Standsheets can be used independently or work in conjunction with our Inventory module. 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, inputting counts into the standsheet, documenting purchase orders and transfers, and finalizing (closing) the standsheet.
If your venue uses our Perpetual Inventory module, follow the steps outlined below to ensure success with using standsheets to track inventory at each location.
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 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 stock item is marked as countable which means it will appear on the standsheet.
- If you don't mark a stock item as countable, you are still able to track it in perpetual inventory and 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."
- For the stock item to show up on the standsheet with a price, mark it as the chargeable in the recipe as shown in the image below. The chargeable pulls the menu item price to the standsheet to calculate variances between POS Sales and GOS Sales.
- 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 to avoid inaccurate variances on the standsheet.
- Menu items and modifiers should not have the same recipe or recipes containing the same stock items attached
- The Counting Unit of Measure is how the stock item is counted on the standsheet. If you don't mark a counting unit of measure, the system defaults to counting by the base unit.
- Assign a Standsheet Category so that your items are classified on the standsheet.
1. Under Events>Events, create your Event. Set the event time frame and select all locations utilized during the event.
- Make sure to leave 4-6 hours before and after the actual event times, which allows 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, set up Cash Room. You must use Cash Room if you want your standsheet receipts to accurately track "Received Cash."
2. To maintain an accurate inventory count at each location, make sure that you consistently receive your stock items into Clover Sport Manager through purchase orders and transfer the stock items to the appropriate locations for each event.
- If you do not keep your purchase orders and transfers up to date, you may deplete your expected stock counts to negative values on the standsheet and on the inventory status page.
3. 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.
4. 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.
- 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.
5. 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.
6. Print standsheets to give to each stand so they can write down start counts (optional).
7. Open the standsheet.
- You will not be able to input counts into the standsheet until the event start time.
8. 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.
9. Document any waste and gratis on your printed standsheet or directly onto the digital standsheet on the register in Stand Manager.
10. Document any mid-event transfers of stock into or out of the location. There are two ways to keep track of transfers. Do either of the following:
- Write directly into the Transfers column on the digital standsheet in Stand Manager or in Clover Sport Manager.
- Important: Transfers that are written directly onto the standsheet are not recorded under Inventory > Transfers and do not deplete the inventory from your Inventory Status page. After the event, input the Transfers to maintain accurate counts on your Inventory Status page.
- Under Inventory > Transfers, create a closed transfer. As long as you complete the transfer within the event window, it populates on the standsheet in the mid-event transfer column automatically as well as keeps a record of that transfer and depletes or increases the inventory at the appropriate locations.
11. 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.
12. 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.
13. Once all counts have been inputted correctly, finalize the standsheet.
- The end counts that you enter in this standsheet populate as the number in the previous end count column for your next event's standsheet.
- The status of the standsheet now changes from Open to Closed. Standsheets can be re-opened to make adjustments.
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.