Bar software questions
Can't find what you're looking for? Contact us
Can I weigh my liquor, wine, and draft beer?
Absolutely! You can weigh your liquor bottles, wine bottles, and draft beer kegs. All you need
are the scales. You can use a USB inventory scale to weigh liquor and wine bottle to automatically
transfer weights into Bar Cop or optionally any regular scale that has an ounce only setting. If using
a regular scale, weights can be entered into Bar Cop either by voice command or manually typing.
If you want to use a specific scale, contact us with scale model and we'll let you know if it will work.
Can I use my own scales to weigh?
Absolutely. You can use any regular scale that has an "Ounce" only setting
to weigh liquor and wine bottles. If it is not a USB scale, weights can still be entered quickly using hands-free data entry with your voice or
you can manually type in the weights. The best option is using a USB scale that sends the weights directly into Bar Cop as you weigh. If you are
not using our USB inventory scale, contact us to make sure the scale you want to use is compatible.
Can I use a Bluetooth scale to transfer data?
No, we do not use Bluetooth scales for two main reasons: reliability and long-term accuracy. If you look at inventory software
options on the market that use a Bluetooth scale, you will see that they use a kitchen scale made by the company Escali. Using a scale like
this can cause reliability issues because Electromagnetic disturbances (radios, microwaves, cellphones, etc.) may
interfare with the scale display when taking inventory. This can limit your ability to inventory when you want to. Another problem is long-term accuracy, because the
scale cannot be recalibrated. When you weigh your inventory, you need to recalibrate the scale
you are using on a regular basis to ensure accuracy. If you cannot recalibrate a scale, then you will never know
if you are actually taking accurate weights. If you want to transfer weight data automatically, using a USB
inventory scale is the reliable and accurate way to do it.
Does weighing products take a long time?
Not at all. In fact weighing whether using our USB scale or entering
weights with voice command take about 2 seconds for each bottle. You can't take inventory faster and more accurate than weighing. *If you use
your own USB scale, depending on the model, it may be slightly slower.
Does Bar Cop track mixed drink recipes?
No, trying to track drink recipes isn't an accurate or efficient way to take inventory. Why? Theoretically for it to work,
you would have to have every recipe of every drink known entered in your inventory
software and also your POS system. If you managed to accomplish that, then you
would have to rely on your bartenders to hit the correct drink key, every single time.
With potentially 1,000's of drink variations now in your POS - that just isn't
going to happen.
In reality most POS systems have a button for each of their
liquor types with up charges for the more expensive brands and
possibly some specialty drink keys - making it impossible to track by
drink recipes without a complete POS revision. As long as
your mixed drinks are cost out correctly (mixed drink prices should be
calculated using a standard shot size/price for each liquor poured in the drink)
and your bartenders charge the correct price (not always hit the correct drink key)
then your liquor will always be tracked accurately by comparing total sales versus
total usage. Bar Cop will
help you cost out your drinks correctly
and track your inventory efficiently.
How many inventory locations can I create?
You can have up to 7 inventory locations in each main
product category. So liquor, wine, bottle beer, draft beer, non-alcohol, and food categories will have their own independent
Can I arrange my products in any order?
Yes! Every inventory location can have products arranged in the
exact order that they are placed on your shelves or in coolers. So if you have 4 different inventory locations from liquor, example: a main
bar, patio bar, and two storage areas - each of those locations can be arranged completely different from the others. Each of your inventory locations
can also have different products listed.
How accurate is Bar Cop?
Weighing is by far the most accurate way
to take inventory and there is still a 2% margin of error. This means that you will be in the 98-100% accuracy range with your inventory
numbers. Point counting, slider apps, eye-balling... all of these methods are based on visually guessing how
much product is left and have on average a 12-15% margin of error. With these methods you will usually be in the 85-88% accuracy range.
What are the requirements to use Bar Cop software?
No expensive handhelds, scanners, or other complicated devices are necessary. A laptop,
large tablet, or any computer with Microsoft Excel 2013 or later installed is all that
you need. If you want to enter data
using voice command then you will need a headset and MS speech recognition
(it's free) installed on your computer. If you want to weigh your liquor, wine, and draft beer products, you will
need an inventory weigh scale.
*Bar Cop is not compatible with Excel for Apple.
What is voice command data entry?
Voice command is simply talking to Bar Cop and telling it the numerical data that you want to enter.
To use voice command - you will need a good quality headset with a noise cancelling microphone.
A good headset doesn't have to be expensive, we like the brand Koss and use the CS100 which
costs around $20. Try a few different ones until you find one that works well for you. You
will also need Microsoft's speech recognition installed on your computer (it probably already
is). When you have those two things, read the
using voice command help doc to get started.
Once you are setup,
start entering data by talking. It makes inventory lightning fast.
What is the inventory product summary?
The product summary report breaks down each product's cost per pour or serving, cost percent, how much potential profit
that product has at your current standard price, and more data that you can use to potentially adjust pricing for better profit margins.
How does the pricing calculator work?
The pricing calculator gives you quick insight to how individual pricing changes would effect that product's profit
margin and cost percent, without having to change data in product setup. You can change a product's price up or down
to compare against your current standard price to see if a real pricing change would make sense or not.
What is the product price tool?
The pricing tool looks at the bigger picture, pricing out mixed drinks or food plates correctly. With the pricing
tool you can enter the product mix to calculate an optimal sell price range based on the individual product prices that are
included in the mix.
Why is it important to cost out product mixes?
A product mix, in the case of a mixed drink would be the drink recipe. The price you sell your mixed drinks for should be cost out
based on the standard price and pour size of each product that is included in that recipe. This ensures that you are not
leaving profit on the table and your inventory will always be tracked accurately.
How does Bar Cop track purchases?
When you receive product into your stock during an inventory period, you will enter those purchases as part of the inventory process.
Bar Cop will compare the purchases prices from one order to the next, showing you price differences from one order to the next so you can quickly
adjust sell prices if needed to maintain healthy profit margins.
What is the purchase report?
After purchases received are entered, Bar Cop calculates a purchase report that creates a new averaged cost for each product that is updated
at the start of each new inventory period. This makes sure that product price fluctuations are always taken into account when compiling final
How are discounts, spillage, voids, etc handled?
At the end of each inventory period, you can adjust for happy pricing, discounted drinks, voids, spillage, or anything else you want to.
When you make an adjustment for a product, the adjusted amount is factored into the calculated theoretical sales of that product. This is important,
because you want the calculated theoretical sales to be as accurate as possible when comparing to your actual register sales.
Why is ordering too much extra stock bad?
When you carry too much on-hand inventory it ties up cash in stock sitting on the shelf, which can create cash
flow issues. Holding onto inventory that has a slow turnover rate hurts cash flow and growth.
What if I save money ordering liquor by the case?
It sounds like a good idea - buy in bulk and save a little money on the cost per bottle. You have to really look at your product
turnover rate to see if the upfront savings are worth it. If you turnover at least 6 bottles a week then ordering
by the case would make sense. If you buy a case of Scotch to save $20 and that product turns over a bottle
every couple of months, the savings won't beat tying up the cash flow.
How does Bar Cop calculate my orders?
Bar Cop tracks your product usage from one inventory period to the next, averaging out each product's usage over
a period of time. Dynamic par levels are then calculated factoring in a set par multiplier (can be changed at any time) and
perfect orders are created based on that data.
Can I adjust par levels if I need to?
Yes, par levels can be adjusted for any product. Example: If running a product special, you can increase that product's par for one order.
What are dynamic par levels?
Par levels are the number of each product you should have in your inventory
at the start of each new inventory period. Par levels in Bar Cop are dynamic because they automatically adjust
from one inventory period to the next based on each products historical usage history. This ensures that
as a product starts to trend with higher sales or sales start to slow down, your orders are always adjusting
to quickly compensate for these changes. Bar Cop's order management keeps you from ordering too much or too little stock.
How are seasonal changes taken into account?
Bar Cop has a built-in par multiplier that allows you to quickly adjust your par levels for circumstances like seasonal slowdowns or busier times of the year. The par multiplier is your safety net calculation for each product category. For instance,
a "2" par multiplier for liquor means you want to carry 2 times your average usage giving you a good ordering safety net. If winter is a
busier time of year for you, then you can change your par multiplier to "2.5", "3", etc. to raise your safety net during those months.
How do I place orders with vendors?
Bar Cop automatically creates final orders based on
the calculated par level of each products (taking into account your par multiplier and any individual par adjustments you make).
To order, filter your products by vendor name and then you can quickly download that order in PDF format to email to your vendor
or print any orders that you need to fax.
What are theoretical sales?
Theoretical sales are the calculated sales numbers in Bar Cop based on each product's actual usage from the start of an inventory
period until the end of the inventory period. In other words, a product's
theoretical sales are what should
have been rang into your register based on how much of that product was used/poured/served.
Why are theoretical sales important?
The theoretical sales calculated by Bar Cop are used to determine if you have a theft problem and how bad that problem actually is.
If a bartenders pours a product that has a retail sales value of $5.00 and puts that $5.00 in his pocket your POS system or cash
register will not show you that when running your sales report.
Bar Cop on the other hand will know that product was poured and includes
the $5.00 that should have been rang into your register in the theoretical sales. If you compared your actual register sales to the calculated theoretical sales in this example,
the theoretical sales would be $5.00 more than what was rang into your register, showing you that you lost $5.00 in retail sales.
What are variance dollars and percentages?
Variance dollars and percentages are two of the most important numbers the Bar Cop gives you. Variances are the difference between
your actual sales and the calculated theoretical sales, or the amount of retail profit you lost to theft, over-pouring, giving away
What is a good or bad variance?
An acceptable variance percentage (and standard for the industry) is 5% and under. This 5% variance percentage takes into account
the small margin of error when weighing products, normal spillage/waste that isn't accounted, etc. A variance over 5% means you might
have theft issues, with the higher the percentage number equating to bigger theft. A typical bar on average has a 20% variance when
an accurate inventory system is not in place.
How does Bar Cop stop bartenders from stealing?
The first step is taking an accurate inventory with Bar Cop by weighing your open products. You can optionally point count with Bar Cop, however
inventory methods like point counting, slider apps, weightless inventory, eye-balling, etc. are all visually estimating and have a margin of
error much greater than the 5% variance you should be targeting. Because the margin of error is so large, you'll never know if or how bad
of a theft problem you really have. The second step is shift checking your bartenders.
What is shift checking bartenders?
The shift check feature in Bar Cop allows you to take inventory of any liquor or wine product before and after a bartender's shift and compare
each products usage against their register sales. This gives you a quick insight to your bartenders pour habits and keeps bartenders honest
when they know you can shift check them at any time without notice.
Why are product usage reports important?
Think of counting your inventory as the tool and usage reports are the final results after you finish building something. Usage
reports give you the big picture of what is really happening in your establishment after an inventory period is complete. The data
metrics that product usage reports provide will help guide you to making better and more profitable decisions.
How do I use the usage data reports?
This report breaks down each product's usage from the start of an inventory period until the end,
showing you exactly how many pour or servings where made, how much the product's usage cost, and the theoretical sales
based on that usage (otherwise how much should have been rang into your register based on true usage).
What is the usage totals report?
Bar Cop takes the product totals from the usage data report and keeps historical records of the last
12 inventory periods that automatically update in each new inventory file. This gives you a snapshot overview
of each categories product usage totals to quickly compare from one inventory period
to the next.
What does the stock values report show?
At the end of each inventory period, you can see your starting inventory cost values, cost of purchases values,
cost of goods used, and ending inventory cost values for every product in each main category. Next to each of the 4 listed
cost values, Bar Cop also gives you the
retail values for each so you can compare your cost values to potential retail sales.
How does the most used report help?
The inventory most used report takes the theoretical sales data for each main category and compiles data of your top 20 used
products. This catches products as they start to trend quickly, giving you the opportunity to boost
profits with product specials and price increases.
What is the least used products report used for?
The inventory least used report shows you products that are tying up cash flow sitting on the shelf and not selling,
giving you the knowledge on what products can be liquidated. Getting rid of dead stock as quickly as possible frees
up cash that can be used in better ways to grow profits.
What is the total usage history report?
Bar Cop tracks each product's historical usage for the past seven inventory periods, updating after each new inventory
file, giving you an extended usage overview from one inventory period to the next. Each product's usage is then
averaged for the previous seven inventory periods showing an accurate estimate for future usage.
How does the stock check report work?
The inventory stock check report looks at your product with the most on-hand inventory at the end of the inventory period
and compares it to the product usage to determine if those products are holding excess inventory. If products have
excess inventory, you can look at adjusting your orders and potentially liquidating stock to cash flow better. *Note if you
use Bar Cop's built-in order management feature you will not have to worry about having excessive inventory on-hand.