Welcome to the Food Stocktaking website, my name is Phil and I provide a professional Food Stocktaking and processing service to:

Restaurants, Fast Food Restaurants, Cafes, Café Bars, Coffee Shops, Hotels and Takeaways in Stoke on Trent and Newcastle under Lyme. Also Bar Stocktaking for venues selling Alcohol: Restaurants, Café Bars, Hotels, Pubs & Clubs etc.

I'm available Monday to Friday, most weeks of the year for stocktakes in Stoke & Newcastle, Staffordshire. Stocktake results are available on-site, on the day in a printed report and can also be sent to an authorised email address. 

For the current prices charged, please view them on the Prices page.

This service is available to Independent, Chain and Franchise operators, all are welcome.

NOTE: If you sell Alcohol at your venue, it will be counted and processed on a separate report as shown on the sample reports. Availability is limited for Bar stocktakes as I mainly focus on Food stocktakes.

I have over 40+ years of experience in this line of work having worked in the Hospitality sector since I was 18 (I'm nearly 60) and I can provide you with a detailed and Informative service whilst helping you to reduce waste and Increase Profit at your venue. To enable me to conduct and process your stocktake in a professional and accurate manner, please read and follow the Information and Instructions set out below, there are also examples of the reports used to analyse your stock and process your result which are shown on the Sample Reports page.

To get in touch with me If you need more Information or wish to make a Booking, please email me in the first Instance using the form on the Contact page, I always respond to genuine enquiries within 24 hours Maximum.

 

HOW TO DO A FOOD STOCKTAKE:

To do a food stocktake, organize your storage areas and I'll count all items in the exact order they sit on the shelves. I will record the quantities and current costs of every ingredient using the latest Information provided to me, the Stocktaker by you, the Client.

We need to follow these steps for a highly accurate and efficient food stocktake:

 

1. Preparation

  • Set a Schedule: We'll need to conduct your stocktake on the same day and time each week, 4 weekly or per calendar month. It is best to do it outside of busy service hours, ideally just before new deliveries arrive and before the start of trading for that day.
  • Tidy Up: Organize your storerooms, walk-in fridges, and freezers. Group items logically by category (e.g., produce, dry goods, proteins) and label your shelves so items are always in the same place.
  • Prepare Tools: I'll have my own clipboards, pens, a kitchen scale, and a calculator or tablet.

 

2. The Counting Process

  • I'll use a "Shelf-to-Sheet" Layout: I'll count your stock from Left to Right starting at the Top and working my way down to the Bottom. This prevents bouncing around and missing items. My stock sheets and the report are broken down into stock groups and Alphabetical order.
  • Consistent Unit counting: I know how to count each item (by the unit, case, or weight). For example, a bag of flour can be counted by the kilogram, while individual spices can be counted by the item.
  • Never Guess an Items weight: I'll never guess, I will always weigh loose items rather than guessing.

 

3. Valuation and Calculation

Once I have completed your stocktake I can calculate your purchases, cost of goods sold, what the closing stock value is, any stock credits, the waste at Cost and what Profit has been made in the period. We can then discuss the result and address any Issues raised regarding the stocktake and result. Your closing stock value will be the opening stock value on your next stocktake.

 

4. Best Practices for Control

  • Practice FIFO: Implement the "First In, First Out" rule to ensure older stock gets used first. Label everything with dates to minimize spoilage.
  • Track Wastage: Keep a separate wastage log to track spilled, burnt, expired food and Fridge or Freezer breakdowns. This will be shown as waste allowances and will be used to provide a theoretical Profit and margin% if your result is below expectation. Ensure you keep records of all Purchases and Credits too and ensure these records are kept up to date and accurate to ensure correct results.
  • Monitor your venues GP% Margin: Think about setting a MINIMUM GP% Margin. This can show any discrepancies with your result but bare in mind this may fluctuate as Cost prices are constantly changing.
  • Record Keeping: It's most Important to keep accurate and up to date records of your Takings, Deliveries, Credits and Waste to enable me to provide you with your results, I'll also need a PDF copy of your EPoS, PLU Sales report for the period in question, without this Information, I may not be able to provide you with a result.

 

HOW TO DO A BAR STOCKTAKE:

Conducting a bar stocktake involves physically counting all open and sealed inventory, recording deliveries, and comparing actual usage against your sales to calculate pour costs and identify shrinkage.

Follow these steps for an accurate and efficient stocktake:

 

1. Set a Consistent Schedule

  • When: Count at the same time and day every week, 2 weekly, 4 weekly or Per calendar Month (usually Monday morning before opening or Sunday night after closing).
  • Rule: Make sure no deliveries are received or products moved during the counting process.

 

2. Organize Your Cellar & Stock Rooms

  • Group your stock by category (e.g., spirits, beers, wines, mixers) and arrange shelves alphabetically or by product type.
  • Ensure all storage areas (back bar, cellar, walk-in stock rooms) are well-lit and accessible.

 

3. Record the Actual Stock

  • Full bottles & cases: Count unopened, full units (e.g., 5 full cases of Heineken).
  • Open liquor bottles (The Tenth Method - can also be counted in Twentieths): Visually divide the remaining liquid in an open bottle into tenths (0.1 to 0.9). For example, if a bottle of Tito's is three-quarters empty, it is 0.25 full.
  • The Scale Method: For better accuracy, use a Bluetooth digital scale. Weigh the open bottle and subtract the empty bottle weight to calculate exactly how many ounces or millilitres are left.

 

4. Factor in Deliveries, Wastage & Security

  • Keep a log of all incoming invoices, product deliveries and credits, and recorded wastage (spills, free drinks, expired beer) during the stocktaking period.
  • Check all deliveries on receipt and report any discrepancies Immediately
  • Keep all stock rooms locked and secure to avoid theft
  • Don't leave stock like full bottles of spirits on back of the bar, a full LOST bottle of 1.5Litre of spirit could cost you £150 at retail.

 

5. Calculate Your Usage & Variance

  • I'll compare your actual usage to your Point-of-Sale (POS) sales report. Any missing product that wasn't sold or recorded as waste is your variance and with all of the Information provided above and the counted stock, a result can be obtained showing surplus/deficit and variances which need to be addressed to prevent further losses.

 

6. Best Practices for Control

  • Practice FIFO: Implement the "First In, First Out" rule to ensure older stock gets used first. All of you Bar stock has sell by or use by dates on the product. Ensure you rotate all stock to avoid out of date Items, I don't give an allowance for this as it's poor stock management. I will give you an allowance for slow moving Items going out of date if you reduce them to clear.
  • Track Wastage: Keep a separate wastage log to track you Bar waste over the stock period: Fobbing, Breakage, Spillage or going out of date. Also, keep a record on any offers or promotions you run at your venue as they do have an effect on your results.
  • Monitor your venues GP% Margin: For a Bar GPM %, I recommend a Minimum of 55% overall.

 

  • Record Keeping: It's most Important to keep accurate and up to date records of your Takings, Deliveries, Credits and Waste to enable me to provide you with your results, I'll also need a PDF copy of your EPoS, PLU Sales report for the period in question, without this Information, I may not be able to provide you with a result.

 

Click the link below to view both the Basic and Detailed sample reports in use with most clients.

(See the Prices page for details or Contact page if you wish to get in touch with me).

 

All of the above same principles apply to both Food and Bar venues. If you need help or advice about anything, get in touch using the contact page, sending me your mobile, and I'll call you back.

 

Sample Reports are available to view, click here.

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