Bottles and kegs

Bottles and kegs lets you sell drinks by the measure while still keeping track of the bottle or keg they came from. TillPoint knows how much each open container started with, how much has been sold from it and how much was approved as wastage. When you measure what is left, any difference shows up.

Go to Bottles & kegs. Setting up and recording need permission to edit inventory. See Roles and permissions.

How it works

You need two kinds of product in the Catalogue:

• A sealed container product: the bottle or keg as you buy it, for example “Gin 750 ml bottle”. This is the product you receive from suppliers and keep in stock.
• One or more serving products: what the customer buys, for example “Gin single tot 25 ml” and “Gin double tot 50 ml”.

When you open a bottle or keg, one sealed container is taken off stock. Each time a serving is sold, its volume is drawn from the open containers at that stock location, oldest first. Serving products do not have their own stock.

Setting up

Do this once for each drink you sell by the measure.

Caution

A serving product must have no stock on hand before you set it up as a serving. If it has stock from before, correct it to zero first. Past sales are not added to any open container.

1. Set up the container

1. Under Container SKU, choose the Sealed SKU.
2. Choose the Kind: BOTTLE or KEG.
3. Enter the Volume (ml), for example 750.
4. Select Save container.

2. Set up each serving

1. Under Serving SKU, choose the Sellable SKU.
2. Choose the Container it is poured from.
3. Enter the Serving (ml), for example 25.
4. Select Save serving.

The serving product and the container product must be different products. A product cannot be both a container and a serving.

Every serving you have set up is listed under Configured serving sizes.

Changing a serving size later does not change past sales. Each sale keeps the serving size it was sold with.

Opening a bottle or keg

Receive sealed bottles and kegs as normal stock. See Receiving deliveries. Then open each one before you start pouring from it.

1. Choose the Stock location at the top of the Volume reconciliation table. The container is opened at this location, so choose a specific location rather than All locations.
2. Under Open a container, choose the Container.
3. Enter a Unique label or batch code. Write the same label on the bottle or keg so staff can find it again. Each label can be used only once.
4. Select Open bottle or keg.

TillPoint takes one sealed unit off stock at that location. If there is no sealed stock left there, it refuses.

Note

Servings are drawn from the open containers at checkout. If there is not enough open volume at the location to cover a sale, the sale does not go through. Open another bottle or keg first. An order that has been sent but not yet paid has not used any volume, so settle served bills promptly.

Volume reconciliation

The Volume reconciliation table shows each opened container. Filter it with Stock location, or choose All locations.

Column	What it shows
Container	The label, the product and whether it is a bottle or keg.
Location	Where it was opened.
Opened	When it was opened.
Initial	The full volume of the container.
Sold	Volume sold from it.
Approved waste	Volume recorded as approved wastage.
Expected left	What should be left: initial, less sold, less approved waste.
Measured left	The latest physical measurement.
Difference	The latest measurement less what was expected at the time it was taken.
Status	Needs measurement, Reconciled, Discrepancy or Closed.

A container shows Reconciled when the latest measurement matched what was expected, and Discrepancy when it did not. A negative difference means less was left than expected. Treat a difference as something to look into; TillPoint does not correct stock automatically.

A measurement shows the position at the moment it was taken. If more drinks have been sold since, take a fresh measurement to see the current difference.

Select a container’s label to record a measurement or wastage for it.

Measuring what is left

1. Select the container’s label in the table.
2. Under Physical measurement, enter the Remaining volume (ml). It cannot be more than the container’s full volume.
3. Optionally, add Notes.
4. Select Measure.

Recording wastage

Use this for spills, breakages and other drink lost without a sale. Every wastage entry needs a reason and must be approved by a manager or another person allowed to approve drink wastage.

1. Select the container’s label in the table.
2. Under Approved wastage, enter the Wasted volume (ml).
3. Enter the Reason.
4. If your role cannot approve wastage yourself, a manager enters their PIN under Manager PIN if approval required.
5. Select Record wastage.

Wastage cannot be more than the volume expected to be left in the container.

Closing an empty container

When a bottle or keg is finished, close it so it no longer appears as open.

1. Make sure Expected left is zero. If drink remained that was not sold, record it as approved wastage first.
2. Under Physical measurement, enter 0 as the Remaining volume (ml).
3. Select Close empty container.

TillPoint only closes a container when the measurement is zero and the expected volume left is zero.

Refunds of poured drinks

A drink that has been poured cannot be returned to stock. When you refund it from Sales history, its condition is set to Poured serving — cannot restock, so the volume record for the container stays correct.