Outlet Sales Control

a

Control of Sale of Food & Drinks • Control:

• The process adopted depends greatly on the nature of operation.

• The process needs evaluation of its effectiveness from time to time.

• The process adopted needs to be understood by the staff who implements it and also its importance. Training needs.

Control is a process by which managers try to direct, regulate & restrain the action of the employees & other resources in order to achieve the desired goals of the establishment, viz. financial gains, sound working conditions, etc.

Functions of Control 1. Aids in ascertaining the receipts items for sale- in units

and its price.2. Reduces the chances to any pilferage and wastage.3. Provides information to ascertain data for costing

purposes which in turn helps to take future actions – e.g. cost estimation for forthcoming year.

4. Helps in ascertaining the volume of sales.5. Shows a breakdown of sales and cost under various

heads which in turn helps in making adjustments in future.

Control in F&B Sales • At any point of time knowing the performance of the outlet in

terms of sales is very important.• A suitable control system is therefore essential.• The type of control system to be adopted depends greatly on

the type of operation carried out by the outlet. • A road-side kiosk shall not have the same control system as

that of a fast food outlet and again the control of fast food operation outlet shall not have the same as that of a restaurant.

• In general the control of sale of food and drinks in a restaurant is done through a document called “Kitchen Order ticket” (KOT) & “bar order ticket (BOT) respectively.

KOT: Kitchen Order Ticket

• Definition:

• Depending upon the type of menu and its operation the type of KOT can vary

A KOT is a control document that serves as a a)proof of sale of food & drinks b)as a backup that justifies the

consumption of raw materials as per the Standard Recipe Card.

Types of KOT.

Triplicate Checking System

Duplicate Checking System Has 3 Copies Has 2 Copies

Suitable for a la carte menu Suitable for table d'hôte menu Suitable for First Class

Establishment Suitable for Popular Priced

Restaurants. Bill made by cashier Bill is the duplicate copy

which is made by the waiter .Guest pays the cashier

thorough waiter As per rules guest pays either

cashier or waiter directly .

Triplicate KOT – Structure

How a Triplicate KOT works • Consist of three copies.• Depending upon the rule of the organisation Either Or Top copy goes to kitchen for

making the dishes

Second copy to cashier for bill

Third (flimsy) copy retained by waiter as a ready reckoner

Top copy goes Cashier Second copy to kitchen for

making the dishes

Third (flimsy) copy retained by waiter as a ready reckoner

Forms of Triplicate Checks written on Various Situations

• Suivant or Following Check• Supplement Check• Retour & Enplace Check • Accident Check• On the House (OTH) or Complimentary Check

The Bill

Modes of Payment• Cash• Credit Card• Cheque – Banker’s & Travellers • Letter of Credit• Various vouchers- Travel agent’s

Voucher/Lucky gift Voucher• By signature (in-house guests)

Cashier’s Summary Sheet

How a Triplicate KOT Works – cont’d

Duplicate Checking System

Top Copy 2nd Copy

Single Order Sheet

Advantages in Manual System Checking

• More personalised.• Enables charging of dishes which are not on the menu.• Enables in easy discounting charges on certain

occasions like “supplement checks” for customer satisfaction .

• Simple in operation. • Does not require any external source of energy-

electricity, battery power etc. to run. • Operation is not costly.• Operation does not require much training & skill.

• High chance of errors.• High chances of fraudulence. • Time consuming.• Labour oriented.• Requires large inventory. • Not suitable where the business volume is high

or transaction is fast • The data produced may be late for

management to take any decision.

Disadvantages in Manual System Checking

Automated System

Types of Restaurant Check in Automated System

Electronic Cash

register

Pre-set Checking System

Hand-held Order Pads

Pre-Checking system (NCR)

POS Control system

Pre-Checking System (NCR)

• A machine that operates by insertion of sales check into the printing table to the side of the machine and on use of the individual machine key number by the waiter which is assigned to him.

• A blank sales check•Waiter’s machine

number.

• How it works:Pre-Checking System (NCR)

1. The waiter keys in his per-assigned machine number which enables the machine to open.

2. A check in duplicate is inserted into the printing table.

3. There are pre-assigned keys

Qua

ntit

y

Price Menu Item

Tabl

e N

o.

Wai

ter L

og-in

No.

Print

4. The duplicate check is produced for bar or kitchen to obtain beverage or food

5. The top copy is referred to as the sales check

• How it works: (cont’d….) Pre-Checking System (NCR)

6. For each transaction the machine generates a reference number (as bill no. in manual checking) on the sales check and the duplicate

7. The sales proceeds are recorded on a continuous audit tape that can be removed only by authorised persons at the end of the meal period/day

8. Thereafter the machine is again cleared (set to zero). The total sales on the audit tape is then compared with the actual cash received.

• Advantages:Pre-Checking System (NCR)

1. Both the sales checks and food checks are generated simultaneously; lesser chances of frauds/omissions.

2. Analysis of total sales per waiter can be made on audit tape.

3. Each waiter acts as a cashier for the tables he has served; collecting cash and settling it with his total sales performance at the end of the shift. Therefore, the need for cashier is avoided.

4. The machine can only be operated once the waiter’s machine number is keyed in. So no other person can generate a food or beverage check and obtain the same from the kitchen or bar.

• A higher version of pre-check machine.• The keyboard has

1. Coded keys corresponding to menu items.2. Each menu having a price to it already pre-set in a

control panel.3. A waiter has to type in the quantity and the item code

and the check in duplicate will be generated. 4. The control panel is kept locked and only authorised

persons can change the price or add or delete menu items.

5. Possible to have a running count of each item recorded. 6. A sales analysis printout can be obtained on pressing a

certain key

Pre-Set Checking System

Electronic Cash Register

• High speed machines to record cash transactions in fast service and large volume of catering operations.

A Bill made by Electronic Cash Register

ECR- Advantages

1.Price customers’ checks through pre-sets or price look-ups.

2.Print checks, including the printing of previously entered items.

3.Have an additional special key so that the pre-set price can be changed during promotional period. E.g. “happy hour in a bar.”

4.Produce sales analysis by type of product at any hour of transaction.

5. Enable analysis of sales per waiter per hour or per shift period.

6. Analyse sales by method of payment- cash, cheque, type of credit card, etc.

7. Automatic calculations – taxes, service charge, cover charge, etc.

8. Provide limited stock control.9. Provide waiter checking-in and checking out

facility

ECR- Advantages (cont’d….)

10. Operator training can be provided without disrupting transaction operation or corruption of information already in the ECR.

11.Restrict access to the ECR and the till drawer by the key or code for each operator.

12.The customer can view the price charged through “turret display”. This is advantageous in self service counter and fast food outlet operations.

13.Eliminates the need for cashier. Each waiter becomes responsible for collecting the payment and paying in the exact amount as recorded by the ECR at end of each shift.

ECR- Advantages (cont’d….)

1. Suitability – type of operation2. Cost – in comparing with other products.3. Model- up-to date or old.4. Training to be provided to operate.5. ECR be linked with other ECRs as a part of

network.6. Maintenance – level/cost/frequency.7. Safeguards – memory loss when power failure.

ECR- Disadvantages/Constraints/Considerations

8. Restriction of access to commands, re-setting, disclosure of information to any other than authorised persons.

9. Ability to function when near to any other powerful electrical equipment.

10.Ability to restrain entry of moisture/dust/foreign particles that can interfere with the operation of the keys.

ECR- Disadvantages/Constraints/Considerations

Electronic Hand held Order Pads

3. Order is taken on check pad by pressing the keys

1. Each waiter has a check pad in possession.

2. Thus individual check-pad discloses the identity of the waiter using it.

5. It has a send button which when pressed the order is transmitted both to kitchen & cashier’s terminal.

4. The check pads are wireless networked with kitchen & cashier

• A software which enables individual sales at an outlet be recorded, transmitted to various sections, printed as “check” and accounted for and at the same time be processed as a performance data of the outlet.

POS Control System

How POS Works

Order

Recorded

Received at processing

unit

Send to kitchen

for production

Bill generated

for service

rendered Processed data

stored for evaluation

Necessity for Control • The necessities for control are :

• The system of Control exists in varied forms in every departments. • All the sections under the Food & Beverage department are

interrelated.• For the control to be effective all these sections must be covered

under control

1. Analysis of the performance by the outlet.

2. Establishing & maintaining standards.

4. Minimising wastage.

3. Pricing.

5. Minimising pilferage & frauds.

6. Processing necessary information required for the management

Decision making

Analysing & Reconciling

Ordering & Purchasing

Serving, Selling & Accounting Receiving

Preparing Storing

Issuing

THE CONTROL CYCLE