Bar and Beverage Stocktake Sheet

Who this is for

A bar count that shows movement, not just a total. Opening count, what came in, closing count — with usage worked out per line and the closing stock valued at your own cost price.

Bar supervisors, pub landlords, club stewards and event bar crews who count at the end of a period and want the usage figure without a calculator.

What this helps you track

• What was on the shelf at the start of the period and what is there at the end
• Deliveries received in between, so the usage figure is honest
• How much of each line was used, worked out for you
• What the closing stock is worth at your own cost per unit
• Which lines run down fastest, from one period's sheet to the next

How to use it

1. Write the venue, the bar or area and the period the count covers, then who is counting and who is checking.
2. List each line by name and unit — bottle, keg, case, litre — and be consistent between counts, because the usage figure depends on it.
3. Copy the closing count from your last stocktake into the opening column, then enter every delivery received during the period.
4. Count what is physically there at the end and write it in the closing column. Count part bottles however your venue normally does and keep to that method.
5. Enter cost per unit; usage, line value, the totals and the summary are worked out in the browser and the workbook. On paper, add the opening and deliveries and subtract the closing count.
6. File the sheet and carry the closing figures forward as next period's opening column.

Formats

• Printable PDF (A4 and US Letter)
• Fillable PDF with form fields
• Fill in online, saved in your browser
• Excel / Google Sheets workbook

The printable is laid out inside a box that fits both A4 and US Letter, so the two files are identical and neither one is scaled. The fillable PDF has real form fields. The workbook uses plain formulas only — SUM, IF, COUNTIF and the like — so it opens in Excel, LibreOffice and Google Sheets without anything breaking, and every calculated cell is grey so you can see which figures it worked out.

How to print

Download the A4 or US Letter file to match the paper in your printer, open it in a PDF reader and print at 100% — not "fit to page", which shrinks the writing space. Both files leave a 14 mm margin, which clears the unprintable edge on home printers. To print the online version with your entries in it, use the Print this sheet button, which prints only the sheet and none of the page around it. More on printing.

Questions

How do I count part bottles?

Whatever way your venue already does — by tenths, by weight or by eye — as long as every count uses the same method. The sheet does not impose one, because a changed method makes two periods impossible to compare.

Does it work out a gross profit percentage?

No. It gives usage in units and the value of stock held, which are facts from the count. Turning those into a margin needs your sales figures and your own pricing, which stay in your till system.

Can I count the cellar and the bar separately?

Yes, and it is usually clearer to. Print one sheet per area with the area named in the header, or keep a separate browser copy for each; both can be totalled afterwards.

What about glassware and bar equipment?

Those are assets rather than stock, so they sit better on an equipment inventory. This sheet is for what gets poured and sold.