After the night: pours, damage, refunds and closing out
An event borrows bottles from the brands that supply it. Each brand sets bottles aside for the night -- they stay in that brand's inventory, held for the event. After the night, everything has to be accounted for: what sold, what was poured, what broke or went missing, and what goes back on the shelf.
Two people are involved, and each has their own screen:
- The host -- the person who ran the event -- works from the event's Bar tab.
- Each supplying brand works from Events → Co-hosting. A supplier only ever sees and decides about its own bottles.
The host reports. The brand confirms. Nothing moves in a brand's inventory until the brand says so.
The order to do it in
- Host: report pours. On the Bar tab, under After the night → Poured as tastings, enter how many bottles were opened from the bottles meant to sell, to pour samples. (Bottles set aside to pour are separate -- the brand records those at close-out.)
- Host: report anything broken, lost, stolen or replaced. Under Damage, loss & replacements, pick the bottle, how many, and what happened. A replacement given to a guest must say who got it and why -- it goes on the record.
- Brand: confirm the reports. On Co-hosting, Reported at your nights lists every report about your bottles. Confirm & record writes it to your Movement Log with the right tax treatment; Decline records why and moves nothing.
- Move what is left to the next night, if there is one. See Carrying unsold bottles below. Do this before closing out.
- Brand: close out. On Co-hosting, After the event shows each bottle: set aside, sold, reported poured, and how many come back. Check the poured numbers, then press Close out the event.
What closing out does
- Sold bottles already left your inventory when the guest paid. Closing out does not touch them.
- Poured bottles leave your inventory as a tasting -- no charge, recorded as a sample under your state's rules.
- Everything else comes back to your available shelf, ready to sell anywhere again.
Closing out is per brand and cannot be undone for that night. On Co-hosting, bottles nobody touched are folded into one line ("nothing sold or poured -- all come back") so you only have to look at the ones that matter.
Damage, loss and replacements: how they are taxed
| What happened | Recorded as | Tax effect |
|---|---|---|
| Damaged / broken | Breakage | A deduction -- it reduces taxable gallons |
| Lost or stolen | Loss | Taxed like a sale -- nothing proves it was destroyed |
| Replaced for a customer | Comp, to that customer | Taxed like a sale -- it is a giveaway with a named recipient |
Confirming also takes the bottle out of the night's set-aside, so closing out does not return a bottle that is gone. Lost / stolen is also available on the Movement Log for losses that did not happen at an event.
Carrying unsold bottles to the next night
Instead of returning to the shelf and being set aside again, the unsold bottles can move straight to the host's next event:
- The host asks -- on the Bar tab, Carry to the next night. The brand gets a stock request and accepts it in its inbox.
- The brand moves them -- on Co-hosting, if the host has invited it to the next event, Move N bottles appears on the close-out card.
What sold stays sold; pours are closed out, not carried.
Refunds
A host can refund an order from the Bar tab. If the guest had not collected the bottle yet, refunding puts it back in the brand's inventory. A bottle that was already handed over is gone with the guest, so a refund is money only.
The reminder
The morning after an event, the host is emailed and notified to finish these steps -- see Event emails.