Course 3 Opening & Closing Procedures - Garlic...

Garlic Jim’s University of Pizzaology

Bachelors Program

Junior Studies - Asst. Manager

Course 3

Opening & Closing

Procedures

Delivering our Customers a perfect pizza EVERYTIME

Delivering it fast and safely EVERYTIME

Being knowledgeable about our products ALL THE TIME

Keeping a clean, friendly image ALL THE TIME

Opening & Closing Procedures

Junior Studies- Asst. Manager

Course 3

Junior Studies- Asst. Manager Course 3 - Opening & Closing Procedures

Garlic Jim’s University of Pizzaology Copyright 2015 GJ Franchise Systems Inc.

Confidential Page 2 11-30-15


It is very important to follow and teach the correct daily procedures each day at your Garlic Jim’s Famous Gourmet Pizza location. They are a vital part of the management team’s job description. The proper steps are outlined below to help guide you through the process of both opening and closing the store each day. Remember that you must safeguard your employees and your customers at all times and not allow the steps taught in this module to go undone. Make it a habit and it will get done the same way each day.

Learned Skills

□ Proper Steps to Opening the Store

□ Proper Cash Preparation for Till and Drivers □ Proper Dough Usage Amounts □ Proper Evaluation of Previous Nights Close

□ Proper Steps to Closing the Store □ Proper Steps to Closing the Breakaway Vision POS system □ Proper Steps to Locking and Securing the Store



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Proper Steps to Opening the Store The opening manager plays a vital role in preparing the store for success. They have a variety of duties and must wear a variety of hats. The primary job of the opening manager is to prepare the store for the anticipated sales volume for the day. You will find listed below a sequence of the daily tasks the opening manager must perform and some helpful hints associated with each. Each task will be listed chronologically and are written with a lunch store as the first focus.

1) The opening manager arrives at the store before scheduled, turns on the lights and disables the alarm system with the appropriate code. (See your store owner for appropriate code for security system).

2) Manager turns on all POS system components and prepares POS system to begin taking orders. Check for timed orders that may be set for that day. Prioritize these steps accordingly to accommodate the on-time delivery of any large prearranged orders. Expect to get in the store earlier on heavy volume days.

3) Manager removes till from safe and counts to ensure the proper monies are available (see Cash-Handling Policies and Procedures). Take note if small bills or coins are needed. Once till funds have been verified, place till in front register.

4) Manager reviews schedule and evaluates staffing as compared to recent sales trends (see Hourly Sales Chart in Management Tools). Manager should begin calling in additional staff if scheduled amount is insufficient.

5) Manager makes $20 (two five dollar bills and ten one dollar bills) driver banks for exactly the amount of drivers scheduled for the day. Note that all drivers need to have their own coin prior to starting their shift, approximately $2.00 in loose change.

6) At this point the store should be ready to receive orders and conduct business if the store was closed properly.

7) Evaluate the previous night’s close using the Store Cleanliness Evaluation as a guide (see Proper Evaluation of Previous Nights Close listed in this manual).

8) Evaluate the ending inventory counts from previous evening’s shift to ensure proper inventory control. If the variance numbers in your POS inventory are off then you need to have a conversation with the individual that closed the night before. You should also review the labor cost as well and make sure the shift runner or the assistant manager is not holding onto employees too long. Constantly monitoring these numbers will alert you immediately to any increases and won’t surprise you on Sunday when it’s too late to manage the labor and food numbers.

9) Evaluate dough to determine date and proof state. Remove the needed dough for the anticipated lunch business and leave a buffer in case it gets even busier.

10) Pull sauces from cooler and gather all utensils needed for production. Hint: Start the crew off right by putting the proper size spoodle in each specific sauce. Doing this will minimize confusion, reduce overuse and guarantee consistent products.



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11) Complete the Daily Prep Checklist, and perform the needed prep requirements to ensure that all items are prepped (review Food Prep module as needed to maintain proper procedures).

12) Re-stock make line with any pre-prepped items available. If any items are needed that are not under the make line, make sure to prep these items before opening store.

Store Stations Checklist Once the proper requirements have been met to open the store, review each station for possible overlooked areas:

A. Order Taking Stations – All stations on and working properly, pens available for checks or credit cards, all printers functional and stocked with paper. Menus fully stocked and all advertising and promotional information available for quick reference.

B. Dough Station – Dough sheeter is functional, dough proofing properly, pizza flour mix is available, dough scraper and dough docker available and clean.

C. Sauce Station – Buckets of Garlic Jim’s pizza sauce are available including spoodles and back-up utensils. Olive Oil full in squirt bottle along with the brush and brush cup.

D. Make Line – Check to make sure cheese scale is functional and in place. Double check that all items are adequately stocked and ready.

E. Ovens – Turn on oven at least 15 minutes prior to opening or first order completion. Place clean bubble popper on handle of oven for quick use.

F. Cut Table – Make sure that the following items are available and stocked: Pizza Peel, at least 3 pizza cutters, mints, pizza savers, tortilla chip bags, sauce cups and parmesan cups taken out from cooler. Also, check to make sure pizza boxes are fully stocked in the front of the cut table.

G. Driver Station – Menus, magnets, cups, plates, forks, spoons, parmesan cheese packets and red pepper packets stocked and ready. Turn on heat racks and delivery bag warmers.

H. Soda Cooler – Check to make sure soda inventory is adequate and rotated to ensure freshness by checking dates on the bottles. Also, any pre-prepped salads are rotated and filled as needed. Look for wilted or browning salad greens and when in doubt throw it out, even if date says it is still good. Replenish all salad dressing for quick access.



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I. Ice Cream Cooler – Check for adequate inventory. Communicate any out-of-stock flavors with staff via the front wall reference notes. Create a list of all “out-of-stocks” so CSR’s can educate customers.

J. Lobby – Walk through the lobby looking at everything from the customer’s perspective. Make sure windows and doors are clean, take out menus and magnets are stocked and movie/promo is playing on the lobby display system. Ensure menu boards are clean, current and well lit. Double check to make sure there are no cobwebs in ceiling area and dust is cleared from the window sills. Five minutes prior to open – turn on all signage including open sign. Exterior Main sign must be left on at all times unless it is on a timer.

K. Paper Towel and Soap Dispensers – Check to make sure all paper towel and soap dispensers are full and ready for the day. It is a health code violation to operate a store with inadequate hand wash stations.



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Proper Cash Preparation for Till and Drivers

As you read in Cash Handling Policies & Procedures, proper cash-handling is of paramount importance. Below is a reinforcement of techniques for properly counting the till for the day’s business. Also listed is the proper way to handle the delivery driver banks. Starting Till Amount: Regardless of your starting till amount, it is important to run an

itemized print receipt of the money you count out for the starting till amount. It is best to count the change from quarters (.25) to pennies (.01) then count the bills from dollars ($1) to twenties ($20). [See picture below] Then put that receipt into the far left dollar slot for the closing manager to verify that the count was completed. After count is complete, place till in the front register and make sure that it is closed and locked. NEVER STORE MORE THAN $100 IN TILL AT ANY TIME. KEEP REMAINING TILL AMOUNT IN SAFE.

Driver Bank Preparation: Each driver will receive a $20 bank at the start of each shift. The bank will consist of (2) Five dollar bills and (10) One dollar bills. The best way to make sure that each driver gets only one bank is to make only enough banks for the drivers that are scheduled for that day’s shift. Also, it is best to store these banks in the safe so that the Manager-In-Charge is the only one who can hand them out to drivers. Do not store the banks in the till as this will cause the till to exceed the $100.00 level.



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Reminder: Always use a metal stem thermometer to accurately monitor your dough temperature. Time alone is not the determining factor allowing dough to proof perfectly.

Proper Dough Usage Amounts The proper amount of dough that should be pulled each day depends on the predicted sales amount for the store. A few key tools and indicators will help you determine the proper levels of dough to use each day. These tools include the Menu Sales Report, Sale Recap Report, Usage Per Thousand Chart and Pie Hour Chart. Please remember that bringing all your predicted dough usage out at one time for the given day is not good practice. If you do this, your dinner rush dough will be “too warm” to use and will end up resulting in wasted product. If you are opening for lunch, use the information from the menu sales (Breakaway POS) and information from your Pie Hour Chart to help determine how many orders you have been averaging.

Proper Evaluation of the Previous Evening’s Close You will recall that the very first module was New Employee Orientation. In that module, we described our philosophy of being “clean freaks and safety fanatics”. With that information in mind, it is your job as the store operations manager to provide appropriate feedback and instruction of how each store should look every day before it opens for business. Therefore, it is highly important that you evaluate each previous night’s close by grading the performance of the closing crew and providing feedback to them. The form that accomplishes this task is the Store Cleanliness Evaluation which can be found in the Management Tools section of this book. This form should be filled out each morning and posted by the employee schedule for all team members to see. This form highlights and evaluates the following aspects of store closing and cleanliness:

Front Lobby and Front Parking Cleanliness Slap Table, Make-line and Cut Table Areas Walk-in Cooler & Backroom Storage Organization Office Organization Bathroom Cleanliness High Traffic and High Use Areas Dish Cleanliness and Organization Outside Back Areas of Store Cleanliness



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Remember: Garbage in- Garbage out! Human error is the number one reason why the system doesn’t report proper information!

Proper Steps to Closing the Store Closing a Garlic Jim’s Famous Gourmet Pizza store at night can be a quick and easy routine if you establish efficient techniques to help achieve the standards set forth by the following list of procedures. As the closing manager, it is your responsibility to provide great products and service to every customer as well as manage labor costs, clean the store, collect and deposit all receipts and accurately account for all inventory and assets. In this section we will cover a timeline of a typical night for a closing manager. The following tasks are performed in preparation of closing while the store is still opened:

1) Dinner Rush – Focus solely on providing each customer with superior products and service. Do not under any circumstance break down the make line before 9pm since this just slows down the service.

2) Post Rush – Begin sending home opening managers and opening drivers as well as rush insiders and rush drivers.

3) Begin cleaning the store other than production area. Deposit all cash, checks and credit card receipts from the till into the safe leaving only necessary amount of cash to make change. Typically $50 or less is adequate.

4) Prior to close (typically around 10:00pm) – Count inventory starting from the back of the store, moving to the walk-in cooler, then dry goods in the production area. Leave the make line inventory for last as it might still be needed in production. The best way to be accurate on inventory counts is to count the same way each night. An accurate count will ensure that overuse can be tracked and food cost will reflect accurate amounts used.

5) Break down the make-line when all accurate inventory amounts have been recorded. 6) Finish cleaning as much of the store as possible, everything other than the production

area and floors should be cleaned. Refer to your Safety & Sanitation module to make sure you understand the proper ways to clean the store effectively each night.

7) At closing turn off the open sign and make sure all doors are locked. Begin your nightly paperwork, entering in any food deliveries or store transfers into your POS system that has not been inputted.



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The following tasks are performed after closing for business:

Begin by entering in your nightly inventory count using the steps listed below:

1) Go to Management module. 2) Select Inventory from the tool bar at the top of the screen. 3) Select Inventory from the list to open up your inventory screen. 4) Enter ending inventory amounts for each item with a blank field (any white

field). Pay attention to note the count types and make sure each item is correctly being counted by specific type: i.e. case, pound, ounce or bundle.

5) Review any larger variances for count accuracy. Only extremely accurate food counts will yield correct food cost numbers.

6) Begin organizing the money. Face all cash the same way and separate the denominations. Review to make sure all checks have been written correctly. All checks should have order numbers written on them. Credit cards receipts should be sorted and kept in order by daily sales order number.

7) Count your till to the exact amount using an adding calculator. All the left over cash and coin will become your cash portion of your deposit. When counting your till always run a tape with the 10 key. Sign and date the tape when you have completed this process and you are confident the till is at exactly the desired amount. The amount of money kept in a till is determined by the owner of the store based on the volume and cash needs of the store.

8) Count the cash, checks and coin to be deposited twice. Include a signed 10-key tape with your cash and coin deposit.



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Credit Card Verification Process To verify that all tips and all credit card transactions have been inputted into the system properly, follow these steps:

A. Enter into the Management module of your POS. B. Go to the Daily tab. C. Select Credit Cards Transactions. D. Review all credit card transactions on the screen as compared to your

printed credit card receipts (in numerical order). E. Verify that all tip and sales total amounts are the same and that all

credit card transactions are showing on the screen. F. If there is a discrepancy, document that you have followed this

process by itemizing all your printed CC receipts on a 10-key and compare the amount that appears on the CC transaction screen. Make sure you enter the tips in slowly and verify each entry before moving on to the next entry.

G. Once this process has been completed and all totals match, select the Post authorization button on the CC transaction screen.

H. Once authorization has been completed, go back to the Daily and select the Settlement option from the drop down screen. NO ADJUSTMENTS CAN BE MADE ONCE SETTLEMENT HAS BEEN SELECTED.

I. Once the settlement has been completed the system will auto populate all credit card deposit information into the transaction screens as well as your daily summary.

Once you have completed the Credit Card verification process continue to the final steps of entering in your transactions: 9) Enter your cash and check deposit amounts in the system by going to Daily then

Operational Transactions and selecting bank cash or bank check, depending on the currency type. Make sure you enter the correct amounts and include the initials of the person preparing the deposit.

10) At this point all money should be accounted for. Go to Daily and then Summary to verify that there are no cash discrepancies. If a discrepancy is found, begin troubleshooting by recounting all cash and checks first, then review all your credit card transactions. Typically most discrepancies are found when recounting the cash and checks.

11) Prepare your bank deposit sip. Make sure the deposit slip is written clearly, dated and signed. Record your deposit amount and bag number on your Deposit Log.



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Proper Steps to Closing the Breakaway Vision Point-Of-Sale System The Breakaway Vision system includes an End of Day process that updates your system and completes your closing procedures. All order information is copied to history files, all paperwork information is copied to history files, all operations files are re-indexed, and system and processing dates are updated. Before running End of Day, you must complete all other closing procedures. When those tasks are completed, use the following instructions to run the End of Day process:

1) Open the Management module and from the Daily tab, click End of Day Process. 2) At the message, “This process cannot be undone! Are you sure?” click Yes. 3) If you have not completed the closing procedures, the End of Day process screen will

appear with the following message, “The End of Day process CANNOT run for the following reasons:”

4) Click Close and resolve the problems listed. 5) If you have completed the closing procedures, the End of Day process screen will

appear with no message. Click Ok. 6) Insert the appropriate day of the week CD in the CD drive. (CD’s provided by

Breakaway) 7) The message. “This process cannot be undone! Are you sure?” will appear again.

Click Yes. 8) Select Close All Applications. 9) Select Till Change Bypass. 10) The End of Day process screen will appear with the message Complete and you are

prompted to click Ok. Then you have the option to print your batch reports if desired.

Troubleshooting “End of Day” process says that not all employees are clocked out. End of Day cannot run if employees are clocked in. If the employee is present, have them clock themselves out before running End of Day. If the employee has already left the store you can manually clock them out. To do this from the Management module, open Daily then Employee Checkout. Find the employee’s name in the list and double click that row to bring up a new window displaying that employee’s information. Click on the Time Clock button at the top of that window and then click Yes to clock them out. Keep in mind that this will clock them out at the current time; if their time needs to be adjusted you can click on the Manager button and select Edit Time to change the employee’s clock out time.



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“End of Day” process says that not all orders have been completed. The End of Day process cannot run until all orders have been completed. If any orders are still being taken or have not been completed the end of day must wait until they are complete. Additionally, the user can click the Complete All Orders button to manually close all orders. This option will prevent any current orders from being completed. Cash Over or Short of the Correct Amount Count the cash and coin to be deposited for a 3rd time. Include a signed 10-key tape with your cash and coin deposit. Count all the checks to be deposited for a 3rd time. Include a signed 10-key tape with your check deposit.

If a discrepancy is not found by recounting all cash and checks, then review all your credit card transactions. Typically most discrepancies are found when recounting the cash and checks but some times things just won’t add up correctly. Make sure that all orders are completed and leave a note for the opening manager. If you choose to settle End of Day before you leave, you will not be able to settle any over/short issues the next day. Sometimes it is best to have the morning person recheck your work and settle End of Day it in the morning. Make sure to leave a note for the opening manager and secure all funds in the safe!

Proper Steps to Locking and Securing the Store Now that all the above tasks have been completed successfully you are ready to do a few more last minute steps to ensure proper steps have been taken to exit the store. Follow these few remaining checks to make sure you are ready to go:

1) Perform a quick walk through to make certain that all cleaning tasks have been completed. Some areas to look for are: Underneath make line swept, trash cans empty and new bags put in them, all utensils brought to the back, dishes clean and put away if dried, bathroom cleaned, safe dial spun and most importantly the empty till is placed on the front counter in plain view.

2) Take deposit with you if you drop it at night at the bank. 3) Set your “Away” code in the alarm system. 4) Exit building and lock door behind you and verify by pulling on the door handle.



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Opening & Closing Procedures Test

Name________________Date_________

1. When opening the store, how much time should you allow for the oven to get up to

temperature?

2. While getting ready to open the store what time should you turn on the open sign and the interior sign package?

3. When opening the store for the day how much money should you have inside the till?

4. What form should I use when evaluating the close the night before?

5. What time must all Garlic Jim’s locations turn off their open sign?

6. What is the number one reason why the system doesn’t report accurate food cost information?

7. What should you do if the end of day process says “Some employees are still clocked in”?

8. At what point do you insert the end of week CD into the CD drive?

9. At the end of the night what should your do with the empty till?

10. What is the primary focus and responsibility of the closing manager?

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Course 3 Opening & Closing Procedures - Garlic...

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