Excise register - the daily bottle register for liquor

Bars and restaurants with a liquor licence usually have to keep a daily register of bottles. The Excise register builds one for you from the stock movements AirQR already keeps: what was in the cupboard in the morning, what came in, what was poured, what broke and what is left at night. It is for owners and managers.

Formats differ by state - check with your excise consultant. AirQR does not claim to produce any state's official form. It gives you a clear ledger of bottles and ml (with your licence details on top) that you or your consultant can copy into the form your state asks for.

Switch it on

1. Open Inventory → the gear (Settings) → Excise register.
2. Turn it on for the outlet you are working in (each outlet has its own switch, because each has its own licence).
3. Fill in the labels that are printed on the register: State (pick from the list or type it), Licence number, Licence type and, if you like, your own Register title (the default is "Daily stock register (liquor)"). They are only labels; no state rule is built in.
4. Tap Save.

An Excise register tab then appears next to Reports (Inventory → Reports → Excise register).

Only stock items of kind Liquor with the ml in a bottle set appear. Everything is worked out in the outlet's own time zone, so "yesterday" means the outlet's yesterday.

Reading the register

Choose One day or a Date range. For every bottle you see:

• Opening: what was on hand at the start of the day, as bottles and ml ("3 bottles + 450 ml").
• Received: stock-ins (voided ones taken out).
• Transfers in and Transfers out: bottles sent between your outlets.
• Sold: what the sales deducted, with the pegs by size ("30 ml × 20, 60 ml × 5") where your recipes say how many ml each size takes.
• Breakage / wastage: wastage you recorded.
• Adjustments: stock counts that were approved, prep production and other corrections.
• Closing: opening plus what came in, less what went out. It always reconciles with the movements.
• Physical count and Count variance: shown when a stock count of that bottle was done that day and approved, with how far the count was from what the system expected at that moment.

Print, CSV and signature

• Print opens an A4 landscape page with your business name, the outlet address, licence number and type, the date, a row per bottle, totals, page numbers and a line for the licensee's or manager's signature. Use your browser's print dialog.
• Download CSV gives the same figures for a spreadsheet, in bottles and ml.

The business day

Some bars close their books after midnight. Under Settings → Excise register set Business day ends at (default 00:00; many bars use 04:00). Day N of the register then runs from N at that time until N+1 at that time, in the outlet's time zone, everywhere the register picks a day. You can also switch on List every liquor brand to show brands with no stock and no movement.

Quantities of a past day use the bottle size an item has today: AirQR does not keep a history of bottle sizes.

Close the day

Tap Close the day (for a single day) when the day's figures are final. AirQR stores the day exactly as it stood. From then on that day is shown from the stored copy, so it cannot quietly change. If a stock-in or wastage dated into that day is recorded afterwards, it does not alter the closed figures: it appears in the After close column (and a warning) so the difference is visible. Only a finished day can be closed (a day before the current business day), and only once. An owner can Reopen day: the stored copy is deleted, the day is live again and the change is written to the audit log. Date ranges are always live; only a single closed day is printed from its stored snapshot.

In an outlet with several stores, the physical count shown is the whole-outlet count. If only single-store counts exist that day, they are added up when every store was counted; otherwise the cell says "partial" with the stores that were counted and shows no variance.

Troubleshooting

• No Excise register tab: turn it on in Settings for this outlet.
• A bottle is missing: its stock item must be kind Liquor with ml in one bottle filled in.
• Pegs show only ml: the dish's size has no recipe line for that bottle, so AirQR cannot say how many pegs it was. Use Link pegs to bottle on the recipe.