inventory Reports - Inventory Results. Enable template configuration to open the FastReport editor.
In the report summary section, replace the standard variables with special calculation formulas that multiply the quantity discrepancy (BalanceCount) by the value of the «Wholesale Price» field. Technical support specialists have prepared ready-to-use formulas for three key indicators:
1. Total shortage at wholesale prices
This formula checks whether the discrepancy is negative, meaning there is a shortage. When it is, the shortage quantity is multiplied by the product's wholesale price: [SUM(<Товар у відомості."Оптова ціна"> *IIF(<Товар у відомості."BalanceCount"> < 0,-1* <Товар у відомості."BalanceCount">,0),MasterData1)]
2. Total surplus at wholesale prices
This formula works in the opposite way: when the discrepancy is positive, meaning there is a surplus, it multiplies this quantity by the wholesale price: [SUM(<Товар у відомості."Оптова ціна">*IIF(<Товар у відомості."BalanceCount"> > 0,<Товар у відомості."BalanceCount">,0),MasterData1)]
3. Total shortage after accounting for stock misclassification at wholesale prices
Stock misclassification occurs when a shortage of one product is partially offset by a surplus of another. To calculate the final loss amount at wholesale prices after offsetting the stock misclassification, a compound formula is used to subtract the surplus amount from the shortage amount:
Copy these expressions and paste them into the corresponding total fields in the ReportSummary or Footer section of your FastReport template. Save the template under a new name, for example, "Inventory Results WHOLESALE". You will then be able to generate accurate financial reports based on the inventory count results that fully correspond to your business's wholesale pricing.
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