Master List Setup
When you first start using Bar Cop, you need to setup your product Master Lists. Master Lists are broken down into 6 main categories: liquor, wine, bottle beer, draft, beer, non-alcohol, and food. *If you do not sell a specific type of product, then you will not use that category. Product master lists are created in the product setup section. To start, from the control panel, click "Product Setup".
IMPORTANT - We highly recommend putting products in alphabetical order in product setup.
There are two main reasons do this:
1) The order that your products are placed in the master list, is the same order your products will be listed in most of the program: reports, purchases, orders, pricing, etc. It is much easier to read this information alphabetically.
2) The storage areas and inventory locations are setup independently. In these areas you can put your products in the exact order that they are on the shelves. To do this, you use drop-down lists that are populated with the products exactly as they are entered in the master lists. It is much easier to find products in the drop-down lists when they are in alphabetical order (see inventory location setup).
Let's start setting up master lists.
When you first go to "Product Setup", your product category sections will be blank. You can add product rows to each category section as needed (see add and delete rows).
Let's add a product for setup:
For Bar Cop to function correctly, it needs to know basic information about the products you will be selling. Columns you enter information into will be light grey in color. White columns are automatically populated by the software. At the top of each column is the column header ie. "Liquor Products", "Bottle Cost", "Standard Pour", etc. To find out what data to enter into each column, click the column header and an information box will open with a description and example.
Continue from one column to the next entering your product information.
There are two ways you can take inventory in Bar Cop. Weighing your products or by point counting. You might decide to weigh most of your products and point count those that are not sold very often.
Setup is a little different for each.
When weighing products (see weighing products) you need to enter the full bottle weights of those products. You can get the full bottle weights by weighing products in your stockroom. You will also select the density from the drop-down list to match the product type (click the density header for the product match list).
Point Counting Products:
When point counting products (see point counting products) you do not need to enter the full bottle weights of those products. You still need to select the density from the drop-down list (point counted products are 1.0000).
A product that you are weighing will look like the first row and a product that you are point counting will look like the second row.
Repeat the same steps for each product that you are adding into setup. When you are finished setting up your master list, the program will look like this.
Once you have setup your master lists in each main category that you have products in, you need to go to storage area and inventory locations in the "Current Inventory" section of the program and complete setup there (see inventory location setup).
Things to know:
1) A product name can only be entered into the master list one time. If you carry the same product brand in different sizes, the product names need to be entered with a slight variation. For example: if you carry 750 ml and 1.75 liter bottles of the same product, enter one product name as "Brand Name 750" and the other product name as "Brand Name 1.75".
2) When you add or delete products in the future, you do this in your product master lists (see adding new products).
3) Storage areas and inventory locations that are located in the "Current Inventory" section are setup independently from product master lists. However, the master lists are used in these sections through drop-down menus to arrange your products exactly like they are on the shelves (see inventory location setup).
4) You can enter your master list data using voice command (see using voice command), with the exception of product names. For example: Using voice command to enter Dewars will input "doers" in the cell. So if you are using voice command, expect that you will need to type in product names and then the rest of the product information can be entered using your voice.
5) Make sure to save a main file with all of your completed master lists and software customization's. You can name this file anything you like. Remember to save the file regularly while working on it (see saving inventory files).