Waste

Waste is what leaves the stock without being sold — a broken bottle, a spill, something past its date. Record it on the iPad or in the back office: it comes off the stock straight away, valued at the item's cost, with the person's name on it. Inventory is only on plans that include it — see Plans and billing. On a plan without inventory, the iPad has no Waste in More.

Record waste on the iPad

Whoever broke the bottle records it on the spot: find the item, say how much and why. Managers review the list in the back office.

Who can do this: anyone signed in on the iPad.

1. Tap ··· › Waste (the tile reads "record a loss"). Record waste opens: "A broken bottle, a spill, something past its date: it comes off the stock at its cost, with your name on it."
2. Under What was lost?, type part of the item's name in Search inventory and tap the item. Up to 8 matches show, each with its bottle size or unit. Or tap the barcode button and scan the bottle.
3. Enter how much on the pad — the same pad as the count (see Stock counts):
   • A bottle: the full bottles, plus the open bottle in tenths (0, .1 … .9). Or weigh it: at a venue that counts by weight the pad opens on the scale, and elsewhere ⚖ Weigh on the scale… switches to it ("Everything in the bottle on the scale counts as lost. Pourer off, cap on."). Or tap Enter total in ml instead and type the millilitres; Enter in bottles instead goes back.
   • Anything else: the amount in its unit (decimals allowed).
   • Change item goes back to the search.
4. Under Why?, tap Broken, Spilled, Expired, Went bad or Other.
5. Optionally type a note under Note (optional).
6. Check the value: "$X at cost".
7. Tap Record waste. The card closes and a green notice says "Waste recorded — $X at cost."

• The search looks at the item's name and ignores accents and capitals. Only active items can be picked.
• Theft isn't on the iPad: record it in the back office.
• One item per record. Record a second loss separately.
• The pad opens in your venue's Counting method; at a venue that counts by weight, Count in tenths is one tap away. The iPad reads the method when the Waste card opens.
• A bottle weight recorded from the Waste card is saved on that bottle. Anyone can record a weight that's missing; changing one needs a manager.

When the button stays grey

Record waste stays grey, with the reason under it, until the record is complete:

• "Enter how much was lost."
• "Say why."
• "That amount is too large — check it." — more than a million of the item's unit (millilitres, for a bottle).
• "Save the bottle's weight first, or use tenths." — the pad is asking for the bottle's weight.
• "Offline — record the waste once the connection is back." — recording waste needs the connection.

Other messages you may see: "Only an active staff member of this bar can record waste.", "This item is archived — restore it in the admin first.", "That item is no longer in this bar's inventory.", "Could not record the waste: …", and, if the list can't load, "Could not load inventory: …".

Record waste in the back office

A manager can record a loss from the back office too — and only the back office can record theft. The entry is under your own name.

Who can do this: admins and managers.

1. Go to Inventory › Waste and click Record waste: "It comes off the stock at the item's current cost, under your name."
2. Type in Search inventory and click the item. Up to 8 matches show ("Nothing in inventory by that name." when none do). Change item goes back.
3. Under How much, for a bottle pick Bottles or In ml, and type the amount. In bottles, "Whole bottles and tenths: 1.3 is one bottle and three tenths of the next." shows, with the millilitres beside the box.
4. Under Why, click Broken, Spilled, Expired, Went bad, Theft or Other.
5. Optionally type a note under Note (optional), up to 500 characters.
6. The footer shows "$X at cost" — or what is still missing: "Pick the item first.", "Enter how much was lost.", "That amount is too large — check it." or "Say why."
7. Click Record waste. You see "Waste recorded — $X at cost." and the month's list updates.

• The search ignores accents ("limon" finds "Limón") and also matches the Spanish name.
• Other messages: "This item is archived — restore it before recording waste." and "That item is not in this venue's inventory."
• Waste isn't a reason in Items › Adjust: the Adjust dialog sends you here (see Items and stock).

How waste is valued

• The quantity is kept in the item's unit — millilitres for a bottle. In tenths: (full bottles + tenths ÷ 10) × the bottle's ml. On the scale: full bottles × the bottle's ml + what is left in the open bottle. A total: as typed. Waste entered in bottles also keeps the number of bottles and the bottle size.
• Value = quantity × the item's average cost, rounded once to the cent. The iPad's preview works it out the same way.
• The entry keeps the cost it was valued at, so the month's total doesn't change when prices change later.
• The stock comes off at once, and may go below zero. The entry keeps who recorded it, when, why and the note.
• Nothing is taken twice. If the connection drops and you try again with the same item and amount, Barform recognises it: "That waste had already been recorded — nothing came off twice." A different item or amount is a new loss. If the first try did go through, the entry keeps the first try's reason and note.
• Waste doesn't count as sales when Barform suggests par levels.

Read the Waste page

The Waste page is your waste report: one month at a time, with the month's total at cost, the number of entries, the total for each reason, and every entry with who recorded it and its value.

Who can do this: admins and managers.

1. Go to Inventory › Waste. The current month opens: "What left the stock without being sold, at the item's cost when it was lost. The bar records it on the iPad; theft is recorded here."
2. Use the ‹ › arrows (Previous month and Next month) beside the month's name. The next arrow stops at the current month.
3. Read the total ("$X at cost", with "X entries" or "1 entry") and the reason chips, largest first.
4. Click Export CSV to download the month.

• A month is a run of service nights: from your service-day start on the 1st to the same time on the 1st of the next month, so a bottle broken at 1 AM on the 1st belongs to the previous month's last night. The start is your Service time in Settings › Hours & scheduling, in the venue's time zone (see Venue settings).
• The table, newest first: When (in the venue's time), Item, Quantity (in the item's unit, with "2 × 750 ml" under it when it was entered in bottles), Why, Note, Recorded by and Value.
• An entry with no value shows "—" and "The item had no cost yet, so this loss counts as $0."
• The CSV has the columns When, Item, Quantity, Unit, Reason, Note, Recorded by, Unit cost (MXN) and Value (MXN). Unit cost is the exact cost the loss was valued at.
• Waste shows only here and in Activity, as Waste movements. It isn't part of Today, Sales, Income or the shift closes (Z).

Fix a wrong waste entry

A waste entry stays as it was recorded: there is no edit, delete or undo, on the iPad or in the back office. Fix a mistake on the stock side; the entry itself stays in the month's list and total.

Who can do this: admins and managers.

1. Go to Inventory › Items and open the item's ··· menu › Adjust.
2. Keep Adjust by, type the amount that was wrongly taken (in bottles or the item's unit) and pick a reason such as Adjustment.
3. Click Apply.

Or count the item and finalize the count instead (see Stock counts).

• An adjustment doesn't touch the waste entry: the Waste page still lists it and counts its value.
• To record the loss with the right figures, record a new entry. The wrong one stays.

Related

• Items and stock
• Stock counts
• Venue settings, hours and targets
• Closing the day