Checking
After the result is completed, you should check the following to ensure it is valid:
Reports menu -> stock -> stock analysis alphabetical or stocktake screen usage column. Negative usage is where we have more stock at the end of the period than can be accounted through Opening stock+purchases-credits.
This can be caused by: deliveries or items not entered, miscount this/last time, too much stock credited out, decanting from one spirit size to another, entering quantity of a spirit against the wrong bottle size, judging a quantity of spirit differently.
With judging spirits differently each month, it does not make sense to say we have gained stock when in fact there are no sales and no purchases. These items that are -0.05/0.10 should have their closing stock changed to show zero usage.
Everything else should be investigated as you cannot gain stock.
You may find it useful to review the previous count sheets.
E.g.
Canadian club - consistent usage
Captain morgans spiced - reasonable usage
Cherry brand - negative usage last month suggest possible miscount
Cinzano Bianco - negative usage this month, cannot be explained by high usage previous month. Has this been delivered in on a purchase?
Cockburns Ruby - High usage compared to last month, not a big seller. Have we missed counting a bottle?
Colom Chard K Hills - negative usage this month. Did we miscount last month? Have all deliveries been entered?
Carling - 0.20 closing, much less usage than last month. Should be counted in gallons, is this a barrel count? Have all deliveries been entered?
Corona extra - large negative usage. Is this a bottle count rather than a dozen count?
Cordial - higher usage, low closing count. Have we counted bottles or cases?
Negative Usage (multi bar)
Negative usage on any individual bar (seen through individual stock analysis) can point to either missing purchases or (more likely) incomplete transfers. With a multi bar site you need to look at a consolidated report: Reports menu -> stock details -> stock details consolidated alphabetical. This shows usage on all bars consolidated.
Negative usage is where we have more stock at the end of the period than can be accounted through Opening stock+purchases+/-transfers in/out-credits. This can be caused by: deliveries or items not entered, miscount this/last time, too much stock credited out, decanting from one spirit size to another, entering quantity of a spirit against the wrong bottle size, judging a quantity of spirit differently.
As with a single bar site, when no stock can be gained spirits should not increase in quantity. We should also look at the current usage vs last month usage to try to identify the cause
1&2 - Does the stock holding figure look reasonable and consistent?
in the example we see it has increased by ~£1000 however this is shared amongst categories and can be an indication of delivery day or increasing stockholding for functions.
3 - Is the sales ratio mix consistent with previous periods? Do the GPs look reasonable?
Sales ratio mix should (generally speaking) remain consistent.
GPs that look incorrect by category can be caused by negative usage on some products or some product GPs set incorrectly.
4&5 - does the surplus/deficit before and after allowances look reasonable? Are the adjustments and allowances reasonable?
6 - is the stock yield reasonable?
7&8 - are the theoretical and actual GPs inline with expectation?
Below we have examples of incorrect yield/cost/selling price:
Jack daniels - missing cost price
Southern Comfot - missing selling price
Grolsch Draught - Keg price used? suggests purchase entered as a keg rather than gallons.
Grolsch 330ml - Negative GP due to incorrect yield
Mixers 125ml - missing selling price
PM Coca Cola - low GP, Box price used? suggests purchase entered as a box rather than litres.
All of these issues prevent the surplus/deficit, GP and stockholding figure from calculating correctly.
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