In March 2024, we introduced the concept of inventory locking. This change was necessary to provide improved dashboard reporting.

This means when you submit an inventory count, you now have a window to make changes and make sure all your data is in place.

Inventories are locked 45 days after submitted, but you can adjust this in your venue settings. ​After that time, you won't be able to make changes unless the inventory is unlocked by an account Admin.

Before the inventory is locked, make sure:

These are the same steps to get accurate consumption and sales data to view your variance.

Once an inventory is locked, you can't edit the inventory or add invoices, depletions, returns etc before the date of that inventory.

Additionally, none of the sales, consumption or variance data for that inventory period will change. The benefit is that any changes made after the locked inventory won't affect your past data.

For example, if you change an ingredient in a POS Item after locking an inventory, it only applies to sales of that POS Item moving forward. Before this change, any updates to POS Items would apply to all historical data.

On the "Inventories" page, the "Lock Status" column shows whether an inventory count is locked or unlocked.

When you submit an inventory count, it's scheduled to lock automatically. The default is set to 45 days after the inventory was submitted, but you can adjust this as needed.
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When you view the completed inventory count on the WISK Web Portal, the scheduled locking time displays along the top of the window:

When it reaches the scheduled time the inventory is locked and cannot be edited.

If you click the timeline tab you will see that the inventory was locked by the scheduled system update action.

If you need to adjust the 45 day default window for locking an inventory, you can do this in the venue settings.
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The default 45 day window was chosen to account for venues that take inventory on a monthly basis and provides enough time to get all invoices in.

Note: Changing the number of days only applies to new inventories moving forward.

To change the locking window:

If all your data is in place and you want to lock the inventory before the scheduled time, users with the "Admin" role can lock an inventory manually.

To lock an inventory count:

When an inventory count is locked, you can only view the inventory details on the WISK Web Portal.

It is read only and there are no options to adjust the date or inventory counts. The only change you can make is to add a description for the inventory.

Since locked inventory counts cannot be edited, they are not stored in the WISK mobile app and don't appear under your "Inventories History".

Note: If you unlock the inventory it will appear in the mobile app.

When an inventory is locked, you cannot add or edit any existing movements before the date of that inventory. For example, in this venue our Feb 19th inventory is locked.

When adding an invoice/return, the days before the locked inventory are greyed out from the date selector.

If you try to select a date before a locked inventory in the mobile app, it will automatically adjust the date and time to the first possible time. This is normally one minute after the last locked inventory start time.

If a movement is dated before the locked inventory, it has a lock icon on it and is read only.

You are also blocked from changing the date of an existing movement to a date before the locked inventory as shown in the "Adding" section above.

In most cases your sales data should import into your account without issue before the inventory is locked.
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If you upload sales data manually, make sure you upload it before the inventory period is locked. You are not able to add sales to a locked inventory period.

If you have an API integration and want to reimport sales data, you can't do this for locked inventory periods.

One of the biggest benefits to inventory locking is that it provides more accurate reporting.
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When you lock an inventory, it saves all POS mapping at the moment it is locked.

If you then go on to change the amount of an ingredient in a POS Item, or swap it out for another item, those changes only apply to sales of that item moving forward.

Previously when you made changes to a recipe, it applied those changes to your historical data.

In this example, we have locked our February 19th inventory and want to change the gin used in our Gin Martini POS Item.

We were previously using Bombay Sapphire, but have now switched to Tanqueray.

By changing the ingredient, it will apply to all sales of the Gin Martini after February 19th, however the historical data is preserved.

If we look back at our variance from previous inventory periods (Feb 12 - Feb 19th), we see sales of the Gin Martini with Bombay Sapphire as the ingredient.

Click the "Details" button to see the full sales history for the selected inventory period. The sales of "Gin Martini" with the Bombay Sapphire appear.

For any inventory period after the locked inventory (Feb 19th), the updated POS Mapping is applied.

If we look at our variance for the period of Feb 19 - Feb 26, we see sales of "Gin Martini"with Tanqueray as the ingredient.

Click the "Details" button to see the full sales history for the selected inventory period. The sales of "Gin Martini" with the Tanqueray appear.

Similar to POS Items, when an inventory is locked, the batches are also locked.

If you then go on to change the amount of an ingredient in a batch, or swap it out for another item, those changes only apply to sales of that item moving forward.