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What Is This Report?

In plain terms, the Theoretical On-Hand report answers one question: how much of each product should be sitting on your shelves right now? It takes a starting inventory count, adds everything you’ve purchased since then, subtracts everything your POS says you sold, and subtracts any waste you’ve logged. The result is your estimated current stock — without having to physically count anything. This is different from the “Actual vs. Theoretical” report, which compares two inventory counts against sales. The On-Hand report only needs one inventory count as a starting point and projects forward from there.

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Where to Find It

Go to Performance > Theoretical Usage, then change the dropdown from “Actual vs. Theoretical” to “Theoretical On-hand”.

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How the Calculation Works

The formula is straightforward: Theoretical On Hand = Starting Inventory + Purchases - Sales - Waste Where does Garde get each piece?
  • Inventory — You take this one. Garde needs at least one count to start from.
  • Purchases — Pulled from the invoices you upload.
  • Sales — Pulled from your POS (Toast, Square, Clover, or ChowBus). Requires at least some PMIX mapping to be in place.
  • Waste — Optional. If you’re using the Waste Log, that data gets factored in.
The report always calculates through yesterday, since Garde won’t have today’s data yet. If you’re looking at the report on Wednesday, the numbers reflect data through Tuesday.
One edge case: If your starting inventory is from today or yesterday, there’s not enough new data to calculate anything. The report will just show your counted amounts. For example, if you counted on Saturday and check the report on Sunday, you’ll see Saturday’s counts with no adjustments. Switch your starting inventory to an earlier date (say, the previous Saturday) and the report will project forward using a full week of purchases and sales.

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Digging Into the Details

Click on any product row to see exactly how the number was calculated. The detail view breaks it down by individual orders and recipe usage — handy when a number looks off and you want to trace it back to specific purchases or sales.