Reports and compliance

Cost of sales — the stock ledger in the books

What the kitchen used is the cost of the day; what sits on the shelf is an asset. From the day you switch it on, the night audit reads the stores.

What changed

Until now a vendor's bill was the cost: "Cost of food" went up the day the bill was approved, whatever was still on the shelf. From the day the stock ledger is started at a hotel (Cost & revenue → Stock → *Start the stock ledger*), the books follow the stores instead:

A receipt (GRN) puts the goods into Inventory at the landed cost — rate plus the freight and other charges on the GRN, spread by value. The bill, when it comes, debits the class's cost account; the receipt credits the same account, so bought and received net to nothing and the shelf is the asset.
An issue to the kitchen, the floors or the minibars is the cost of that day: Cost of food / beverage / minibar, Housekeeping supplies, Outlet supplies, Repairs — by the item's class.
Wastage and spoilage have their own account, with the reason on the line. A count that moves the belief is a *stock count variance*, short or over.
A transfer between two stores of the same hotel moves between inventory accounts; to a sister hotel it goes through the inter-unit account on both sides, at cost.

How an issue is costed

Each item has a valuation method: moving average (the default — every receipt moves the average), standard (a set cost; the receipt's difference is *purchase price variance*), or FIFO (the oldest layers still on the shelf). The cost is fixed on the movement the moment it is written; nothing is revalued later.

The count

A month-end count is a document: opened by one login, counted line by line, approved by a different login, and only then posted as adjustments carrying the count number. A line that differs by ₹100 or more needs a reason before approval.

Theoretical against actual

The recipes say what the dishes sold should have drawn; the issues say what left. The *Food cost* report puts sales, theoretical cost, actual cost (issues plus wastage) and the gap side by side, per outlet.

Slow-moving stock

Items with no issue in 90 days are listed at cost; the provision posts the chosen percentage of that value, topping up or releasing to the required figure — the same rule as the debtors provision.

The control

*Stock control* compares Inventory per the ledger with the shelf at cost, per class, as at a date. It agrees once the day is audited.

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