General Inventory Summary and SOPs

General Inventory Summary and SOPs

System Summary

The goal of our inventory system is to ensure that no one tries to buy something that is not physically available for their Shipping Method (Delivery, Shipping, Pickup at each location). We should try to reasonably balance products between locations, but that's secondary to the first point. If we have to remove things from the main website pages, and sell by walk-in/on-prem and/or local specials page only, that's fine.

Inventory Management Guidelines

• Ordering and Transfers

  • When possible, place orders for each location separately so we can easily assign COGS and manage inventory by making the full invoice for one location.

  • When we place one order that we then distribute between location, we must record that in the transfer log.

  • Every month, we report on the current inventory of every product at every location and we report the transfers.

• Website Visibility

  • All products on our website are visible in the navigation and on collection pages by being part of a Collection.

  • Collections should have inventory minimums so that products fall out of them automatically when the inventory gets too low.

  • Each product should have a Shopify Flow set up to email the owner when the inventory gets too low.

• Rebalancing Inventory

  • Let's not move small amounts of inventory between locations. It will make a mess of COGS and will make us crazy.

  • Let's not move inventory more than once. When we order or make a new product, we distribute it and it stays there.

  • To manage inventory imbalance issues, we should remove products from the main website pages and/or go to walk-in only as necessary instead of moving things everywhere.

• Remove From Main Website Pages

  • When inventory gets too low to keep at all locations, we’ll sell to walk-ins or local specials page only.

• Monitoring and removing from website

  • If we wanted to limit shipping methods, then we could write in the product title and product description of each product description where it is available and we do have ways to manage website accessibility to different products.

  • Pickups availability: Monitor themselves with zapiet cart page based on inventory at that location.

  • Delivery availability: Manually removed from delivery product list by location.

  • Shipping availability: Can be pulled by tagging it No-Shipping.

Retail Inventory Responsibilities by product, task, and category

• Responsibilities by Task

  • Monthly Inventory Count and Reporting: Local GM

  • Scheduling and Coordinating All Transfers: James

  • Transfer Log: James for Alcohol, Alyssa for Merch, Packaged Food, Coffee

• Responsibilities by Product

  • Responsibilities include:

    • Selection

    • Ordering

    • Monitoring inventory

    • Ensuring Square POS buttons or Shopify product pages get created (but not necessarily creating them, consult with the marketing team on that)

    • Confirming product details are all accurate based on our product page guidelines

    • Adding or removing inventory and products from Shopify or Square

  • Responsible Parties

    • Beer

      • Owner: James with GMs

      • Documentation

    • Wine and Liquor for On-Prem, To-Go (Walk-In, Pickup)

      • Owner: GMs with Anna

      • Documentation

    • Merch, Packaged Food, Coffee, Wine for E-Commerce (Delivery, Shipping)

      • Owner: Alyssa with Support of GMs

      • Documentation