In your venue, you may have batched items, also known as pre-mixed cocktails. In order to inventory your batched items properly, you’ll need to follow a series of steps.
- Create items for all of your batches
- Designate the ingredients in the batched item and their ratio
- Connect the ingredients to the item
You’ll find detailed instructions for each step below.
STEP 1: Creating a Batched Item
In order to track your batches, you need to create items for them and count them in your inventory. You can’t measure what you don’t track.
If you have multiple sizes of a batched item (for example, you keep a batched Negroni in a 750ml, and a 1.5L bottle) create a separate item in WISK for each size. You’ll be counting them whenever you take inventory.
To create a new item:
1. On the WISK Web Portal, go to Items > Items
2. On the top right of the page, click Actions > Create new bottle
3. Add the details of the batched item. At a minimum, you’ll need to include the name, volume, and category. For the cost/unit, you’ll get that value later in the process and can add it then. Click “Save”
Note: If you’ll be weighing the batched items when taking inventory, you can add some full bottle weights now, or during the inventory.
See here for more information:
4. Repeat this process for all of your batched items.
STEP 2: Designate the Ingredients in the Batched Item
With your batched items created, WISK doesn't know what’s inside the bottle yet.
With all of your other items, there’s just one ingredient in the bottle. A bottle of Jameson is exactly that, but a pre-batched cocktail contains multiple ingredients, and you need to tell WISK what’s inside and how much.
To do this, you’ll create a placeholder POS Item that contains the ratio of ingredients in the batched item. In step 3, you’ll link the ingredients in the POS Item to the batched item.
To designate the ingredients:
1. Go to the POS Items page on the WISK Web Portal
2. Click Actions > New POS Item
3. Give the POS Item a name that describes the batch, and enter a POS Code that doesn’t match any other items (for example, if all your POS Codes are 4 digits, use something that differentiates it from the other items.)
4. Click “Save”
5. Click into the “WISK Item” field to add the exact ingredients in the batch item. If there are non-alcoholic items that contribute to the volume of the batch (juices, etc), add them. If the non-alcoholic ingredient isn't already in your venue's item list, create new items for them or create a generic item called "Non-Alcoholic Batch Ingredients".
6. Select the WISK item, add the quantity used, and click Add.
7. The item is added to the POS Item. Continue adding the ingredients.
8. When all of the ingredients are added, click the “Batch” checkbox.
Note: Make sure that the ingredients add up to the volume of the item. In the example, the Negroni batch is 750ml, and made up of 3 ingredients, each at 250ml.
9. Make a note of the value under “Cost”. This will be what you enter under Cost/Unit. Then click “Close”
STEP 3: Connect the POS Item to the Batch Item
After creating the batch item, and setting up the ratio of ingredients in the POS Item, the next step is to link them together. To connect them, follow these steps:
1. Go to the Items page on the WISK Web Portal
2. Search for the batch item (At this time you can add the Cost/Unit)
3. Click “Columns”
4. Click the “Batches” column to toggle it on
Note: If you don't see the Batches column, check the batch POS Item and make sure the "Batch" box is checked.
5. Click into the batches column that appears and you’ll see your batches POS Items in a dropdown list. Click the one that corresponds to the batched item (If you don't see it, please refresh your browser).
6. The batched item is now linked to the ingredients in the POS Item.
Now that the items are linked, when you take an inventory, you’ll count the batched items. The batched items are then converted back to the base ingredients when viewing consumption and variance so you’ll see your overall usage of each ingredient.
Mapping POS Items that use Batched Items
While you had to create a POS Item to designate the ratio of ingredients, you likely have multiple POS Items that sell the batched item. You can now search for the batched item and add it to that POS Item instead of adding the individual ingredients.