Properly Receiving Your Liquor, Beer and Wine Inventory Order

 

Did you know that once your liquor, beer and wine inventory is delivered to your door and you sign for it, it is legally now yours? Would you just sign any piece paper that could you hold you legally responsible for hundreds if not thousands of dollars without reading or verifying what you are signing? Then why would you do that when you receive your liquor, beer and wine inventory orders? Every order your business receives must be verified before the invoice or packing slip is signed by a responsible person on your team that can be trusted and whom is trained to perform this task.

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So what are the steps to follow? The first step is to compare the invoice you are about to sign against the purchase order your company placed with the supplier. It is important that you cross reference what you placed as an order and what is actually being received are identical, exceptions being back orders and replacements you have been made aware of before the delivery. So what are you comparing? In the case of wines, you start with the varieties but also the vintages. In the case of liquor and beer, you want to make sure you are receiving the proper package sizes and quantities. In all scenarios, you want to compare the prices you were quoted versus the prices you are being charged. In the end, the extensions should be equal, dollars and units.

 

Once this is done, the second step is actually opening the boxes and making sure the quantities and brands/varieties match. You want to make sure you are not receiving product that is damaged. For example, if the label on a bottle of wine is scratched or scraped, will you be comfortable serving it to your customer? What about your beer are you getting the freshest beer possible or worst yet, is almost or already past due?

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If the orders you receive and the invoice are not in line, it is at that point you request a credit memo highlighting any discrepancies. Make sure the credit memo clearly indicates the reasons: wrong product, price, missing product...this credit memo should be documented on the invoice itself or by way of a separate for attached and initialed by all parties and stapled to the invoice reflecting the discrepancies.

 

The final step is to take the order and store it. I recommend you have liquor, beer and wine inventory software that can generate a report indicating the name, time and date the liquor, beer and wine inventory order is being received. You should then make a print out of the receiving report, staple it to the packing slip or invoice and send it to accounting for payment. By doing the following, you will have a check and balance between what you are purchasing and the liquor, beer and wine inventory on your shelves ready for re sale.

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