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All Beverage Articles


Understanding Variance

One important piece of info BevSpot provides is variance. Your variance is the difference between your sales and inventory usage data listed as a percentage of your actual use from inventory. A negative number here would indicate a loss in your bar program.   We always expect some loss, but the closer to zero this Read the full article…


Understanding Negative Usage

Negative usage in BevSpot represents unexplained growth for an inventory item. In other words, BevSpot thinks you’ve created more of this product out of thin air. Now of course that can’t actually happen, so this will usually indicate a data issue within your account. There are really three main reasons you could be seeing negative usage Read the full article…


Price Tracker

Easily stay on top of price changes for your items over time. From the Main Menu: Click Performance Price Tracker Select the date range you would like to check your price changes for (4-weeks, 8-weeks, or you can create a custom date range) Use the Table below to see which items have changed price and by how Read the full article…


Loss Report

Properly track loss in your restaurant over time. From the Main Menu: Click Performance Loss Report Select the date range you would like to check your transfers for (4-weeks, 8-weeks, or you can create a custom date range) Use the Table below to see how much product you’ve recorded as loss in this date range Organize the Read the full article…


Recording Past Invoices

With BevSpot, you have the ability to record invoices for orders you may have already placed with your vendors. You’ll have the flexibility to record just your total spend on an invoice to track only top-line COGS, select certain items to track pricing on, or balance your entire invoice from any delivered order. From the Read the full article…


First Sales Report Setup

To help the accuracy of your reports, and to reduce some work for you, our Support Team will need certain types of info to get your first Item Level Sales report processed in BevSpot. PMIX file from your POS system (.csv or .xls preferred) that covers this sales period * Baseline pour sizes for wines Read the full article…


Item History

Track the history on every item you inventory and order through BevSpot. From the My Items page: Search for the item you want to track the history for Click the clock icon to see the history for this item in BevSpot Return to Guides


Offline Mode

If you have a hard time staying connected to WiFi while taking an inventory, our Offline Mode will make sure you don’t drop any of the data that you work hard to get into BevSpot. Return to Video Guides


Unused Inventory

The Unused Inventory report will show you all the items that have not been used between two finished inventory counts. Knowing this information can help you push certain items to increase your profits and cash flow. From the Main Menu: Select Performance and then Unused Inventory Choose a date range* from the drop-down lists at the top Read the full article…


Weighing Bottles for Inventory

If you’re used to weighing your bottles for inventory, you have the option to do that in your BevSpot account. You will need to enter both the full and empty bottle weights for every item you wish to weigh.* From the My Items Page Open an item to edit Check the box that says Use Custom Read the full article…


Transfer Report

Properly track the transfers out of your bar program over time. From the Main Menu: Click Performance Transfer Report Select the date range you would like to check your transfers for (you can track your transfers between any two dates) Click Run Report Use the Table below to see how much product you’ve transferred Select Item Details to Read the full article…


Excess Inventory

Running Excess Inventory reports regularly can help you visualize where you can slow down spending, and focus on moving products more quickly to increase their cash flow. Products that are just sitting on your shelves are not bringing in any profits, and do no good for your business. From the Main Menu: Select Performance and then Excess Read the full article…


Usage Report

Properly track your product usage with our Usage Reports feature. You’ll be able to see exactly how much stock you are going through to ensure responsible ordering, and to know how much of your usage was lost product. From the Main Menu: Click Performance Usage Report Select the date range you would like to check Read the full article…


Dashboard

Your Dashboard acts as your BevSpot home page. It is the first place you will land when logging into your account and can show you some very valuable data once you begin to finish inventory counts and placing orders.  Your Account History graph will show you account trends over the last month, 3 months, 6 months, Read the full article…


Support & Feedback

Our World-Class Support Team is always ready to help you with your questions and take your feedback. Your feedback is always appreciated so we can constantly improve the features and services that we provide to your business. Standard Support Hours: To get a hold of our Support Team… By Phone: Dial (617) 658‑3123 ext. 1 By Read the full article…


Plans & Billing

Always keep your  payment information up to date so you can be sure to never get shut out of your account. To update your credit card… Click Add Card Fill out the Credit Card info and Billing Address Select Add Card from this pop-up to save the new payment information. To update ACH bank payments… Select Read the full article…


My Vendors

Keeping your vendor, and sales rep contact info up-to-date is vital to using the ordering features in BevSpot effectively. To add vendors: Click on the Add Vendor search Scroll or search for the Vendor you wish to add and click on their name to add them If your search comes up empty, you’ll have the ability to Read the full article…


Users

We’ve found that our users who invite their co-workers to join them in BevSpot run faster, more efficient inventories, and see increased profits over time.  Just like at your restaurant, you shouldn’t be expected to do everything yourself. To invite new users: Click Settings Users Click Invite User Enter the email of the person you Read the full article…


Account Settings

To keep your account settings up to date: Click Settings Account Settings Make any changes or edits if they are needed Click Update Return to Video Guides


My Items

My Items is where you can manage all aspects of the items you track in your BevSpot account. Adding Items Add from our catalog Click the ‘+’ button at the top of the page to start adding items Search the Catalog for the products you wish to add Select the item by clicking on the checkbox Read the full article…


Item Level Sales Reports

In order to implement sales reporting, we’ll need the following information to map as many sales items for you as possible: At least two finalized inventory counts with all order records logged in between those dates. An item-level sales report from your POS system set for the date range of your last two inventories in Read the full article…


Submitting Sales Numbers

With one of the more premium features in BevSpot, you’ll be able to submit your POS sales data to our Support team. From there, they will process them into very detailed sales reports… From the Main Menu: Click Sales History Create Sales Report Select Item Level Report Choose a File Select the Date Range for the period you Read the full article…


Category Level Sales Report

With BevSpot, you’ll be able to create high-level sales reports for your bar program… Creating your own Category Report: From the Sales History page, click Create Sales Report. Within the pop-up window, select Category Level Report and click Create a Report. Select the date range of your most recent sales period (these will be the dates of your Read the full article…


Creating Sales Items

Use this page to create and store recipes, pricing, and costing info for everything you sell. Choose the option to Add Sales Item and let the system know if this is a Single Ingredient item or a Multi-Ingredient (cocktail recipe) item. Search through your total product list on the right to find the ingredients, and select Add. Once all the ingredients Read the full article…


Exporting Order Records

You can export any of your order records to Excel for accounting purposes… From the Order History page: Click on Download Chose which Vendor(s) you want to export your records for Select a Date Range Click the Download button Attach the files to any email to share with owners, teammates, or accountants Return to Video Guides


Invoice Upload

For easier record keeping without the hassle of holding onto piles of paper invoices, you can upload your vendor invoices to each order directly from your computer, tablet, or any mobile device On your computer… Click Upload Invoice Choose the file you’d like to upload from your computer and click Open This invoice is now attached to Read the full article…


Confirming Deliveries

From the Order History Page: Click View to the far left of the order you need to open Click Edit Order at the top of the page Match all the product quantities, prices, deposits, and additional adjustments to your vendor invoice Enter the invoice number, and Save Order making sure to update all pricing changes you have made here Click Read the full article…


Order History

Your Order History is where all of your historical order records live in your BevSpot account.  This is where you’ll need to come back to every week to start confirming your deliveries, and where you’ll be able to track your total spend over time with certain distributors. Charts & Tables With the graphs on this Read the full article…


Placing Orders

From your Cart page: Make any necessary edits on this page for quantity of product Leave any notes you need for your sales reps in the Your Note field of the order Once you are sure this order is correct, click on Review Order While reviewing the order, if you notice errors, click back to the Your Read the full article…


Using Smart Cart

Clicking on Smart Cart will add items to your shopping cart once the inventory level dips below your set par. Note: this change may require you to reexamine your pars. No pars in your account yet? You can also base orders off of your average weekly usage. We always suggest pars be set at 2–3 Read the full article…


Creating Items to Order

From within your Cart Builder: Select to Add Item Choose the option that says Create Fill out all the necessary fields and click Save Return to Video Guides


Adding Items to Order

From the Main Menu: Click on Ordering and select Cart Builder. Click on Add Item. Search for the item you wish to add. Click Add to Cart for the items you wish to order. Keep adding items, or close the catalog and continue building your orders for the week. Return to Video Guides


Exporting Inventory Records

From within any draft or finished count… Click the More Actions button (3-vertical dots) in the upper right corner Chose Export to Excel Doing this from the Count Summary 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 Read the full article…


Editing a Finished Count

Sometimes you’ll make mistakes while counting inventory, and that’s ok because in BevSpot you can go back into any past inventory count to make edits or audits. To edit a finished count… Click on Inventory in the Taskbar. Click on History. This will list all your finished inventories. They will be dated with the day Read the full article…


Recording Loss

Keep track of loss to maintain a higher level of accuracy. From the Inventory History page: Click Record Loss Search your product list to find the right item Click the Plus Sign next to that product Let BevSpot know How Much is was loss, and choose Add To List Repeat if necessary Enter the Date & Time this should be reflected Read the full article…


Inventory History

Charts Always see a high-level snapshot of your most recent inventory count. The graph to the left will show you where most of your money is tied up in product, and the graph to the right will show where most of your storage space may be tied up. History Table The Inventory History table below Read the full article…


Finish Count

Once you are done counting your inventory, you’ll need to “finish the count” to use it in reporting. Click Finish Count Add/update any necessary info about this count If needed, click to view items with Negative Usage Click Finish Count Return to Video Guides


Custom Sort Order

You can set up a Custom Sort Order for your items in BevSpot, and this will mimic the same order you stock your items in each of your Storage Areas at your real bar. After getting this setup, it can save you hours of time taking inventory every week. From within any Storage Area: Count Read the full article…


Using the Inventory Counter

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 an input Read the full article…


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: View usage information for this inventory cycle Manage all of your pars Add items to your shopping cart Export inventory counts to Read the full article…


Editing Inventory Items

From within any inventory count: Click the more actions button for any item (3-vertical dots) Select Edit Item Make any necessary changes here and click Save Return to Video Guides


Creating Items for Inventory

From within an inventory draft: Select to Add Item Choose the option that says Create Fill out all the necessary fields and click Save Return to Video Guides  


Adding Items for Inventory

There are a couple quick ways to add items to your page: Add items button: ‘+’ button in the header to search My Items and the BevSpot Catalog Search bar: use the search bar in the header to quickly search the page and instantly see more item results from My Items. Return to Video Guides


Adding Transfers

Track transfers of your inventory products to maintain higher levels of accuracy. From the Inventory History page: Click Add Transfer Choose whether you want to Send or Receive a transfer Select where you are sending, or who is sending this to you (if sending within your establishment, but out of your bar program, select Other) Search your product list to find Read the full article…


Building Storage Areas During Inventory

Getting your storage areas built and organized in your account before you start taking inventory is always recommended, but sometimes you might need to do this on the fly. Desktop: Click the “edit” icon in the upper right of the gray “Storage Areas” menu Or, click the “Manage Storage Areas” link in the “more options” Read the full article…


Starting a New Draft

To start a new inventory draft in BevSpot: From the main menu: Click Inventory 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.) Unassigned Items Anytime we detect that you have items not assigned to storage Read the full article…