Bar Cop is the leading inventory control + theft prevention software application for bars and restaurants since 1998.

Create a new inventory file

When you are ready to start a new inventory period (you have completed your last inventory period), you need to create a new inventory file. If this is your very first inventory period (see entering your first inventory). After you complete your first inventory period, you will always create a new inventory from that point on using your very last inventory period file.

Let's create a new inventory file.

To begin a new inventory period, you need to open your previous inventory period's file. This is important, because the ending inventory numbers of your last inventory period are going to be the starting inventory numbers for the new inventory period.

With your last inventory period's file open, first make sure that it is complete. Confirm that all inventory data from the previous inventory period has been entered (counts, purchases, adjustments) and your ending inventory numbers are final. If everything is good, click "Create New Inventory" located on the dashboard. When the dialog box opens, click "Create".

Bar Cop create a new inventory 1

Bar Cop has now created your new inventory file.

Immediately save the newly created file (see saving inventory files) as a different name for the new inventory period (if you close the new file without renaming it first, you will lose your last inventory data) and then enter the new inventory period dates where prompted.

Bar Cop create a new inventory 2

What took place when creating the new inventory file?

In "Analytical Metrics", the ending inventory numbers where transferred to the starting inventory column in each category.

Bar Cop create a new inventory 2

All of your previously entered inventory numbers, adjustments, and purchases were deleted making the new file ready to enter ending data for your new inventory period.

Bar Cop create a new inventory 2

The inventory process...

Step 1: Open your previous inventory period's file (make sure it is complete).

Step 2: Click "Create New Inventory" on the dashboard.

Step 3: When complete, immediately save the newly created file as a new name and enter the new inventory period dates.

Step 4: Enter next ending inventory counts, received purchases, and sales adjustments at the end of new inventory period.

Step 5: Checkout analytical metrics and variance analysis reports.

Step 6: Always frequently save the file after adding data or making any changes, keeping the same file name.

Step 7: Start over with step one to begin your next inventory period.

Things to know:

1) The inventory process steps are the same whether you are taking inventory daily, weekly, bi-weekly, or monthly. *If you take inventory daily, you enter received purchases in the inventory file created on the same day that you physically add them into your stock.

2) Once you create a new inventory file, the action cannot be undone. Immediately save the file with the name "Trash File" or something similar and then close the file. You can then delete the trash file and reopen the previous inventory file to continue.

Have any questions? Contact us.