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📄Stock Control: Principles and Best Practices

This article covers the Principles and Best Practices of Stock Control within Bepoz.

Overview. 

The following Principles and Notes will help you to control your Stock correctly within 
your Bepoz system.  

 

General Stock Setup, Principles and Best Practices. 

1. Stocked products should be setup correctly and as accurately as possible. 
This means, for each bulk product and glass size, using an average pour from an 
experienced Bar Person, weighing it and allocating the measurement to the Size, in 
the matching Bepoz Product.

2. Recipe Products should be checked so they contain the correct measurement 
of stocked, bulk products.

3. All Wastage products should be checked and updated regularly, so that they 
contain the correct products and ratios that total the Base sizes.

4. All Wastage should be done daily, using Stock Loss, before the End of Shift 
Procedures are completed.

5. All Bulk Products should be counted correctly and as accurately as possible. 
This may mean purchasing suitable Scales to weigh items such as Kegs, etc.

6. ALL stock should be sold through the tills, even if it is a free giveaway, 
Owners Drinks, etc, to account for stock. 

7. Products that are to be made inactive, should have 0 stock levels set, for all 
Stores first. If products do have a Qty in Stock which is not correct, use Stock Adjust 
to correct this value, adding a description as to why the adjustment was made. Then 
make inactive. 

8. When creating a new stocked product, do not reuse old Products. Always Copy a 
similar product and update it. 

 

Stocktake Notes. 

Note 1. When in a Stocktake, the Stock levels are frozen and will not move until the 
stocktake is finalised or cancelled/deleted.  

Note 2. The best Stocktake scenario is to have the stock counted before the venue 
trades. If this can’t be achieved, then the stock should at least be counted and 
entered into the system prior to selling those products. 

Note 3. When a Stocktake is finalised (Store is applied), within 10-15 minutes of 
applying, the sales from Stock done during the time the system has been in 
Stocktake Mode will then apply and deduct from current stock levels.  

Note 4. You can still report on Sales.

Note 5. A full stocktake requires every product to be counted. Anything not counted 
will be set to 0 (Zero). A Partial stocktake will only change those items counted. This 
mode can be changed at any time, prior to Applying the Counts. 

 

Stocktake Processes. 

Process 1. ALL Stock related Functions, including Invoices (Manual Receipts) and 
Transfers and other Stock Adjustments must be completed and received, in Bepoz 
prior to starting the stocktake. If any of the above is attempted while in stocktake, the 
transaction will apply to the figures, before the stocktake started. This is useful if a 
transfer or invoice was missed.  

This can be completed so it becomes part of the current stocktake. But if new stock 
arrives, etc, these should not be entered [or counted in the current Stocktake] until 
after the Stocktake is completed. It should NOT be done during a stocktake. 


Process 2. All sales must be uploaded to Head Office, prior to stocktake. Any 
Offline tills are reconnected during or after stocktake, it could cause Stock Variances. 
This includes Hold sales, which must be cleared prior, and No refunding of previous 
Transactions during, the stocktake. 

Process 3. All Products should be counted before they are sold.  

Process 4. PDEs (but not Denso Models) must be updated [get new database] prior 
to starting a stocktake.

Process 5. The Stocktake should be completed as fast as possible. Leaving the 
system in stocktake mode for a long time increases the risk of Variances.  

Process 6. If a venue has multiple stores, a choice needs to be made at the start of 
the stocktake. Are all stores to be included in the same stocktake or not? If all stores 
are to be entered, the stocktake must be started after the last store has finished 
trading, and before any new store starts trading.

If a stocktake is started without all the stores, any store that is added in later to the same stocktake, will take a snapshot of the stock on hand as of the start time of the stocktake. NOT the time the store was added to the stocktake.

For Example: Bottleshop shuts at 9pm. Stocktake is started at 9:30pm only on the bottleshop store. Bars are still trading to 1 am. If the Bars are added to the same stocktake as the bottleshop, all the decrementation after 9:30pm will be ignored in the bars.  
To remedy this:  

  • The bottleshop must be completed first, then a new stocktake is started for Bars (not recommended, as cross checking can be done with bars). 

  • The stocktake is started for all the stores after the bars have finished trading. Bottleshops can be counted once closed, but counts won't be entered into system until the stocktake is started for the whole venue. 

     

Process 7. Stocktake needs to be started in the Shift the venue would like the Stocktake variance to be written into.

If the Start Time of day is set to 8:30am, and the day is Monday, and the Sunday is the closing Shift, then the stocktake needs to be started before 8:30am on Monday. It can be finished after this time, but must be started before the Shift ends.