How to Use Location Based Standsheets

Standsheets help you keep track of any variance during an event at a specific location between your POS Sales and your GOS Sales (Goods Out of Stock). This article will explain the best practices for setting up your standsheets correctly, inputting counts into the standsheet, interpreting variances, and finalizing your standsheet. Follow the steps outlined below to ensure success with using standsheets to track pre and post-event counts at each location. 

Important: Standsheets can also work in conjunction with our Inventory module. If you are using the perpetual Inventory module (making purchase orders and transfers), please click here: How to Use Standsheets with Perpetual Inventory.

• Overview of Standsheet Requirements
• Pre-event Steps: Set up your standsheet
• Mid-event Tracking
• Post-event Steps
• Bulk Actions on Standsheets

Overview of Standsheet Requirements

For a stock item to appear on a standsheet these things are needed:

• There is an event created with all the locations that will use a standsheet assigned to it 
• The menu item is attached to a menu that is sold at the location you are using a standsheet for. 
• The menu item or modifier has a recipe attached to it that holds the stock item(s) you want counted.
  • The recipe only includes ONE chargeable.
  • Menu items and modifiers should not have the same recipe or recipes containing the same stock items attached.

• The stock item is marked as "countable" which means it is counted on the standsheet
  • If you don't mark a stock item as countable, you are still able to track it in perpetual inventory as long as it is included in the recipe and you can still count it in an end-of-month audit
    
    • Example: Napkins may be audited every month regardless if the stock item has been marked as "countable" or not. 
• The Counting Unit of Measure is how the stock item will be counted on the standsheet. If you don't mark a counting unit of measure, the system will default to counting by the base unit. 
• Assign a Standsheet Category so that your items are listed in an organized way on the standsheet.

Pre-Event Steps: Set up your Standsheet

1. Under Events>Events, create your Event. Set the event time frame and select all locations that will be utilized during the event.

• Make sure to leave 4-6 hours before and after the actual event times, which will allow for any prep or closing to be recorded under the event. Verify that all locations have menus, and all expected menu items are attached to that menu.
• If you are accepting cash payments, you will want to set up Cash Room. You must use Cash Room if you want your standsheet receipts to accurately track "Received Cash."

2. Under Events>Standsheets, select the location that you would like to create a standsheet for and click Create. Then click Edit.

• Do not open the standsheet until you have verified the items are correct and there are no missing items. 

3. Under the verify tab, verify that all desired stock items appear in standsheets. The easiest way to quickly identify missing stock items is looking for menu items that do not have a black caret next to them. 

• It is recommended to do verify stock items the day before an event. (Any changes made to standsheets mid-event cannot be retroactively tracked).

Below is an example of menu items that do not have a recipe attached. This means that there are currently no stock items associated with that menu item to be counted on the standsheet.

If you find that some menu items are missing a recipe, go to POS Manager > Menu Manager, search for the item, and attach the recipe to the menu item. 

4. Make sure that all countable and chargeable stock items appear correctly on standsheets.

• All items that are counted on the standsheet should have a green checkmark in the Countable column.
• Only one item per recipe should have a green checkmark in the Chargeable column. 

5. Print out standsheets to give to each stand so they can write down start counts (optional).

6. Open the standsheet.

• You will not be able to input counts into the standsheet until the event start time. 

7. Complete start counts of the stand to input into the standsheets.

• After the stands have finished the starting counts, they may input counts into the register (make sure to hit green “tap to save” before backing out of standsheet so the counts are reflected in Manager). All counts that are inputted and saved on the register will automatically fill in on the standsheet in Clover Sport Manager for that location.
• Alternatively, they may write it down on the paper only and submit all counts at the end of the night

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Mid-Event Tracking

8. Document any waste and gratis on your printed standsheet or directly onto the digital standsheet on the register in Stand Manager.

9. Document any transfers of stock into or out of the location in the Transfers column on the printed standsheet or directly onto the digital standsheet in Stand Manager.

• Remember to click the green “tap to save” button to save the counts to see them reflected in Manager.
  
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Post-Event Steps

10. Have each stand begin their end counts and enter the numbers in to the digital standsheets in Stand Manager.

• Remember to click the green “tap to save” button to save the counts to see them reflected in Manager.

11. Ensure receipts (cash received and card transactions) match POS sales and GOS. 

• If there are any variances, use the eye tool at the top of the standsheet to help you see which area the variance exists. 

12. Once all counts have been inputted correctly, finalize the standsheet. 

• The end counts that you enter in this standsheet will populate as the number in previous end count column on your next event's standsheet.
• Be sure to finalize only after you have made certain that all of your locations have synced their devices. Devices that have logged out successfully are synced as there is a check done that would prevent log out if orders were still waiting to be sent to the server.

The status of the standsheet will now change from Open to Closed. Standsheets can be re-opened to make adjustments. 

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Bulk Actions on Standsheets

To bulk adjust any of the standsheets, select the boxes and click the blue Actions button. These actions do the following:

• Create Selected Standsheets - Creates a standsheet for the selected location. Be sure to create them before your event starts.
• Open Selected Standsheets - Places the standsheet in an open state. Before your event starts, an open standsheet will be ready to track inventory changes.
• Close Selected Standsheets - Once the event is over, you can close a standsheet, and it will stop tracking changes for that event.
• Print Selected Standsheets - Downloads a printable PDF for each selected standsheet.
• Print Blank Standsheets - Downloads a printable blank PDF for each selected standsheet.
  
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