Inventory

Inventory (Step 1) Walkthrough EN

Inventory (Step 1)

📦 1. The Main Inventory Page

Think of this as your high-level command center. It provides a bird's-eye view of your current stock, previous counts, and overall usage between your Start and End dates.

Key Action Buttons to Know:

Auditor Counts: This is where raw data pulls in for your approval. These counts come directly from the mobile counting app, EasyInventory.App (available on the App Store and Google Play). You can review the "Auditors' Counts" before applying them to the current inventory.
Invoices: Your receiving dock. Use this to enter any incoming products or deliveries received during the current inventory period.
Detailed Inventory: Your troubleshooting shortcut (more on this below!).
Print Count Sheet: Handy when you need a hard copy for manual spot-checks.
New Inventory: Use this to close out the current period and initiate your next inventory cycle.

⚠️ CRITICAL WARNING: Be “ABSOLUTELY” sure you are ready to move to your next inventory before clicking New Inventory. This action cannot be reversed. Make sure all counts are synced, invoices are entered, and discrepancies are resolved first.

🔍 2. The Detailed Inventory Page

If the Main Inventory page is your map, the Detailed Inventory page is your magnifying glass. This is where you troubleshoot problem products that look skewed or just don't seem right.

Why you'll use it:

Granular Tracking: Instead of just seeing "13 bottles of Bud Light," you see every individual entry. You can track exact weights of open liquor bottles (e.g., grams or ml) alongside full bottles.
Accountability: The table tracks the exact date, time, and Auditor for every single scan or manual entry. If a number looks wildly off, you know exactly who to ask.
Targeted Filters: Isolate data by toggling the filters at the top: Scans, Invoices, Previous, or Adjustments. This makes hunting down a missed invoice or a double-scanned bottle much faster.

💡 Pro-Tip for New Users

Keep an eye on the left-hand sidebar navigation. The system naturally guides you through a 5-step process:

Inventory: Count what you have.
Invoices: Add what came in.
Sales: Track what went out.
Recipes: Break down your pours.
Orders: Figure out what you need next.

Stick to this flow, remember to troubleshoot wonky numbers in the Detailed Inventory tab, and never click New Inventory until you are 100% ready to lock it in!

Invoices EN

Invoices (Step 2)

Once your physical count is done, it is time to enter your incoming deliveries. Getting this page right is essential for accurate margins and stock tracking.

1. Entering Beer: Cases vs. Singles

Default to Cases: By default, the system assumes you are entering beer by the case (e.g., a 24-pack is entered as 1).
Toggle to Singles: Next to the Item Count field, you will see a button labeled "C" (Cases). If you are receiving loose, single bottles or cans, click that button to toggle it to "S" (Singles) before entering your quantity.
Oops! Made a mistake? If you accidentally enter the wrong data, simply enter a negative value to offset and correct the entry.

2. Entering Costs

Accuracy here is crucial for your margins. Always follow these rules for costing:

Beer: Always enter the Case Cost (unless you specifically toggled the entry to Singles).
Liquor, Wine, & Everything Else: Always use Single Costing (the cost per individual bottle/unit).
Kegs: Do not include the Keg Deposit value. Only enter the cost of the liquid itself.

3. Verifying and Resetting

To ensure you haven't missed any items or accidentally double-counted:

Match the Totals: After entering an invoice, check the total products received on your physical paper invoice. It must perfectly match the "Section Count" total located in the top right corner of your screen.
Reset: Once you have verified the totals match perfectly, reset the screen so it is completely clear and ready for your next invoice.

🚫 4. What If You Have No Invoices?

If you are doing inventory but haven't received any new deliveries during this cycle, look for the toggle switch near the top center that says "No Invoices This Inventory". Turn this toggle ON to disable the system's missing-invoice warnings so you can proceed with your cycle count.

Reports EN

Welcome to EasyInventory AI Reports! 📊🤖

If you have never looked at a bar report or used AI (Artificial Intelligence) before, do not worry! We designed this to be incredibly simple.

Our reports do two things for you: they handle the exact math of counting your stock, and then our digital helper (the AI) explains what those numbers actually mean for your business in plain English.

📱 How to Get Your Reports

You have two easy ways to get the information you need: 1️⃣ Click the Menu: Open the "Reports" menu in your chat window and just click the buttons to find what you want. 2️⃣ Just Ask: Type your request naturally in the chat like you are texting a friend (for example, "Show me the risk report for this week").

💡 Pro Tip: Using the Reports menu is the best and most reliable way to go! It makes sure your exact choices go straight to our system without any guesswork. 🎯

📋 Types of Reports You Can Run

Depending on what you want to look at, you can choose from these options:

🔸 The Big Picture (Manager): A complete look at your whole bar. It shows how your products are selling and highlights where you might be losing money.
🔸 Product Types (Category): Focus on just one group of products (like all Beer or all Liquor) to see what your top sellers are and what might be going missing.
🔸 Specific Products (Product): Pick 1 to 8 specific items (like a specific brand of vodka or beer). This is great if you want to check on one bottle or compare a few side-by-side.
🔸 Over Time (Trend): See how your stock and sales have changed over the last few weeks.
🔸 Money Leaks (Risk): Instantly see which items are causing the biggest money losses or going missing the most so you can fix the problem.
🔸 Right Now (Current Cycle Review): A quick snapshot of the inventory period you are working on right this second, without worrying about past weeks.

📅 Timeframes You Can Look At

You can pull data for:

Your Current Count (Note: "Week 1" always means the inventory you are actively counting right now).
The Last 2 to 6 Weeks (To look backward at past performance).
A Specific Past Week

🔍 How to Check a Specific Product

Want to look closely at a certain bottle? Just follow these three simple steps:

Choose how many products you want to look at (up to 8).
Search for the name of the product in your list.
Pick the week or timeframe you want to see. (It is that easy, whether you are checking a single bottle of wine or comparing three different beers! ⚖️)

🧠 How We Use AI (And How We Don't)

We believe in keeping your numbers 100% safe and exact. Here is how the work is split up:

🧮 The Math (Our System): EasyInventory handles all the hard facts. The computer system does all the math, counts the periods, and builds the charts.
💡 The Explanations (The AI): Think of the AI as your smart digital assistant. It reads the hard data and explains it to you in normal words. It will point out patterns (like "you are selling a lot more tequila this month") and suggest what you might want to double-check in your stockroom.

⚠️ Important: The AI never changes your numbers. Your math stays exactly as you entered it. In fact, if the AI assistant ever goes offline, our system will still give you all of your exact math and charts! ✅

Starting Date: 01/04/2021 | Ending Date: 01/04/2021

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