How to run an Item Variance Report

Unlike period-based reports, this report reflects all activity to date — it sums Recorded Quantity across every Published and Archived Daily Report entry (deleted entries are excluded), not just a selected date range.

Running the Report

From the Report Log, open the Item Variance report and click Configure to set up your criteria:

Items (required) — Choose which pay items to include. Populated from all "used" items — items associated with a Published entry whose Date falls within your selected date range. Defaults to all used items.
Status (required) — Choose which statuses to include. Populated from all "used" statuses on Published entries within your selected date range. Defaults to all statuses.

Click Run to generate the report, or Cancel to close the configuration without running it. You can reopen Configure at any time from the Report View page to adjust your criteria and re-run.

TIP: Double clicking the report will open and run the report using the most recently used report configuration criteria.

Viewing the Report

The report displays one row per selected pay item, listed in ascending order by Item Number.

Each row includes:

Column	Source
Funding Source	From the Pay Item list
Section Number / Description	From the Pay Item list
Item Number / Description	From the Pay Item list
Unit / Unit Price	From the Pay Item list
Authorized Quantity	From the Pay Item list
Authorized Amount	From the Pay Item list
Overrun Percent	From the Pay Item list
Quantity Recorded	Sum of all Quantity Recorded values for the item, across all Published and Archived Daily Report entries
Quantity Variance	Calculated (see below)
Amount Variance	Calculated (see below)
Percent Variance	Calculated (see below)

The Amount Variance column totals at the bottom of the report as a Report Summary field.

How the Variance Is Calculated

Quantity Variance compares the item's allowed quantity (including any overrun allowance) against what's actually been recorded:

Quantity Variance = (Authorized Quantity × (1 + Overrun Percent)) − Quantity Recorded

Amount Variance converts the quantity variance into a dollar value:

Amount Variance = Unit Price × Quantity Variance

Percent Variance shows the variance as a percentage of the item's allowed quantity:

Percent Variance = ((Authorized Quantity × (1 + Overrun Percent)) + Quantity Variance) / (Authorized Quantity × (1 + Overrun Percent))

NOTE: If an item's Overrun Percent is zero or not set, it's excluded from the calculation entirely. For example, with an Authorized Quantity of 50 and Recorded Quantity of 8:

With a 10% Overrun Percent: (50 × 1.10) − 8 = 47
With no Overrun Percent set: (50 × 1) − 8 = 42

Exporting the Report

Click Export to choose between a PDF or Excel version of the report:

A notification appears letting you know your export is processing.
Once ready, you'll receive an email with a Download link. This link expires 3 days after the email is sent.
The downloaded file is named Item Detail Report Export [yyyy-mm-dd], using the date the export was generated.

PDF Export: Generated in landscape orientation using the standard report header and footer, with longer text columns (Item Description, Company, Location, Item Remarks) wrapping as needed. The Quantity column is summed by item, matching the subtotals shown in the Report View.

Excel Export: The header row matches the report's current column order, and each row matches what's shown in the report. Field formats (like dates) are preserved — the export contains field values only, without any additional calculation logic.

If you have any questions, or need additional assistance, please reach out to our support team at support@facsware.com and we will be happy to assist you.