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DISCLAIMER: This content is provided for informational purposes only and is not intended as legal, accounting, tax, HR, or other professional advice. You are responsible for your own compliance with laws and regulations. You should contact your attorney or other relevant advisor for advice specific to your circumstances. One of the most tedioustasks in the bar industry is taking proper inventory. It’s a long process involving late nights for managers and bartenders in the storeroom. Inventory tracking is especially important for bars, where frequent spills and free drinks can hurt your profitability. While there is bar software that can help with the bar inventory management process, it’s bestto understand the basics of how this is normally handled with pen-and-paper. Even if you plan on using restaurant inventory software, having a deep understanding of how liquor inventory is done will help you make better purchasing decisions.Whether you're just starting to open a bar or are a seasoned pro, here’s a look at how to do liquor and barinventory for your restaurant, pub, or bar.The Basics: A Bar Inventory OverviewWhen looking at bar inventory, maintaining enough on-hand inventory to generate sales is only the beginning. Your bar inventory also helps with the following:Determining how your bar is performing financially.Measuring shrinkage.Setting inventoryminimums.Identifying beverage costs so you can price effectively.Pinpointing which drinks are the best selling and most profitable in your bar. Ultimately, your goal is to calculate your inventory usage within a certain period so you can compare it to your sales. Join the fun. We promise not to spam you, swear. We’ll handle your info according to ourprivacy statement. To get your bar's inventory usage for a period of time, you’ll need to know your inventory at the beginning of the period, how much you have at the end of the period, and how much you received during the period.Here’s the formula to determine your inventory usage:Usage Starting inventory Liquor Purchased – EndingInventorySimple, right? It's just what you once had minus what you now have.Once you know your usage, you can use this information to gather useful data to better manage your bar.One example of how you can use the above formula is to estimate your pour cost – simply divide the result of the above formula by total sales, like so:Usage PourCostTotal SalesKnowing your pour cost can help you determine better pricing for your drinks.You can also use your usage to estimate how much inventory you’ll need to purchase in the following periods, and how frequently you’ll need to make these inventory purchases. By getting into a regular ordering routine and altering it as your sales change,your bar can be prepared.Using this formula to determine the usage of individual drinks in your bar will help you run a more cost-effective business.How Do You Take Liquor InventoryNow that you know the formula, it’s time to get into how to actually do liquor inventory.There’s a lot that goes into calculating inventory usage, but a basic way tohandle it is with a bar inventory spreadsheet.Your spreadsheet should have 3 columns:Starting inventoryReceived inventoryEnding inventoryYou should also include rows for identifying your alcohol, such as:Alcohol typeBrandNameBottle sizeWhen entering your products into the spreadsheet, enter them in the order you have them set out in your bar.This way you don’t have to rearrange them alphabetically each time you do inventory, and can instead just count them in their place.Once you have your spreadsheet set up, determine what inventory periods you’re going to use (weekly, monthly, etc.), and maintain this consistency. When it’s time to count, choose a method, and stick with it. Forexample, if you decide to start in the front of the bar, then work your way to the back, do this every time you count. As you count, enter the data into your spreadsheet.For bottles that aren’t completely full, use decimals to represent the amount of alcohol left in the bottle. For example, if you’re measuring the bottles in tenths, a bottle half-full will be0.5, while a bottle only 10% full will be 0.1. Enter these decimal amounts into your spreadsheet in the appropriate columns and rows.Finally, add up the totals for each category on your spreadsheet.At the end of your chosen period – whether it’s a week, two weeks, or a month – repeat this process to get your ending inventory counts, then apply theabove formula.Here’s an example calculation:Inventory Usage 10 bottles 5 bottles – 3 bottlesInventory Usage 12 bottlesExpressed in dollars, if the average bottle of liquor costs the bar 15, the inventory usage in dollars is (12 x 15) 180.You can use this amount to determine how you should price your drinks based on what you want yourprofit margin to be.If the average bottle serves 10 drinks, then at eight bottles of inventory usage, the average cost per drink is ( 180/80) 2.25. So if you want to mark your drinks up by 50%, you should price your drinks at ( 2.25/0.5) 4.50Over the course of the period, be sure to keep track of how much product you take in. You’ll need thisinformation to complete the calculations at the end of the period.You want to make sure you take inventory while the bar is closed so that you don’t have any distractions. Being distracted in the middle of counting can result in large amounts of wasted time if you have to keep starting again. Additionally, make sure you train your employees on how todo bar inventory. They should be keeping records of significant spillages, breakage, or comped drinks.Once you have your inventory calculated and you can see it alongside your sales numbers thanks to your bar POS system, you can use it to calculate pour cost, make better pricing decisions, and to identify which products are the best sellers andwhich are the most profitable.A Better Solution: Bar Inventory AutomationTaking inventory manually can be tedious – entering numbers into a spreadsheet takes time away from other things if you do it yourself. If you hand it off to an employee, make sure it’s someone you trust and is well trained on the process.You can work towards automating theprocess with a bar inventory software or inventory spreadsheet integrated in your bar point of sale system. This system can help you count, manage, and value your inventory in an all-in-one platform that can connect with your accounting, order and track inventory accurately, and set your price points wisely.Related Bar Business ResourcesRESOURCE Evaluate your restaurant's financial strengths and weaknesses with the free P&L and income statement template. Download We’ll handle your info according to our privacy statement. Your accounting period is coming to a close and it’s time to conduct your dreaded liquor inventory count. At best it’s incredibly boring, at its worst it’s timeconsuming and expensive. The thing is, it doesn’t have to be that way. By using modern technology (such as bar inventory management software) instead of manual spreadsheets, weighing instead of counting as well as following some simple best practices, you can make bar liquor inventory a seamless process. Interested in learning more about whythe use of bar inventory management software is so much more effective than manual spreadsheets? Read our blog, Bar Inventory Spreadsheet or Bar Inventory System: What’s Best? So, with that in mind, Sculpture Hospitality has created this guide to help you count liquor inventory in your bar. What is liquor inventory? Bar inventory is the processof counting everything you have in stock twice, once at the start of your given accounting period and again at the end of that accounting period. You then use those numbers to calculate your inventory usage, the amount of product you have used during your accounting period. The bar inventory process is important because poor management of yourinventory is detrimental to your bar. With bar inventory you can ensure that your bar is stocked appropriately according to customer demand, and that you aren’t losing money through wasted product. Bar inventory gives you insights and data that show you exactly how your bar is performing financially, and what changes you can make to improveprofitability further. What methods can be used to count/weigh liquor inventory? There are a lot of methods that you can use to count your liquor inventory. But these methods aren’t all created equally. We strongly recommend that you weigh your liquor for accurate inventory counts. With that in mind, here are the different options your bar has tocount liquor inventory. Tenthing Tenthing is the traditional method in which the person conducting the inventory count picks up or eyeballs a bottle to estimate how full it is to the nearest tenth. For example, the bottle that looks a third of the way full will be recorded on a clipboard as 0.3. The verdict: This process is slow and inaccurate. Since it’scompletely subjective to the person conducting the count, the outcomes are usually inaccurate and give you false insight into your inventory usage. Electronic tenthing Tenthing has evolved in recent years and can now be sped up by the introduction of an inventory management system. By uploading a photo of a bottle to the system, the personconducting the count can move a line to where the liquor in the bottle is and the system will determine how much is remaining. The verdict: Electronic tenthing is an improvement on traditional tenthing, but it still results in inaccuracies within your inventory usage calculations. Products can be difficult to see in bottles that aren’t clear, and linesaren’t always easy to draw. Weighing Weighing is the process of using electronic scales, integrated with an inventory management system, to weigh your bottles. Your employee conducting the count will simply put the bottle on the scale, and that data will be automatically entered into your inventory management system (if they are connected). Ifnot, you can manually input the data. The verdict: Weighing liquor bottles will give your bar true accuracy into how much product you have at both the start and end of your accounting period. It’s fast, objective and incredibly accurate. How to calculate your bar's liquor inventory usage The ultimate goal of weighing your inventory is to calculateyour liquor inventory usage for your specific accounting period. To do this, you will need: Your inventory count from the beginning of your inventory period. Your inventory count from the end of your inventory period. How much stock you received during this period. With those three things, you can make one simple calculation to determine yourbar’s liquor inventory usage. Opening inventory purchases received - closing inventory inventory usage. How to determine liquor shrinkage Now that you know your liquor inventory, you can use those insights to gain information on how your bar is performing and how you are using stock to improve profitability. One of the most importantinsights is liquor shrinkage (also known as liquor variance). Liquor shrinkage gives you the information you need to see where your bar is losing money and how you can make changes that improve profitability. To calculate your liquor shrinkage you will need: Your inventory usage as described above. Your total goods sold, which is the tally of allproducts/recipes that your bar sells during your accounting period. Now you are able to calculate liquor shrinkage with one simple calculation. Liquor shrinkage total goods sold - inventory usage. Bar inventory best practices To determine accurate inventory usage, your beginning and ending inventory counts must be accurate and reliable. We’vecreated a quick list of best practices to help your bar achieve consistent inventory counts: Take your count the same way every time. Make sure your inventory periods are consistent, either weekly, bi-weekly or monthly. Find the method of counting/weighing that best works for your team, and stick with it. Take inventory while the bar is closed so noproducts come in or out while you’re counting. Train your employees to properly conduct inventory counts, even consider giving them inventory performance-based rewards. Use a bar inventory management system instead of manual spreadsheets, to improve internal efficiencies and gain complete visibility and control over your inventory processes.Do you want to learn how a bar inventory management system can dramatically improve your inventory counts and the profitability of your business? Get in touch with Sculpture Hospitality today for a free demo of our innovative inventory management software.

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handle it is with a bar inventory spreadsheet.Your spreadsheet should have 3 columns:Starting inventoryReceived inventoryEnding inventoryYou should also include rows for identifying your alcohol, such as:Alcohol typeBrandNameBottle sizeWhen entering your products into the spreadsheet, enter them in the order you have them set out in your bar.