When the number of schooners, bottles and food sold at your pub doesn’t match the volume used, publicans are left scratching their head and wondering where the issue lies.
Theft or human error can be factors in inventory discrepancies, but more often the root cause is the point-of-sale and inventory systems not talking to each other.
It’s estimated that losses resulting from misalignment between POS and inventory records can be as high as 10 to 20% of total inventory value. For a pub turning over $2 million a year in beer sales, a 20% inventory loss means $400,000 of sales loss and $260,000 gross profit down the drain.
That’s just the start. Misalignment also makes the data you rely on unreliable – turning a key business control into an operational liability. Teams might spend hours reconciling reports by hand, only to find that the same problems reappear next month.
How do we stop the money pouring away?
Resolving these issues starts behind the scenes. Make sure your POS and inventory systems accurately reflect your pub’s operations, and that every item is described identically across both systems – from the name of the beer to its product code.
When inventory systems and POS software track the same item in different ways, every report becomes a negotiation instead of a point of truth.
Integration between POS and inventory is just as important. Even with accurate data, if transactions aren’t automatically updated in real-time, the connection between sales and stock is broken, and you’re back to manual reconciliation. This includes when stock is transferring from different areas withing the hotel, i.e. between bottleshop and bar.
Some pubs think they’re covered with a ‘technically integrated’ system, but if updates only happen once a day – or rely on someone remembering to manually sync the data – the numbers will quickly become outdated in the fast-paced pub environment.
Processes also matter. Stock counts rely on timely invoice entry, consistent coding, and proper POS use. When teams work around the system, it’s impossible to pinpoint the source of errors. Sound policies, procedures, and sufficient training are required.
When training staff, make sure it’s explained why these policies matter – teams that understand their impact build a personal ownership over the processes.
A better stocktake reveals more than what’s missing
A well-run stocktake doesn’t just measure inventory, it reflects how well the business is controlling its assets and managing its information.
Regular stocktakes, backed by a clear understanding of your stock values, provide valuable insights into your pub’s efficiency. They help you identify areas like rising storage costs for slow-moving spirits, understocking of your best-selling draught beers, and capital tied up in unpopular wines.
Stocktakes also help prevent loss, surfacing patterns in waste, theft or mismanagement before they escalate. Combined with solid systems and structured processes, it becomes a tool for forecasting and long-term decision making.
Our stocktake team specialises in helping pubs and hospitality venues streamline their inventory processes, reduce waste, and improve profitability.
By aligning your POS and inventory processes, you can unlock valuable insights, reduce losses, and build a more efficient business.
