Stock Counts
Regular inventory counts keep us from running out of supplies and help the manager spot issues like waste, theft, or ordering mistakes. Here is how we do it.
Paper first, then the app
The paper Monday count is still the record. A manager (the Inventory tab is manager/admin only) then enters it in the staff portal under Inventory → Quick Count, which lists items in walk order (fridge, front, freezer, counter, back bar, dry storage, storage room). Count items you didn't change too: an unchanged count still tells the reorder forecast the number is fresh. See muse-admin/INVENTORY_OPERATOR_GUIDE.md in the repo for the full process.
Schedule
| Count Type | When | Who | Duration |
|---|---|---|---|
| Weekly full count | Monday (closed day) | Assigned staff member | About 1 hour |
| Daily quick check | Every opening shift | Opening staff | 5-10 minutes |
Why Monday?
The shop is closed on Mondays, so you can count without interrupting service. The manager will assign someone to come in for about an hour to do the count.
Daily Quick Check (Opening Shift)
This is not a formal count. Walk through the shop and make sure you have enough to get through the day.
- Cups, lids, straws -- At least 1 full sleeve of each behind the counter?
- Non-dairy creamer and drink powders -- Enough at the drink station and in back stock?
- Cooked tapioca pearls -- Enough dry pearls to cook batches for the day?
- Syrups -- Pump bottles at least half full?
- Tea leaves -- Jars behind the counter at least a quarter full?
If anything looks low, note it on the Reorder Whiteboard and message the manager.
Weekly Full Count
What to Count
Count everything in these categories:
Perishables (refrigerator and counter)
| Item | Unit of Measure |
|---|---|
| Whole milk | Gallons |
| Oat milk | Cartons |
| Fruit tea syrups | Bottles |
Toppings
| Item | Unit of Measure |
|---|---|
| Tapioca pearls (dry, uncooked) | Bags |
| Popping boba -- peach | Bottles |
| Popping boba -- passion fruit | Bottles |
| Strawberry heart jelly | Containers |
| Lychee jelly | Containers |
| Mango star jelly | Containers |
| Coffee jelly | Containers |
| Marshmallow topping | Containers |
Tea Leaves and Powders
| Item | Unit of Measure |
|---|---|
| Black tea | Bags |
| Green tea | Bags |
| Oolong tea | Bags |
| Jasmine tea | Bags |
| Matcha powder | Tins |
| Taro powder | Containers |
| Non-dairy creamer powder | Containers |
| Thai milk tea powder | Bags |
| Original Cream Cap Powder | Bags |
| Cheese Creamer Powder (Sea Salt Cream Cap) | Bags |
| Cocoa powder | Containers |
Syrups
| Item | Unit of Measure |
|---|---|
| Brown sugar syrup | Jugs |
| Honey | Bottles |
| Simple syrup | Jugs |
| Flavored syrups (each flavor) | Bottles |
Supplies
| Item | Unit of Measure |
|---|---|
| Boba cups (16 oz) | Sleeves |
| Dome lids | Sleeves |
| Flat lids | Sleeves |
| Wrapped straws | Cases |
| Napkins | Packs |
Art Supplies
| Item | Unit of Measure |
|---|---|
| Canvases (by size) | Individual count |
| Acrylic paint tubes (by color) | Individual count |
| Brushes | Individual count |
| Palettes | Individual count |
| Aprons | Individual count |
| Easels | Individual count |
How to Count
- Start from the back. Count back storage first, then refrigerator, then under counter, then behind counter. This way you get the full picture.
- Count full units. If a bag of tea is open and half used, count it as 0.5.
- Record as you go. Use the inventory count sheet (printed copies are in the back storage binder, or use the digital version the manager shares).
- Note expiration dates. If anything is expired or expiring within the week, pull it and flag it.
Do Not Guess
If you are not sure how much is in a container, open it and look. An accurate count is more valuable than a fast count.
After the Count
- Compare to last week. Does the usage make sense? If we went through 10 gallons of milk but only sold half the usual drinks, something is off.
- Flag discrepancies. Write a note next to any item where the count does not match expected usage.
- Submit to the manager. Hand in the completed count sheet (or submit the digital form). The manager reviews and places orders based on your count.
- Discard expired items. Anything past its expiration date gets tossed. Note what was discarded on the count sheet.
First In, First Out
While you are counting, take a moment to rotate stock. Move older product to the front so it gets used first. This is especially important for dairy and pre-brewed tea.
Last updated: July 2026