Craftable

Craftable is our Inventory Management System.
The beverage side is called Bevager and the food side is called Foodager.

Craftable Workflow

1. Upload Invoices
2. Review Invoices: Map Items, Approve Invoice
3. Create pours/recipes for items
4. Link POS items to the recipes
5. Take a Monthly Audit (Inventory)
6. Review Inventory, Analyze shorts, etc.
7. Based on this insight, how can you better optimize
the program, reduce waste, etc.?

    1. We'll need you to scan every invoice through Craftable.

    2. To do this, download the Foodager app and the Bevager app.

    3. If you invoice is food-related OR non-F&B related, use Foodager.

    4. If beverage related, use Bevager.

    5. When you get an invoice, please check off to make sure you've received everything and sign it.

    6. Open the app, click the menu on the left hand side and click "Image Vault"

    7. Click Upload

    8. Take a picture of the invoice

    9. Click Upload

    10. Write CRAFTABLE on the top of the invoice and put in the folder. YOU ARE DONE.

    1. In Craftable, some invoices are shared between Food & Bev.

    2. These invoices need to be marked as 'shared' by both zones- usually accounting does this, and they sometimes show up in both the food & bev portal. Whoever is the last to see the shared invoice is the one who approves it.

    3. The Food team will mark NA items as bev and then pass the invoice over to Bevager. Then, we see the invoice with all the food items un-editable in gray, and the NA items we can edit like usual in blue.

    • You might also be thinking, what about shared items, like citrus?You do not need to worry about shared items like citrus.

    • To cut down on paperwork and your time, we have pre-divided these up between kitchen and bar and each zone takes their stuff. For instance, the bar carries the load of most of the citrus cost, since most is used for bar drinks. We carry a little extra citrus, but then we do not worry about things like transferring the sugar/spices/herbs for bar drinks. The kitchen carries the load of all those items.

    • Is this exact to the penny? No, it is not 100% perfect-- but the idea is to avoid spending hundreds of dollars in labor each month tracking down the precise split of what is usually less than .001% of our sales in shared spices, etc.

    • You should also be coding based on the sales category in which the items are being charged.

    • Instead of thinking "is this item defined by society a non alc bev, a spirit, or coffee?" think "Under what category do we capture sales for this item?" and then code it as the sales capturing category. We do this to save paperwork time at the end of each month making hundreds of transfers of vermouth to spirit, oat milk to coffee, etc.

    • For instance:

      • Oak Milk - technically NA, but nearly all Oat Milk is sold in a coffee drink and captured as coffee sales. SO, Oak Milk should be coded as a coffee expense.

      • Vermouth - technically wine, but nearly all vermouth is captured as sales in a spirit drink, like a Manhattan. So, vermouths should be coded as spirit cost.

      • Agave- technically a food, but nearly all agave is captured as spirit revenue because we serve it in pretty much cocktails only.

    • Once in a while, you will come across a truly cross-category item (like milk). On those instances, make your best judgement. At the other houses we code half n half as a coffee expense, and milk as a kitchen expense, since the kitchen uses most of the milk, and the coffee program uses most of the half n half.

    • There is a weird thing that happens with the AI when it codes the wine invoices from certain distributors that include case and bottle prices (Williams Corner and Potomac). Please call Erin at 347-414-1896 when you do these the first time to avoid major miscoding errors.

    • The AI does not know which price to pull, so sometimes on the same invoice, you will see a bottle price for one item, and a case price for another.

    • Essentially, it will ask you how many units in the amount, and you have to put in the units of whatever price it shows. Sometimes it shows the bottle price. Sometimes the case price (of a 12, 6, or 3 pack case). So if the item title says "Malbec - 12 750ml bottles" but shows the price as $9, the AI read the case label title, but the bottle price.

    • Then Bevager asks "How many units?" If you say 12 units from reading the title, it will calculate the cost of a bottle of wine as $9 divided by 12. Your inventory $ will be off and your COGS will skyrocket.

    • So always look at the PRICE IN GREEN and put the amount of units that price is for. I'd love to share a screen and show you - please reach out.