Your point of sale system says one thing, and your shelves say another. To calculate liquor inventory accurately, start with a full scan of every bottle, break the results down by category, and compare the count against what your POS system says you should have. Then dig into why the two numbers differ. We recommend capturing this data at least once a quarter, and possibly more often. The steps below explain how each stage works and why it matters.
The Process We Follow to Calculate Liquor Inventory
Our process has four parts: a full scan, a category breakdown, a comparison against your sales data, and an analysis of any differences. Each step builds on the one before it.
Calculating Liquor Inventory Starts with a Full Scan
Every accurate count begins with a full scan of your stock. That means scanning every bottle you have on hand.
A partial count leaves gaps, and those gaps carry into every number that follows. The full scan gives you a complete, reliable starting point.
Break the Count Down by Category
Once the scan is complete, we break the results down by category. Grouping your stock this way makes the data easier to read and easier to act on.
It also helps you spot which part of your inventory needs attention when the numbers come up short.
Pro Tip: Treat the full scan as the foundation of your count. The category breakdown and analysis are only as reliable as the scan behind them.
Compare Your Count to Your Point of Sale System
Once the count is complete, the next step is analysis. This is where your numbers start to explain what is happening behind the bar.
What You Should Have Versus What We Counted
Your point of sale system records what you sold. From that data, we can work out what you should have on hand.
We then put that figure side by side with what we physically counted. This comparison shows exactly where your inventory and your records line up.
Finding Solutions When the Numbers Don’t Match
When the two numbers differ, our job is to figure out why. We work through each gap and come up with solutions to the discrepancy.
This step turns a simple count into information you can act on. It helps keep the same shortfall from showing up count after count.
Key Takeaway: Compare every count against your point of sale data so you can trace discrepancies and fix them at the source.
Need expert help with your liquor inventory? Contact Monarch Inventory Services for a free consultation.
How Often You Should Count Your Liquor
Counting on a regular schedule builds a record you can compare over time.
Count at Least Once a Quarter
We recommend capturing your inventory data at least once a quarter. A quarterly count gives you a regular checkpoint to compare against your point-of-sale records.
It also helps you catch discrepancies before they build up over a longer stretch.
When to Count More Often
Quarterly is the minimum. Counting more often gives you fresher data and shorter windows between checks.
Shorter windows make it easier to trace when and where a discrepancy started, so you can address it sooner.
Pro Tip: Count on the same schedule each time so every new count lines up against the last one and your point of sale data.
Get Accurate Liquor Counts with Monarch Inventory Services
An accurate count takes a consistent process and a clear look at your sales data.
A Quick Recap
Here is the full process in four steps:
- Run a full scan of every bottle on hand.
- Break the count down by category.
- Compare the count against what your point-of-sale system says you should have.
- Find solutions for why the numbers differ.
Repeat the process at least once a quarter, and more often when you can.
Get a Count That Explains Your Numbers
Monarch Inventory Services handles every step, from the full scan to the final analysis. Contact us today to schedule your count or request a free consultation, and let our team calculate your liquor inventory for you.
