Bar Cop calculates numerical data up to four decimal places behind the scenes, however shown data is always rounded. That data being shown determines how many decimal places it is rounded to. In the beginning this might throw you off in some instances. For example: you weigh an open bottle that you know is not completely full, enter a bottle weight of 42.7 and the total on-hand ending number shows 1.0?
What is happening? The bottle weight entered translated between .95 - .99, which rounded up to 1.0. If the weight entered translated between .85 - .94, the number would round to .9 and so on. In the reverse, you might enter a bottle weight that has an ounce or two left in the bottle and the total on-hand shows 0.0. In this case, the bottle weight would have translated somewhere between .01 - .04 and was rounded down to 0.0. Behind the scenes Bar Cop is using the full number including all decimal places for calculations, not the shown rounded number.
Why does this happen? It's simply easier to read specific data with fewer decimal places, so Bar Cop rounds final shown numbers for better visual comprehension.
Let's go back to entering bottle weights - in the first example a bottle weight of 42.7 was entered. The scale you are using might go to 2, 3, or even 4 decimal places, so if you entered a bottle weight of 42.675, the weight shown would round to 42.7. Behind the scenes however, 42.675 would be used in all calculations.
Let's look at another example: Pours made for liquor is the number of shots used based on your standard pour size. Pours made are rounded to a whole number. If a product shows 76 pours made, the actual number behind the scenes that is being used to calculate all usage data might be something like 75.82.
IMPORTANT -Taking a shift check isn't taking a complete inventory, it's monitoring the habits of a bartender or bartenders at any given time. If possible do not let the bartenders know you are doing a shift check at all. If they will know, do not let them know what products you will be tracking.
Best Practice: Select products that are poured the most and more likely to have theft, ie. speed rail products.
Take the weights (or point counts) of the products you will be tracking before the start of the shift and enter them into the "Starting Inventory" section where you setup the product names.
When the shift is over, take the ending inventory weights (or point counts) of the same products and enter the inventory numbers into the "Ending Inventory" section.
IMPORTANT - If a full bottle of a product that you are tracking is added to the bar location during the shift, you need to go back to the "Starting Inventory" section and add it to the full bottle column.
The last step is entering the register sales for each product. Go to the "Register Sales" section and from your sales report enter the total sales rang in for each product.
Things to know:
1) It is best practice to select a limited number of products to inventory for a shift check. Products that are used more frequently are better to track. *You can inventory all liquor and wine products if you want to.
2) If a bottle of a product that you are tracking is added to the station during the shift, it needs to added to the "Starting Inventory" section.