Recording transfers in BevSpot is a necessary action to take in order to properly track product moving between accounts. Just like orders or the creation of a prepped item, "transfers in" add to your stock level and increase overall usage for that item. Conversely, "transfers out" reduce your stock level and decrease overall usage for those items.
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Record A TransferNavigate to the Inventory History page.At the top right of the page, click Record Transfer.Choose whether you want to Send or Receive a transfer.You will see all of the locations that you have the ability to send product to....and/or receive product from....under the heading Other Retailers. Select the other location involved in the transfer. The locations that appear under Other Retailers can be managed via the permissions on the Group Users page.Search your product list to find the item you wish to transfer.Mouse over the product and click the Plus Sign ‘+’.Let BevSpot know how much is being transferred, and choose Add To List.You may include multiple items in a transfer by repeating the above steps.Enter the Date & Time of this transfer, or select it from the calendar icon to the right.Add a Note for future reference.To record the transfer, click Save.This transfer will now be reflected on your Inventory History page under the inventory range that encompasses the date and time selected previously, as well as the aggregated Transfer Report. NOTESIf you need to make a transfer within your establishment but out of your specific BevSpot location, select Other under the heading Custom Transfer Options as the receiving location. Making a Custom Transfer is effectively sending your items to a “black hole.” This is often used by beverage accounts that are transferring products to the kitchen for cooking purposes, but do not have a separate food account. You may also want to do this if you have an event, such as a tasting menu, catering event, or rehearsal dinner, that you may wish to account for separately from your normal daily operations. You can name this “black hole” location by typing the name and clicking Add. Transfer MappingFor any items that have not been transferred between accounts before, BevSpot will prompt you to select the corresponding item in the receiving account. If the packaging type (volume, weight, unit) of the two items is the same, then the items can be matched automatically and future transfers between the two items will be accurate. If the packaging types are not matched (volume → unit, weight → volume, etc.), BevSpot will alert you that there may be reporting errors if you go ahead with the matching. If you see this prompt, highlighted in red, it is more than likely that the packaging type of one of the items needs to be altered so that the transfer matches correctly. Once that adjustment is made in the corresponding account, then retry the transfer.The example below shows how this process plays out depending on the packaging types of the items involved.....Transfer Mapping If you have additional questions or would like to learn more, feel free to schedule a training with the BevSpot team HERE.