Stocktaking in the catering industry: precise & efficient

Stocktaking is an essential part of the catering industry - for both food and beverage areas. It not only provides important insights into the inventory, but is also of great importance for the tax office. Whether for the restaurant business or the bar, the question "How do you take an inventory?" is complex, as both perishable food and spirits need to be taken into account. In this article, we will show you how a food and beverage inventory works, why it is so important and how you can organize it efficiently. Finally, you will learn how the digital solution BarBrain is revolutionizing the inventory process.

Why is an inventory for food and beverages so important?

Inventory in the food service industry comprises two central categories: Food (Food) and Beverages (Beverages). Both areas have different requirements, but they are equally important:

Food:

• Perishable goods: Many foods such as meat, fish, fruit or dairy products have a short shelf life. An accurate inventory helps to minimize spoilage and control costs.
• Portion control: Food is often consumed in portions (e.g. 200 g steak), which requires precise recording and calculation.
• Order management: Regular stocktaking prevents over-ordering, which can lead to losses.

Beverages (drinks):

• Filling level determination: The stock level of spirits, wine and beer bottles is determined on the basis of filling levels. Incorrect estimates often lead to inaccuracies.
• Value of goods: Spirits and premium drinks often have a high value. Correct stocktaking protects against shrinkage or theft.

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Correct stocktaking in the food service industry fulfills several key purposes:

• Bookkeeping and annual financial statements: Inventories at the end of the financial year have a direct impact on profits and therefore also on the tax burden. The tax office therefore attaches particular importance to complete and accurate inventories.
• Avoiding shrinkage: Regular stocktaking helps to identify and reduce losses due to theft, spoilage or stock shortages.
• Calculation and profitability: stocktaking provides an insight into the consumption of goods and helps restaurateurs to plan their purchasing quantities better and avoid unnecessary costs.
• Compliance with tax requirements: Improper inventory management can lead to problems during tax audits, e.g. if details do not match invoices.

The inventory process in the food and beverage industry

The inventory process differs slightly for food and beverages, but the general procedure remains the same:

Step 1: Preparation

• Define storage areas: Kitchen, bar, cold rooms and external storage should be considered separately.
• Create inventory lists: Create separate lists for food and beverage inventories to avoid confusion.
• Check consumption history: Compare consumption data from past inventories to identify typical weak points (e.g. shrinkage or over-ordering).

Step 2: Inventory

• Food stocks: Count all food individually, from basic ingredients to prepared dishes. Measure perishable goods in units of weight (e.g. kg, g) and dry products in quantities or volumes.
• Beverage stocks: Record bottles (full and opened), crates, cans and kegs. For open bottles, note the estimated fill level (e.g. 0.5 liters).

Step 3: Prices and values

• Food costs: Enter the price per unit (e.g. €10 per kg of beef) and calculate the total value.
• Beverage value: For spirits and premium wines, purchase prices should be documented in order to determine the value of the goods.

Step 4: Report generation

Create a report with the closing stock levels, goods values and an overview of receipts and issues. These reports are important for bookkeeping and tax returns.

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Special challenges in the food inventory

Food often poses a greater challenge than drinks. Here are some typical problems and how to solve them:

Spoilage

Food with a short shelf life must be documented particularly accurately. Regular stocktaking helps to avoid overstocking.

Quantities

Many foods are recorded in kilograms, grams or liters, which makes stocktaking difficult. A digital solution can help to avoid errors here.

Prepared dishes

Ingredients that are already integrated into dishes (e.g. soups or dressings) should be documented separately in order to maintain an overview.

Miscalculation

Unclear portion sizes often lead to fluctuations in consumption. Accurate recording is essential to improve the calculation.

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Challenges in beverage inventory

Beverage inventory also has its specific requirements:

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Estimation of fill levels

It is particularly difficult to determine the exact fill level of spirits. Estimates should be standardized (e.g. with a scale).

High value of goods

Spirits, wines and craft beers often have a high purchase price. Inaccuracies in the inventory quickly lead to financial losses.

Shrinkage

Shrinkage (e.g. due to spilled drinks or theft) is a common problem in bars. A regular inventory helps to identify such losses.

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Tips for creating inventory lists

A well-structured inventory list is the foundation of a successful inventory. The following tips will help you to organize your lists efficiently:

• Separate lists for food and beverages: This allows you to keep an overview and avoid confusion.
• Detailed categories: Divide food products into groups such as "Fresh products", "Dry ingredients" and "Packaging".
• Drop-down lists and templates: Use Excel or an inventory app to simplify input.

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Digital inventory with BarBrain: the next step

Manual stocktaking is time-consuming and error-prone. With the BarBrain digital stocktaking app, restaurateurs save time and gain precision:

• Automated recording of food and beverage stocks: Fill levels are measured precisely and food can be documented quickly.
• Less shrinkage: Regular inventories help to minimize losses.
• Time-saving: restaurateurs report time savings of over 50 %.
• Simple report generation: Automatic reports make collaboration with the tax consultant easier.

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Conclusion

The question "How do you take an inventory?" is particularly complex in the food service industry, as both food and beverage areas present specific challenges. A precise and well-documented inventory not only helps to minimize shrinkage, but also to avoid financial losses. BarBrain is a modern solution that makes the stocktaking process much easier for restaurateurs.

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Try BarBrain now for 30 days free of charge and experience how efficient your next inventory can be! Book a demo now!