Key Points
Make sure you've added your Suppliers and Products as well as entered your Recipes on your menu items. Here's how: Recipe Builder.
Add your Stock invoices. Here's how: Stock Invoices.
Start small. Track a few important products first to get an understanding of how it all works, then add more over time.
Start and complete your stocktake outside of trading hours to ensure the integrity of your numbers.
NB: Don't forget to finish and Lock your Stocktake before starting a new one.
Bustle stocktake is designed to be paperless. Log in to your Bustle Hub on your iPad or laptop and forget those old printouts and double handling.
See notes at the end of this article on how to best manage your FIRST Stocktake.
Detailed Steps
Set up your Stocktake
Head to Stock Control > Stocktakes on your Bustle Hub.
Press one of the two Start Stocktake buttons.
You will receive a reminder that all invoices should be entered before stocktake. When confident that they are, press the button.
Select if you want to do a Full Stocktake or do a spot check with a random percentage of products. Press Next
If you select Random %, you can then enter the percent you want to count.
After pressing Next you will get a reminder that you should be completing stocktakes after hours. When you are happy to continue, press Create Stocktake.
If this is your first stocktake, your existing products will add in to the Default Location for counting.
Manage your locations
Locations are the various areas in your venue where you can count your products (Storeroom, Bar etc.)
To edit the name of the Default location, press the edit button, rename and press save.
Note: If you press the Delete button you will delete the location and remove all of the products from the stocktake.
To add a location press the Add Location button at the bottom of the page. Then name it and press Save.
To change the layout of the products in a location, press the Edit products in this location button.
You can now Remove the product from the location or drag and drop products into position using the handle. Press Save to confirm the changes.
To add products to a location, press the Add Product button at the bottom of the location required. Use the drop down field to select, or search for your product and press the Add Product button again to confirm.
Note: You can add the same product more than once and the counts will be added together for the final count.
To move locations up or down, press the Rearrange Layout button and use the handles to drag a location into place. When complete, press the Finish Rearranging or Save Changes button.
Perform the Stocktake
To record the count of a product, enter in the number and press the Record button. The record will save (as can be seen for the top row in the image below - 12 1kg dark roast packages counted)
To count in a different volume from the one defaulted, you can press the drop down and select a different choice.
Enter in all your counts until complete - make sure you are pressing the Record button to save the count.
Once done, press the Finish and Review button.
Review your Stocktake
Now complete, you will be presented with the Review Stocktake page. This page has a few functions:
Review the total counts.
Review the current count against the expected count to see variances.
Amend products for incorrect counts.
Lock the stocktake.
You can switch between viewing the Count and the Value of the count at the top right.
You can change the volume/weight of the product by clicking the drop down and changing the selection.
You can make an amendment by clicking the Edit button (pencil) at the end of the row.
Enter in the new count and the reason for change, and press Save.
Your change, reason and who amended the count is recorded.
The columns on this page are all presented to show you any variance form your count. The fields are:
Previous Count - What was counted in the last stocktake.
Purchased - Taken from your stock invoices entered after your last stocktake, and before you started the current one.
Sold - The products moved through sales made on your Bustle Till.
Expected - The amount of the product expected to be counted this time.
Current Count - What was counted in this stocktake.
Variance - The difference between the Current Count and Expected.
When you have reviewed and made any amendments, it is time to complete the stocktake by pressing the Lock Stocktake button.
It's important that this is done before you start trading again to ensure your data is as correct as possible.
You will then be taken back to the main stocktake screen where you can view the list of stocktakes you have completed.
Managing your first stocktake
Your first stocktake is needed to set up the "Last counted" numbers for all your products. As we have no record of them for the first stocktake, it will show a large variance.
There are a couple of options here:
Acknowledge that this will be the case for the first stocktake and wait for your next stocktake to happen, where your initial variances will be fixed.
Do a second stocktake right after the first and enter in the same count numbers. This will show you have no variance.
You could possibly enter in Stock invoices for each item with the initial counts. However - be aware that you cannot enter in (as an example) half a bottle of spirits as an Invoice item - so this is not an ideal way to enter in the first count.
When new products are added to your product list, a stocktake is required in order to start tracking them properly. Once you have done the first count, the stock Sold will start calculating and your current stock will be set.