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All Inventory Articles


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…


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


Counting Food Items

With your BevSpot Food account, you have the flexibility to count your food items in a number of different ways.  By the each By the container By the case By weight Return to Video Guides


How can I get trained to use BevSpot?

There are a couple of ways to get trained to use your BevSpot account. BevSpot Training Center — Our free training center is designed to take you from novice to pro based on your actual day-to-day responsibilities. This method is best for people who benefit from a hands-off, classroom setting to learn! Full Setup & 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…


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…


How do I change a finished count to a partial inventory?

Partial inventory counts can be helpful if you need to do a quick spot check on a certain set of items in your bar. To change a finalized count to a partial inventory… Go to your Inventory History page Click back into the finalized inventory in your inventory history Click on the three horizontal dots in Read the full article…


How do I create a partial inventory?

Partial inventory counts can be helpful if you need to do a quick spot check on a certain set of items in your bar. To create a partial inventory… You first need to have counted at least one product in one of your locations and have entered that into your BevSpot inventory. Finish your Inventory from Read the full article…


How is my usage calculated?

Your usage tells you how much of a product is used over a period of time between two inventories. Usage is calculated by taking your past inventory, adding in your received inventory, and subtracting your ending inventory. Please see our blog post for more information on calculating usage.