BevOps -Transfer Process

Bevops - Weekly Transfer Process

(1) Assess Current Inventory Levels Across All Locations:

Follow the instructions below the day before the transfer (Tuesday for a Wednesday Transfer, Thursday for a Friday Transfer, etc.)

Current Transfer Days (as of 12/08/22) from 225:

• To 333: Wednesdays & Fridays

• To Moynihan: Wednesdays & Fridays

• To Greenpoint: Wednesdays & Fridays

• To Huntington: Wednesdays & Saturdays

• To Gov. Island (In season): Fridays

Prepare Transfer Planner & Transfer Planner Import Sheets

• Follow instructions in the Transfer Planner Import Sheet to export reports from Shopify/Data Export App. Copy/Paste into sheet.

• This info populates in the Transfer Planner sheet for a snapshot of whats available in inventory across all locations by Threes Beer (Cans), Threes Beer (Bottles), and Third Party Beer/Cider/Etc. Use this and the Weekly Releases schedule sheet to determine which SKUs need to be transferred to each location.

  • • TIP: General Rule of Thumb transfer quantities

      • • • Keep 10x cases each of Vliet and Logical in-stock at each location at all times

          • Weekly beer releases happen on Wednesdays, so all locations should have at minimum 5x cases of each new beer release transferred to them on Wednesdays.

          • Keep 5x cases of each can SKU in-stock at each location until 225/Ecomm inventory gets below 5x cases, then parcel out as needed. Keep 2x cases of each bottle SKU in-stock at each location. Replenish when stock gets to 1x case or below.

          • 3rd Party beers move significantly slower, so expect lower inventories comparatively.  3rd Party is "low" below 3x 4-packs or bottles.

          • Take any items "Off the Website" that are running too low to keep on the website. To do this, navigate to the item's Shopify product page. Remove the tag "Beer on Website" and uncheck "Online Store" from the Available Channels section in the right column of the product page. Items are taken off the website when any one of our locations runs out or runs too low on the item in available inventory so as not to oversell the product and cause problems fulfilling online orders.

(2) Plan Transfers: Moving Product Between Threes Locations 

Add Product to be Transferred to the Transfer Request Sheet

• All Items being transferred between locations MUST be noted on the Transfer Request sheet. This is the Source of Truth documentation for Transfers between O&O locations.

  • Bev Ops - Threes Beer & any 3rd Party Beer sold across all locations.

  • Ecomm - Merch

    • Merch transfer steps here.

  • GMs - Other (Liquor, promo materials, etc)

(3) Need Product from Union? Order from Union

Currently, we are ordering our own beer directly from Union to our own locations for certain SKUs. BevOps will order these on behalf of all locations, but GM's are encouraged to add on to, or edit any items they see fit, including 3rd Party solely for their location.

• Vliet - cases and kegs

• Logical Conclusion - cases and kegs

• SFY - cases and kegs

• Rotating IPAs made at SingleCut North

• Rotating Lagers made at Industrial Arts

Current Union Delivery Days per Location:

• Gowanus/225: Twice Weekly, on Tuesdays and Thursdays

• Greenpoint: Once a week, on Tuesdays

• Huntington: Once a week, on Tuesdays

• Moynihan: Twice weekly, on Wednesdays and Fridays

Email our Sales Reps to place orders, CC'ing location managers:

• Julian.Barbosa@unionbeerdist.com

• Ben.Silberman@unionbeerdist.com

(4) Accounting for Received Product - Updating Inventories

Shopify (Package Inventory) - Create Transfers

BevOps will create Transfers in Shopify for:

• Product that BevOps is transferring between our own locations

• *NEW* Deliveries from distributors, like Union, that BevOps places on behalf of another location. GM's should manually add product they order themselves to the Transfer OR have whoever receives the delivery manually update counts in Shopify.

NOTE: Each location is responsible for "accepting" the Transfers in Shopify on the day the Transfer is received, letting BevOps know if there are any discrepancies between what was actually received and what is in Shopify. Each location is responsible for accepting only the items they actually received in the Shopify Transfers, editing counts up, down, or rejecting any products not meant for them. Kegs, wine, and liquor will not be included in Shopify Transfers.

Create a Transfer in Shopify:

• • • Go to Transfers in Shopify

    • Select Create transfer

    • Enter Origin and Destination

    • Browse or Search for items > Select item > Select Add to transfer > Updated Quantity*
      *Make sure quantity matches item unit type eg. Beer - 4pk, Bottles - single unit.

    • After all items are added to the Transfer select Save in the top right corner

Draft List (Keg Inventory)

Each location will update their own location's Draft List inventory to include what is being transferred to them they received on an O&O Transfer, on the day of the transfer. Any kegs being received via Union or another distributor will be added to the Draft List by each location's team on the day the delivery is received. Be sure to update the Updated Date in the Draft List based on when ALL counts are accurate. If only a couple beer counts are accurate. Do NOT update the date until ALL counts are confirmed as accurate.

Transfer Log

BevOps will make sure to update the Transfer Log - BEER & OTHER ALCOHOL with all applicable transfer items. GM's will update the Transfer Log - WINE & LIQUOR if applicable. Non-alcoholic beer gets logged in the Beer Transfer Log, but any soda, seltzer, water, juice, etc. does not go on any of the logs.

(5) Prep-work for Transfers

Transfer Email to Location Teams

The evening before a Transfer, BevOps will email the lists of transfer items on a single email to all of the GM's, MoD's, Shops, and the Transfer Driver(s). The lists are copy/pasted from the Transfer Request sheet.

• Included in the email should be:

  • Transfer items lists for each location

  • Any special notes or callouts for the transfer driver

  • A count of current deliveries, if the driver will also be doing any home deliveries along their route, noting if any should be packed up and delivered on the way to Huntington. If that happens, those orders will be picked up from Huntington and brought back to 225 to replenish the 225 inventory. NOTE: All Long Island deliveries need to draw down Huntington's inventory.

  • Current location of the Threes sprinter van. Rob has access to the Apple AirTag in the sprinter van. The location should also be noted in the Delivery Plan sheet. If the van is out being used for deliveries at the time of sending the email, as is often the case, then the delivery driver should text the Ecomm google phone number with where they park the van. Transfer drivers should also be doing this at the end of their shift.

Print Transfer Packing Lists

2x copies of each location's Transfer packing list should be printed out from the Transfer Request sheet and put on a clipboard on the 225 walk-in. 1x copy stays with the driver and 1x copy is left with the transfer items, by the driver at each location, as a packing list "receipt" that each location will check their received quantities against. The driver should mark up the printed list by hand with any changes to the list on the day of the transfer. Changes will need to be made on both copies and also communicated to BevOps, for them to update in Shopify or the Transfer Log as needed.

Pulling Product & Packing the Van

Transfer items are often pulled the morning of the transfer, but can be pulled and palletized in advance at 225 if there is adequate space in the walk-in. The transfer driver(s) will otherwise pack the van the morning of the transfer with help from Alex on Wednesday mornings and potentially Friday mornings.

The van should be packed in an order so that items going to the final destination end up being packed deep into the van close to the driver seat, and the first destination items should be the first items inside the back doors of the van. Items should be packed so that they slide around as little as possible and balance the weight evenly across the body of the van. Kegs in particular should be organized so that they don't bounce around and cause damage to people or product.

Moynihan Transfers

All deliveries to Moynihan must be scheduled through the building, Moynihan Farley's website (https://moynihan-farley.sv3.us/auth/sign_in) Login credentials are in 1P for Anna. All deliveries muyst be scheduled at least 1 our before the delivery. Click schedule a new delivery and select Threefold Holdings as a Vendor in the drop-down search. On the right, select a time for the delivery, usually somewhere between 11:30am and 12:30pm. Make sure that Adam's email and your email are entered below to receive confirmation emails. Deliveries go through the loading docks, up the ramp. When a driver arrives they need to wait for security to check them in and have a sniffing dog checkout the van each time.

The rate for Saturday deliveries is $69.77/H.

Governors Island Transfers

Jessica schedules a weekly ferry ticket for the transfer driver. This will get emailed to BevOps on Mondays. BevOps will forward the email to the transfer driver scheduled for that Friday's transfer, as well as print it out on Thursdays and included with the printed Transfer packing lists for the drivers.

NOTE: For impromptu Transfers between 225 and 333 (A location is out of product and needs to grab it from the other location), Shopify Transfers and Transfer Log entries need to be created once product is moved. This is the responsibility of Ecomm or The Shop, whomever is the one taking the product.

(6) Post-Transfer Tasks

• Any items coming back to 333 or 225 on the Transfer should be left at those locations by the Transfer Driver. The 333 and 225 teams will need to accept those Transfers in Shopify once they confirm that they received the items that were due to come back to them

• The Transfer Driver will need to park the van near 225 in a legal parking spot that will not need to be moved for street cleaning the following day.

• BevOps will delete the transfer items from the Transfer Request Sheet and update the days and times to reflect the next upcoming transfer.

(7) Van Management

• • Ensure that the driver team:

    • Parks the van in legal parking spaces after every shift

    • Gasses up the van as needed and submits receipts

  • Administrative Management

    • Send monthly van mileage report to HUB Truck on the last Friday of every month (CAlbasini@hubtruck.com)

    • Keep HUB and insurance current for the van and in the van

    • Ensure that tolls are processed properly and paid for (EZ-Pass pays automatically)

    • Collect and file receipts in Google Drive (email to ops+ecomamex@threesbrewing.com)

    • HubTruck emails invoices monthly to invoices@threesbrewing.com and are automatically paid for through ACH debit transfers.

    • Monthly van rental should cost around $1,409 each month, not including the mileage fees (0.05/mile)

  • Ensure that the van is properly maintained internally and through HUB Truck (Long Island City Location)

    • 5-61 49th Ave, Queens, NY 11101

    • (718) 729-1653

  • Points of contact:

    • 1. Overall Contract Contact (CEO): Lance Kaufman (LKaufman@hubtruck.com)

      2. Long Island City location: Brian Caufield (BCaufield@hubtruck.com)

      3. Insurance:

         1. Jennifer Gelber (JGelber@hubtruck.com)

         2. Lisa Hespe (LHespe@hubtruck.com)

      4. Billing:

         1. Harriet Goldenberg (HGoldenberg@hubtruck.com)

         2. Mileage - Carol Albasini (CAlbasini@hubtruck.com)