Onboarding Checklist

Welcome to BarSight! This comprehensive guide will walk you through setting up your brewery account and getting your first products ready to sell.  While it may seem like a lot, this guide goes through to cover all the setups and nuances that most brewery owners want to know.

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Getting Started: Essential Setup

Before you can start tracking batches and selling beer, you need to complete a few essential setup steps.

Step 1: Activate the Brewery Module

1. Navigate to Brewery Settings (accessible from the main menu)
2. Click Activate Brewery Module (owner-level access required)
3. You will need to enter some details for your main brewing facility

Step 2: Create Your First Facility

A facility represents your physical brewing location. You need at least one facility to use the brewery features.

1. Enter your facility name (e.g., "Main Brewery")

Step 3: Set Up Your Equipment

Now add the essential brewing equipment to your facility. At minimum, you need:

1. One Brewing Vessel (Brewhouse) - where you brew your wort
2. One Fermentation Vessel (FV) - where beer ferments
3. One Conditioning/Bright Tank (BT) - where beer conditions before packaging

Step 4: Click Activate

With those basic settings in place, you will be able to start using the BarSight brewery module!  Now let's go through some of the foundation setup.

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Foundation Setup: Building Your Inventory System

With your facility set up, it's time to build out the foundation of your brewery operations.

Step 5: Create Inventory Categories

Organize your ingredients and supplies into logical categories:

1. Navigate to Brewery → Inventory
2. Click Configure button
3. Create categories such as:
   • Hops
   • Malt/Grains
   • Yeast
   • Adjuncts
   • Packaging Supplies
   • Cleaning Chemicals

Step 6: Add Your First Few Vendors

Track where you purchase your ingredients:

1. Go to Accounts Payable  → Vendors
2. Click Add Vendor
3. Enter vendor information:
   • Company name
   • Contact person
   • Email and phone
   • Address
   • Payment terms
4. Click Save

[SCREENSHOT: Vendor form]

Step 7: Set Up Payment Types and GL Accounts

Configure how you track payments and expenses:

1. Go to Accounts Payable → Payment Types
2. Add common payment methods:
   • Cash
   • Check
   • Credit Card
   • EFT/ACH
   • Account Credit
3. If using accounting integration, link each payment type to a GL (General Ledger) account

[SCREENSHOT: Payment types configuration]

Step 8: Create Your First Inventory Items

Add the ingredients you'll use in your recipes:

1. Go to Brewery → Inventory
2. Click Add Inventory Item
3. For each ingredient, enter:
   • Item name (e.g., "Cascade Hops", "2-Row Pale Malt")
   • Category (from categories you created)
   • Unit of measurement (lbs, kg, oz)
   • Current stock quantity
   • Alert threshold (when to reorder)
   • Default Cost per unit
   • Default Supplier
4. Click Save

Repeat this process for all your common ingredients (hops, malts, yeast strains, adjuncts).

[SCREENSHOT: Inventory item form with example ingredient]

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Product Creation: Recipes and Packaging

Now for the fun part - creating your beer recipes and defining how you'll package them.

Step 9: Define Product Types and Styles

We have included a default set of product types and styles with your installation, but you are able to add or edit your own.  To set up your own beer categories:

1. Navigate to Brewery → Products & Recipes
2. Click Configure button
3. Add beer types such as:
   • Ale
   • Lager
   • Sour
   • Cider
   • Mead
4. Add specific styles under each type:
   • IPA → American IPA, New England IPA, West Coast IPA
   • Lager → Pilsner, Helles, Märzen
   • Ale → Stout, Porter, Pale Ale

[SCREENSHOT: Product types and styles configuration]

Step 10: Create Your First Product and Recipe

Build out a complete beer recipe:

1. Go to Brewery → Products & Recipes
2. Click New Product
3. Enter basic product information:
   • Product name (e.g., "Cascade IPA")
   • Product type and style
   • Color (this is not the colour of the beer itself, just the colour you want to see when looking at the planning calendar)
4. Click Save
5. The system will prompt you to create a recipe for the new product.  Enter your recipe infomation:
   • Recipe name ("Standard Batch", "Double Batch", etc)
   • Target batch size
   • Target ABV
   • Target IBU
6. Click Save
7. You will then be brought to the recipe creation page with 3 default steps, Brewing, Fermenting, and Conditioning
   • Each of these steps represent a 'tank' in your brewery
   • Inside each step you can have multiple tasks which is where you define what ingredients are added and any instructions you want to write down.
8. Add ingredients from your inventory:
   • Grain Bill: Select malts and specify quantities
   • Hops Schedule: Add hop additions with timing (60 min, 30 min, dry hop) as a new task for each timing point
   • Yeast: Select yeast strain and quantity
   • Adjuncts: Any additional ingredients (fruit, spices, etc.)
9. Add brewing steps and instructions:
   • Mash schedule (temperature and time)
   • Boil time and additions
   • Fermentation temperature and timeline
   • Conditioning requirements
10. Click Save Recipe

[SCREENSHOT: Recipe creation form with ingredient list]

[SCREENSHOT: Recipe brewing steps section]

Step 11: Set Up Package Groups and Pricing

Define how you'll package and price your products:

1. Navigate to Brewery → Recipes → Package Groups
2. Click Add Package Group
3. Create package groups such as:
   • Kegs: 1/6 BBL, 1/2 BBL (half barrel), Full BBL
   • Cans: 12oz 4-pack, 12oz 6-pack, 16oz single
   • Bottles: 22oz Bomber, 750ml
4. For each package group:
   • Set the container size and type
5. You can even define your pricing for this package group now 
   • Define deposit amounts (for cans and bottles)
   • Set wholesale/duty price if applicable to your province/state
   • Set retail price
6. Click Save

[SCREENSHOT: Package groups list with pricing]

Step 12: Bulk Pricing to Your Products

If you want to update your prices for your products without having to open up each package group / product you can do so by:

1. Go back to Brewery → Recipes
2. Click Price Lists button
3. Assign prices for each package group and product:
   
   • Set price for this recipe in this package
   • Set a government can deposit if applicable (usually $0.10 per can or so)

[SCREENSHOT: Recipe pricing configuration]

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Start Brewing and Selling: Core Operations

You're all set up! Now let's walk through creating your first batch and selling it to customers.

Step 13: Create a Customer Profile

Before you can take orders, you need customers:

1. Navigate to Brewery → Customers
2. Click Add Customer
3. Enter customer details:
   • Business name
   • Contact information (email, phone)
   • Shipping and Billing address
   • License type and number (if applicable in your province/state)
4. Click Save

[SCREENSHOT: Customer creation form]

Step 14: Plan Your First Batch

Create a batch from your recipe:

1. Go to Brewery → Planning
2. Click Create New Batch
3. Select your product and recipe (e.g., "Cascade IPA")
4. Enter batch details:
   • Batch name/number (e.g., "IPA-001" or "Cascade IPA Batch 1")
   • Planned brew date
   • Batch size (use recipe default or adjust)
5. Click Create Batch

Your batch is now scheduled and ingredients are reserved!

[SCREENSHOT: Batch creation form]

[SCREENSHOT: Batch planning calendar view]

Step 15: Brew Day - Start Your Batch

On brew day, track your batch progress:

1. Go to Brewery → Planning
2. Select your batch
3. Click Start Brewing
4. Follow recipe steps and log:
   • Mash temperatures and times
   • Boil start time
   • Hop addition times
   • Original gravity reading
   • Volume transferred to fermenter
5. When complete, assign batch to fermentation vessel (FV Tank)
6. Click Next Step

[SCREENSHOT: Batch execution screen with brew log]

Step 16: Track Fermentation

Monitor your beer as it ferments:

1. Navigate to Brewery → Planning
2. Select your batch
3. Log daily/regular measurements in your Brew Log:
   • Date and time
   • Temperature
   • Gravity reading
   • pH (if tracking)
4. When fermentation is complete, click Next Step
5. Assign to bright tank/conditioning vessel

[SCREENSHOT: Fermentation log with gravity chart]

Step 17: Package Your Finished Beer

Convert your batch into sellable products:

1. Go to Brewery → Final Products
2. Click Package Batch
3. Select your completed batch
4. Choose package groups to fill:
   • 10x 1/2 BBL Kegs
   • 4x 1/6 BBL Kegs
5. Enter packaging details:
   • Package date
   • Lot number (auto-generated or custom)
6. For kegs, assign keg IDs/numbers for tracking if you have enabled that
7. Click Package Batch

Your batch is now inventory stock ready to sell!

[SCREENSHOT: Package batch form showing split into different package types]

[SCREENSHOT: Final products inventory view with package counts]

Step 18: Create Your First Order

Sell your beer to a customer:

1. Navigate to Brewery → Orders
2. Click Create Order
3. Select customer from dropdown
4. Enter order details:
   • Order date
   • Delivery/pickup date
   • PO number (if applicable)
5. Click Create Order
6. Add products to order:
   • Select product (your packaged beer)
   • Select package type (1/2 BBL Keg)
   • Enter quantity
   • Price auto-fills from pricing list
   • Add deposit if kegs

[SCREENSHOT: Order creation form]

Step 19: Process Payment and Fulfill Order

Complete the order:

1. From order details, click Record Payment
2. Select payment method (Cash, Card, etc.)
3. Enter payment amount
4. Click Save Payment
5. Order status changes to "Paid"
6. Inventory automatically gets consumed if the order has been paid or if the order has been shipped

[SCREENSHOT: Order detail view showing payment and fulfillment options]

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Next Steps: Advanced Features

Congratulations! You've successfully set up BarSight and completed your first sale. Here are some powerful features to explore next:

Payment Processing Integrations

Accept credit card payments directly in BarSight:

• Square: Full payment processing with customer management
• Moneris: Canadian payment processing
• Chase: Enterprise payment solutions
• Quickbooks Online: Full payment processing solution with online payments

To set up:

1. Go to Settings → API & Integrations
2. Select your payment processor
3. Click Activate and follow OAuth connection flow
4. Configure payment settings
5. Start accepting card payments on orders and invoices

[SCREENSHOT: API integrations dashboard]

QuickBooks Online Sync

Automatically sync your sales, and expenses to QuickBooks:

1. Go to Settings → API & Integrations
2. Find QuickBooks Online
3. Click Connect to QuickBooks
4. Authorize BarSight to access your QuickBooks account
5. Map your products to QuickBooks items
6. Map your payment types to QuickBooks accounts
7. Enable automatic sync

All orders, invoices, and expenses will now sync to QuickBooks automatically.

[SCREENSHOT: QuickBooks integration settings]

Inventory Management Best Practices

Get the most out of your inventory tracking:

• Set alert thresholds: Get notified when ingredients run low
• Track lot numbers: Ensure traceability for all ingredients
• Regular audits: Periodically verify physical inventory matches system
• Purchase orders: Create POs to track incoming ingredient shipments
• Vendor management: Track supplier performance and pricing history
• Multi-location: If you have multiple facilities, track inventory separately

Yeast Management

Track yeast harvesting and reuse:

1. During batch fermentation, mark yeast as harvested
2. System creates yeast inventory item
3. Track yeast viability and generation count
4. Use harvested yeast in future batches
5. Reduce ingredient costs through yeast reuse

Navigate to Brewery → Yeast Management to get started.

Advanced Batch Features

• Batch blending: Combine multiple batches into a single product
• Batch splitting: Divide a batch into multiple final products
• Recipe scaling: Automatically adjust ingredient quantities for different batch sizes
• Cost tracking: Monitor per-batch costs including ingredients, labor, and overhead
• Equipment scheduling: Visual calendar of tank utilization and availability

Reporting and Analytics

Track your brewery's performance:

• Sales reports: Revenue by product, customer, time period
• Production reports: Batch yields, efficiency, costs
• Inventory reports: Stock levels, usage rates, reorder needs
• Customer reports: Top customers, sales trends, account aging

Navigate to Reports to explore available analytics.

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Video Resources

[VIDEO PLACEHOLDER: Complete BarSight brewery onboarding walkthrough (15-20 minutes)]

[VIDEO PLACEHOLDER: Advanced batch planning and fermentation tracking (10 minutes)]

[VIDEO PLACEHOLDER: Setting up QuickBooks and payment integrations (8 minutes)]

Happy brewing!