Count and track the inventory levels you have on hand.

This doc applies to the latest version of BevSpot Inventory. If you signed up before Nov 7, 2017 your account might still be using an older version that hasn’t been migrated yet. For help with older versions, please see the main inventory help page, or contact us to upgrade to the latest version.

See also: the release announcement including what changed for customers being upgraded from the legacy version.

Start a new count

To start a new inventory draft in BevSpot:

  • From the main navigation:
  • Click Inventory dropdown
  • Click New Draft or Edit Draft
    (If you currently have a count open, you’ll be taken to your count. If not, you’ll be prompted with options to start your new count.)

Count Options

Count Name

(Optional) You can add a reference name to your count so it’s easier for you to find later. For example, “Monthly bar inventory: Nov. 2017”, or “Alex’s quick spot check: walk-in only”.

Count Date

This date defaults to the current date and time when you’re first creating your count. The date is important for use in running reports elsewhere in BevSpot, so you want to make sure the date accurately reflects the day your inventory count was finished. You’ll be prompted to edit this again wen you finish the count.

Additional Options

Mark as Partial

Partial inventory counts can be helpful if you need to do a quick spot check on a certain set of items in your bar. Just check off the box in the Start New Count dialog to mark the count as partial from the start.

If you’ve already started your count: click on the “Finish Count” button to access your count options again.

Storage Areas

Storage areas are how you’ll organize your inventory in BevSpot. There are no limit to the number you can add, so we recommend making them as granular as your physical storage spaces are, to help you take your counts faster.

Desktop:

You’ll see your storage areas listed in the gray sidebar on the left.

Mobile:

You’ll see your storage areas listed as tabs across the top header bar.

Creating and managing storage areas

It’s easy to create storage areas in BevSpot that map to the physical space in which you count inventory. There are a few ways to open this screen:

Desktop:
  1. Click the “edit” icon in the upper right of the gray “Storage Areas” menu.
  2. Or, click the “Manage Storage Areas” link in the “more options” menu.
Mobile:
  1. Click the arrow to expand the stuck footer bar in the lower left corner.
    • Then, click on the edit icon in the resulting panel.
  2. Or, click the “Manage Storage Areas” link in the “more options” menu.

Assign storage areas dialog

Any time we detect that you’ve received new product, we’ll alert you to “assign” it to a storage area. For example, if you’ve ordered a new type of product and marked the order as “delivered”, we’ll ask you where you store the product. 

Adding items

There are a couple quick ways to add items to your page:

  1. Add items button: ‘+’ button in the header to search My Items and the BevSpot Catalog
  2. Search bar: use the search bar in the header to quickly search the page and instantly see more item results from My Items.

Counting your items

Click on any of the Storage Areas on the left nav (desktop) or top tabs (mobile) to start counting that area. Each row in your table has a “this count” column with a white input box, optional packaging options. Quickly use the plus and minus buttons to count whole units, or click into any input box to reveal the input keypad with both calculator and slider options:

Input keypad: calculator

Use the calculator input to record your count and perform simple math operations combing bottles and cases. Count standard sized kegs in either volume or weight by simply entering the measure in gallons, pounds, or kilograms. BevSpot will calculate what percent of your keg is left for you instantly giving an accurate keg inventory every time.* 

* Keg sizes include 15.5 gal, 13.2 gal (50L), 7.75 gal, 5.16 gal (20L), and 5 gal. For other keg sizes, enter the remaining volume of the keg with the number pad or the bottle slider. 

Input keypad: bottle slider

Switch to the slider tab to quickly input counts for a partially full bottle visually. Simply match the level of liquor in the bottle with the slider tool, and click the check mark button to enter the count for this item.

Count Summary

The Count Summary is where all of your inventory counts will start and end. Once you have more than one finished inventory in your account, this is where you will be able to see usage information for each of the items you carry. You can also manage all of your pars from this screen.

About negative usage

Look for the “usage” column on the Count Summary. You can click the table header to re-sort the table by usage value, clicking multiple times to order largest-to-smallest or vice-versa. Here, you’ll see negative usage displayed in bold, red numbers—this is often an indication of a count error.

Finish your count

Once you are done counting your inventory, you’ll need to “finish the count” to use it in reporting. This signifies that you’re actually done counting everything. (You can always just click the “back” arrow to leave the count, which is automatically saved). 

Edit a finished count

After a count is finished, you can access it from your inventory history page. Just click the link in the table to go back into any historical count.

Remember: while you can easily edit finished counts, updating the numbers after the fact does impact your reporting.

Export your count

From within any draft or finished count, click the “more menu” in the upper right corner and you’ll find the export to Excel options.

Doing so from the count summary tab allows you to export an Excel (.xls) file of the entire count, separated into Excel tabs for each storage area. Alternatively, you can go to the same menu from any single storage area to export the count for just that area.