Inventory

Your on-hand count moves when the register does.

Inventory in TeeWire sits on the same records as the register. Every item in the pro shop catalog carries its price, its photo and its barcode, counts draw down as you sell, and the cost of what left the shelf posts to the general ledger without anyone opening a spreadsheet. Purchase orders, receiving and vendors are part of the same picture.

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An item record open in the TeeWire pro shop catalog, for a Bud Light tagged as beer. Its cost is a manual override of $1.25 with the option to reset it to the purchasing cost. Track inventory is switched on, which counts on hand stock and blocks the sale when it runs out, and the item shows 670 on hand against a reorder point of 200, sold by the each, with Anheuser-Busch InBev as the default vendor that gets pre-selected when a purchase order is written, a SKU of bud-light, and a barcode field that can be scanned or typed.

The problem

Where this usually falls apart.

Not because anyone is doing it wrong, but because the pieces were never designed to share a database.

The count in the retail system and the count on the shelf agree in April and have quietly parted ways by July
Cost of goods gets rebuilt in a spreadsheet at month end, because the place that knows the sale is not the place that knows the cost
A purchase order lives in an email thread, receiving happens on a clipboard, and what you owe the vendor turns up on a statement three weeks later
Shop margin and grill margin arrive as one lump, so nobody can say which one is carrying the other
Nobody fully trusts the number on the screen, so the buying decision gets made by walking out and looking at the shelf

Capabilities

What inventory includes.

One catalog for everything you sell

Apparel, equipment, balls, snacks and drinks live in the same catalog. Every item carries its price, its photo and its barcode.

Counts that draw down as you sell

On-hand quantities move when the register moves them. Manual adjustments carry a reason code, so a change to the count is a recorded event rather than a silent edit.

Purchase orders and receiving

Raise a purchase order, receive it against the vendor it was raised with, and track cost of goods and margin from the same records.

Receiving posts what you owe

Receive a purchase order and inventory goes up along with what you owe that vendor, split by department. Nobody rekeys it into the books later.

Cost of goods books itself

Sell an item that has a cost on record and the ledger books the cost and takes the goods out of inventory in the same motion.

Variants, bundles and modifiers

A shirt in four sizes is one product, not four unrelated ones. Bundles sell as a unit, and snack bar modifiers ride along on the food side.

Revenue center pricing

Price a beer differently in the bar than on the cart. The same item can carry a different price by where it sells.

Margin on the end of shift report

The Z-report at close carries the daily sales summary, sales by category, and margin and variance, so the shift is read before the day gets cold.

The shop and the grill stop being one number

Merchandise and food and beverage carry their own margin lines. You can see which side of the operation is actually earning.

Inventory shows up in the books

What the register is holding, drawer cash and inventory, sits against what it owes as of any date. Inventory and cost of goods are accounts in the golf chart of accounts, not a note on the side.

Your data comes out whenever you want it

Full data export is a standard part of TeeWire. Your item history, costs and counts belong to the course.

How it works

A day of inventory in TeeWire.

Receive the order

The delivery is received against the purchase order it came from. On-hand goes up, and what you owe that vendor goes up with it, split by department.
Sell it at the counter

The item rings up with its price, photo and barcode. The on-hand count draws down as it sells, with no second place to update.
The cost follows the sale

Because the item has a cost on record, the ledger books the cost of goods and takes the item out of inventory at the moment it sells.
Read the margin at close

The end of shift Z-report carries sales by category, margin and variance, with merchandise and food and beverage on their own lines.

The stock count in the TeeWire Inventory Manager, open over the pro shop catalog. It invites staff to walk the shop and type what they actually see, says they do not have to count everything, and treats an empty box as a skipped item. A scan field adds to an item count on every scan and understands a case barcode as however many the case holds. Below it the item list pairs what the system thinks is on hand against what the counter typed: 24 of one wood, 26 of an iron, 670 Bud Light, 620 cheeseburgers, a divot tool marked never counted at zero, and 400 Pro V1 sleeves. The list can be sorted by biggest gap or biggest dollar gap, and saving the count takes a manager PIN.

Connected by design

Inventory does not run on its own.

Every module writes to the same database, so none of these hand copies to each other.

Point of Sale The register that draws the count down Accounting and Ledger Where cost of goods and vendor payables land Tee Sheet Ring the golfer up straight from the sheet Member and Dues Billing Charge the shop purchase to a house account Golf Management System How the pieces fit together

Common questions

Straight answers.

Does the pro shop count update when I sell something?

Yes. On-hand counts draw down as you sell, so the number on the screen is the number the register has been moving all day. When somebody needs to change a count by hand, the adjustment carries a reason code, which means a correction is a recorded event with a cause attached rather than a quiet edit nobody can trace back. Purchase orders, receiving and vendors sit on the same records, so what came in and what went out are the same conversation.

Do I have to work out cost of goods in a spreadsheet at month end?

No. Sell an item that has a cost on record and the ledger books the cost and takes the goods out of inventory at the same time. Receive a purchase order and inventory goes up along with what you owe the vendor, split by department. Inventory and cost of goods are real accounts in the golf chart of accounts TeeWire includes, so what the register is holding sits against what it owes as of any date, and merchandise and food and beverage carry their own margin lines instead of arriving as one lump. Those journal entries can push straight into QuickBooks Online or QuickBooks Desktop when your bookkeeper wants them there.

Can the same item be priced differently in the shop, the grill and on the cart?

Yes. Revenue centers let you price a beer differently in the bar than on the cart, so the price follows where the sale happens rather than forcing you to create a second product to hold a second price. Product variants and bundles work the same way on the retail side: a shirt in four sizes is one product with variants, not four items you have to keep in step with each other.

Why should inventory live in the same place as the tee sheet and the register?

Because the alternative is keeping numbers in agreement by hand, and that agreement is the first thing to go on a busy Saturday. In TeeWire the catalog, the counts, the purchase orders and the ledger are the same records, so the sale, the cost and the on-hand quantity are not three copies of one event. It also means there is nobody to point at when a number looks wrong. One provider. One phone call. One company. The people who answer are U.S. based and know golf operations, not just the software.

See your own shop count on the screen.

Thirty minutes with your catalog, your vendors and your margins, and straight answers about what the software does. Pricing starts at $149 a month with no long-term agreement, and we do the migration ourselves at no charge.

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