Stock issues

Tilling Systems

When used to their best possible advantage modern Electronic Point of Sale (EPoS) tilling systems provide a range of valuable tools to assist in the management of the club’s bar and takings. Features of modern tills include:

  • Live sales tracking and stock reports
  • Time clocks for managing staff time and productivity
  • Remote access usually in the Secretary’s office
  • Stock system integration
  • Member’s loyalty scheme
  • Wide range of management reports
  • Touch screen interfaces

EPOS systems vary by manufacturer but should include a remote computer terminal which only the Secretary or appointed officer should have access to. Officers can view audit logs of all transactions, keeping an eye on business as the club trades. Bar takings should be checked on a regular basis and readings agreed to the bankings of cash to ensure they are complete and banked on a timely basis.
There are a wide range of management reports which should be made available to the Finance or full committee to:

  • Check to ensure reconciliations can be undertaken of stock and cash.
  • Review stock levels
  • Review staff hours for the basis of preparation of the weekly payroll
  • By comparing bar takings report to staff hours helping decide when staff are most needed.

The stock reports should be made available to the club auditors and stocktakers. Most stocktakers offer a till reconciliation service running alongside the normal stock periods which can be a useful control in helping to discover discrepancies.

The systems are not without problems. We have encountered many clubs who have invested heavily in EPOS systems but have not had the officers with the time and skill to manage the systems; the remote computer terminal ceased to be used and the system becomes an expensive white elephant. Many tilling systems are touch screen, where prices of beers are the same, staff get into the habit of touching the same items and not entering each sale individually, this can cause problems in the reconciliation of stock reports. Finally, the problems of leasing has been highlighted in the past with clubs being tied into long term and expensive lease agreements; if the club cannot afford to buy the equipment outright, ensure the contract is thoroughly reviewed if necessary by the club’s professional advisors.