Product Report — Warehouse Tab

Product Report — Warehouse: Bar Stock Tracking in IZI CRM

The Warehouse tab in IZI’s Product Report answers one practical question for club owners: what do you have right now, and what has been happening to it? This is not abstract accounting — it is the tool that stops you from discovering on a busy Friday evening that your top-selling energy drink ran out an hour ago.

The tab shows current stock for every active bar item, a complete history of warehouse operations, and all inventory records. IZI automatically deducts the correct quantity from stock every time a cashier completes a bar order, which removes the need for staff to manually log normal sales. The team’s job is narrower: log every new delivery accurately, and record non-sale stock changes — breakage, spoilage, mis-sorted items — as they happen.

Open the tab via Analytics → Product Report → Warehouse. The core principle: system stock is only as accurate as the operations recorded in it. If even one step in the chain is skipped, the numbers drift from reality and lose their decision-making value. Consistent entry discipline is more important than frequent inventory counts.

What the Warehouse tab contains

The tab is organised into three data blocks: current stock, operation history, and inventory records.

Current stock

The stock table lists every active item in the bar catalogue with its current system quantity. Key columns:

Field	What it shows	How to use it
Item	Name from the bar catalogue	Search and filter
Stock (units)	System quantity at this moment	Compare against physical count during inventory
Category	Product group (drinks, snacks, hot food)	Filter for quick segment analysis
Purchase price	Last recorded receipt price	Basis for margin calculation
Minimum stock	Replenishment threshold you set	Items below this are flagged for reorder

When a minimum stock value is set, IZI marks the item as critical if quantity drops below it — a simple, reliable guard against the “we ran out of water at peak time” scenario.

Operation history

The operation log is a chronological feed of every event that has changed stock:

• Receipt — new delivery from a supplier
• Write-off — losses (breakage, spoilage, missing items, production waste)
• Inventory adjustment — manual correction after a physical recount
• Auto-deduction — automatic reduction triggered by a completed bar sale

Filter by operation type, date range, and item to pinpoint the cause of a discrepancy. For example: energy drink stock is lower than expected → filter the last 7 days → a write-off of 12 units appears with no comment on Wednesday → investigate that specific shift.

Inventory records

This block stores the history of planned and unplanned stock reconciliations. Each inventory record shows the date, who ran it, and the variance per item (positive or negative).

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How to run an inventory count in IZI

An inventory count is the only way to resync the system with reality when unrecorded operations have accumulated or something seems off.

Step 1. Pick the right moment. Run inventory at the start or end of a shift, when bar sales are paused. Counting while the bar is active gives an inaccurate result: IZI keeps deducting from stock while you are still counting.

Step 2. Physically count the items. Count the whole range or just the items you are unsure about. Record the numbers on paper or your phone before touching the system.

Step 3. Open Warehouse → Inventory. The system displays the current system quantity for each item. Enter your physical counts next to each one. IZI calculates the difference automatically.

Step 4. Review variances before confirming. A large variance on one item is a reason to pause. Check the operation history for that period first — a missed receipt may explain it entirely. If the variance is explained, log the missing operation first, then rerun the inventory.

Step 5. Confirm. After confirmation, stock updates immediately. The inventory record is saved with the staff member’s name, date, and time.

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Stock management: a working methodology

Warehouse tracking is not an end in itself. It serves two practical goals: prevent popular items from running out, and avoid tying up cash in slow-moving stock.

Reorder point

To stop ordering “by feel”, calculate the reorder point for each significant item:

Reorder point = Daily usage × Lead time (days) + Safety stock

Daily usage = units sold in a month ÷ 30. Safety stock is typically 1–2 days of usage — enough buffer if a delivery is delayed. Set this calculated value as the Minimum stock in the IZI item card and the system flags it automatically when you approach the threshold.

Inventory turnover: keep cash moving

Inventory turnover measures how quickly you cycle the money invested in bar stock. Formula:

Turnover = Cost of goods sold for the period ÷ Average stock for the period

Average stock = (opening stock + closing stock) ÷ 2. Cost of goods sold = units sold × purchase price per unit.

Low turnover on an item means you are holding a lot of it but selling little — cash sitting on a shelf instead of generating revenue. The fix is either to promote the item more actively, or remove it from the menu and reinvest in what sells. See the guide on growing bar attach rate for more on assortment decisions.

Rule: every operation goes into the system immediately

The most common cause of stock discrepancies is operations that happened physically but were never recorded in IZI:

• Delivery arrived and was shelved without logging a receipt → system does not know
• A staff member took a drink without ringing it through → system does not know
• A bottle broke and was thrown away without a write-off → system does not know

Agree with your team: any physical stock movement = a system entry at the time it happens. This is not bureaucracy — it is the only way the warehouse data stays useful for decisions.

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Receipts: how to log incoming stock correctly

A receipt in IZI increases stock when a new delivery arrives from a supplier.

How to log a receipt:

1. Go to Warehouse → Receipt (or Analytics → Product Report → Warehouse → Receipt)
2. Select the item from the catalogue
3. Enter the quantity — exactly as shown on the delivery note, not from memory
4. Enter the purchase price from the delivery note — this is critical for margin analytics
5. Optionally add the supplier name and invoice number
6. Confirm — stock updates immediately

If the purchase price has changed since the last delivery, always enter the new figure. IZI will update the purchase price in the item card and your margin analytics will reflect current reality.

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Write-offs: what to record and why

A write-off reduces stock without a sale — it records a loss. Log it via Warehouse → Write-off.

Common loss types in a club bar:

Type	Example	Why recording matters
Breakage	Can dropped during restocking	High — without a log, stock appears higher than reality
Spoilage / expiry	Milk past its use-by date	High — a frequent and recurring loss
Production waste	Over-poured milk when making coffee	Medium — adds up over a shift
Missing item	Item gone, cause unknown	Critical — warrants follow-up
Cancelled order	Prepared but customer refused	High — revenue was reversed, stock still consumed

For step-by-step instructions on each write-off type, see Write-offs and Spoilage.

Monitoring your loss rate

A normal benchmark for bar losses is 1–3% of bar revenue. Calculate it simply:

Loss rate % = Total write-off cost for the period ÷ Bar revenue for the period × 100

Above 4–5% is a signal to investigate: storage issues, preparation carelessness, or something more serious. Break down losses by shift — if one shift consistently shows a higher rate, start with a direct conversation with that team.

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How Warehouse connects to other reports

The Warehouse tab does not work in isolation. Its data feeds several related sections:

Question	Where to look
How many units of each item did we sell?	Product Report — Products
How did stock change chronologically?	Product Report — Movements
What was total bar revenue for a shift?	Product Report — Overview
How much margin does each item generate?	Bar Margin Analytics
How do I reduce preparation losses?	Write-offs and Spoilage

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Frequently asked questions

How can I tell if my warehouse data is reliable?

Run spot checks regularly: once a week, physically count 5–10 of your highest-turnover items and compare with system quantities. No variance means your records are accurate. Consistent negative variance on the same items means there is an unrecorded step in that item’s flow — find it.

Do I need to do a full inventory count every shift?

A full recount of everything every shift is excessive for most clubs. A practical cadence: high-turnover drinks once a day, snacks and ingredients every 2–3 days, low-movement items once a week. Run an unscheduled count whenever you suspect a discrepancy.

What should I do if an item shows negative stock?

Negative stock means the system has recorded more sales than recorded receipts for that item. Common causes: a missed receipt, a quantity error in a previous receipt, or the item was received under a different name. Review the operation history, find the missing receipt, and log it retrospectively with the correct date.

Does a write-off affect the shift cash report?

No. A write-off is a warehouse operation only. The shift report captures cash transactions — sales and top-ups. A write-off reduces stock and appears in the warehouse log, but creates no cash movement.

One quick win: if purchase prices are not filled in for your items, bar margin analytics are unavailable and you are managing profitability blind. Filling in prices for a typical bar range takes 10–15 minutes and unlocks per-item margin data immediately.