Inventory & Ordering
What is this task?
This task is simply the counting of existing inventory and ordering the needed inventory for beverage service in the upcoming week or two. This is done weekly and must be done on specific days, depending on distributors to meet delivery schedules.
Why does this task matter?
This allows the bar and venue to operate more smoothly so as to not make unneccesary trips to the grocery store in order to have what is needed on hand.
When does this happen?
Before event day
Who is responsible?
Bar Manager
What do you need to do the task?
Bar inventory/par sheet, login information for 7G Distributing, IBEV/Keg1, Johnson Brothers, and Pepsico. Phone number for sales representative at Waterfront HyVee.
Step-By-Step
1. Start by taking the inventory/par sheet with a clipboard and count all bottles of liquor and wine, cases and kegs of beer, as well as all miscellaneous ingredients that may be needed at the bar. For example, citrus, cherries, or other garnishes. It's most important to look at the upcoming weeks event to see if there is any signature drinks or special requests. This may be something you want to look at weeks in advance or talk to the team about in advance so as to be sure you can procure the product you're looking for from the correct distributor.
2. You will record each number next to each product. For example, you count 5 bottles of Tito's vodka, then you write that next to the par number.
3. After everything has been counted and recorded, you'll take the difference between the par for that item and the number inventoried and that is the number you need to order for the week.
4. Login to each appropriate distributor and fill order. 7G and Keg1 are beer, cider, and seltzers. Johnson Brothers is wine and assorted beverages. Pepsico is all syrups on the beverage guns. HyVee is all liquor, garnishes(citrus, cherries, mint, etc.), random grocery items depending on signature drinks. The HyVee order is either texted or called in to the sales representative that we have on contact.
5. As orders are received and delivered, file the delivery receipt and continue by stocking all items in each delivery using FIFO(first in, first out) standards, placing new items behind old items so you don't end up with expired products in rotation.
What does “done right” look like?
7G: Order by 7a on Tuesday for a Wednesday delivery
Common problems or mistakes?
It's important that as you are double and triple checking these orders as it is a common mistake to not fully submit orders. If you don't hit order windows, there is not special deliveries that these distributors make for you.
Anything else someone should know about this task?
It's important that as you are double and triple checking these orders as it is a common mistake to not fully submit orders. If you don't hit order windows, there is not special deliveries that these distributors make for you.