Stock numbers drift because every site counts, records and reports a little differently. Good multi-site restaurant inventory management fixes that by getting every site to log counts, deliveries, transfers and wastage the same way, in one place.
What is stock drift?
It's the gap between what your records say and what's actually in the walk-in.
At two sites you can carry it in your head. At eight, you can't. The data's there. There are just eight versions of it, and none of them agree.
What causes stock numbers to drift?
Not one big mistake. Lots of small, normal ones.
- A spreadsheet per site. Different item names. Different units.
- Close-down counts done differently. Sunday night at one site, Monday morning at another. Cases here, units there.
- Short drops not logged. The records show stock that never came through the back door.
- Wastage not logged. Binned stock still looks available.
- Transfers on a nod. Site A lends Site B a case of cups. Nobody writes it down.
Why does it get worse with more sites?
More sites, more counts, more deliveries. More chances to miss one.
More people means more habits and more "I'll update it later". More suppliers means more swaps and more delivery notes to chase.
What does drift cost you?
Two things. Often at the same time.
Stockouts. The records say you've got it. The shelf says you haven't. Items come off mid-service. Someone does a cash and carry run.
Over-ordering. The records say you're low. You're not. Short-life stock goes out of date. Cash sits on the shelf. GP slips.
The worst bit: one site runs out of something while another bins it. Same product, same week. Nobody sees both.
Why do GMs stop trusting the numbers?
Catch the numbers being wrong twice and you stop believing them.
So GMs order "a bit extra, just in case". They keep their own notes. They ring the site instead of checking.
Now you've got a stock system nobody trusts, and a lot of gut feel dressed up as data.
How do you stop stock drift across sites?
Counting more won't fix it. Counting the same way will.
- One setup for every site. Same item names, same units.
- Consistent close-down counts. Same items, same rhythm, every site.
- Deliveries checked against the order. Log what arrived, shorts and refusals included.
- Transfers logged at both ends. If stock moves, both sites' numbers move.
- Wastage logged, even roughly. Rough beats none. It shows where GP is leaking.
Quick test: pick one high-volume item. Ask every site manager how much they've got right now. Compare it with your records. Where the answers differ, that's your drift.
Where does Edify fit?
Edify is a restaurant stock management system for multi-site operators. Stock counting, waste and transfers, and deliveries recorded against orders, across your sites in one login.
FAQ
Why don't my stock figures match the shelf?
Usually because counts, deliveries, wastage and transfers are logged differently at each site. Small gaps build up.
How often should restaurants count stock?
High-value and short-life items more often. What matters most is doing it the same way, on the same rhythm, at every site.
What causes over-ordering?
Low trust in the numbers. When GMs don't believe the records, they order extra just in case.
