SOP: CONTROLS: collecting KOT & BOT

TRAINING & DEVELOPMENT: WESTGATE HOTELS

1

SOP: CONTROLS: collecting KOT & BOT PROCEDURE

F&B controls collect the KOT's from kitchen KOT box at 9.30 a.m., which is kept under

lock and key.

BOT is collected from bar on daily basis at 9.30 a.m.

KOT and BOT are checked randomly.

Serial control of KOT and BOT is maintained for each outlet by checking KOT wise

detail report.

In case of KOT and BOT is missing in serial order, book copy of KOT is checked

physically to ensure that it is charged properly.

All the KOT and BOT are kept in file for a month and then discarded.

If the KOT and BOT is missing in serial order, as in book, Rs 1500/- is charged as a

penalty to the concerned department.

A bill is raised on the missing KOT number stating as penalty or an open item.

KOT wise detail report – format

KOT wise details for Room Service page no: 1

KOT No Bill No Description Quantity Rate

BREAK FAST

16815 6369 Tea 1.000 40.00

16816 6370 Coffee 1.000 40.00

16817 6371 Fresh Fruit Juice 1.00 70.00

LUNCH

DINNER

168331 6384 Dal Makhani 1.000 95.00

168331 6384 Tandoori Roti 4.000 25.00

168331 6384 Papad 1.000 10.00


2

This is a system generated report.

In the event it need to be done manually the KOTs are analysed as per the following

sheet:

KOT Serial Control

0 50 0 50 0 50 0 50 0 50

1 51 1 51 1 51 1 51 1 51

48 98 48 98 48 98 48 98 48 98

49 99 49 99 49 99 49 99 49 99


3

SOP: CONTROLS Handling NCKOT and A&G procedure PROCEDURE:

F&B controls collect the NC KOT from cashier on daily basis at 9.30 a.m.

NC KOT is valued at sale price without tax and credit is given to the Food cost as per the

cost percentage.30%.

At the beginning of the day all the previous day’s NCKOT’s are added and the total

amount is calculated.

NC KOT’s Food cost percentage is calculated at the rate of the current running food cost

%.

The amount thus obtained is deducted from the food cost to arrive at the actual food cost. All complimentary/A&G KOT must have ANG slip {See format attached } attached to it

duly approved by the G.M along with the details of person entertained, reason for

entertaining.

All A&G / NC KOT should be signed by person concerned and outlet manager.

An A&G report is generated which details the individual consumption. This gives an idea

as to who is exceeding the limit of A&G cost.

The NC KOT’s are filed for two months and then discarded.

Format of A&G Slip

A & G Authorisation Slip

Date: __________________

Please authorise me to entertain _

NAME OF GUEST : company: designation

Adult : child Food /soft beverage/IMFL/FL

Reason for entertainment :_________________________________________________________

Check No:________________ Amount:____________

Requested by ::___________________ Dept:__________________

Approved by : General Manager / Resident Manager


4

SOP:CONTROLS Checking Outlet Bills PROCEDURE:

Outlet bills are checked on daily basis with KOTand BOT attached to it.

It is done to ensure that the quantity is charged properly. As the system has got the rates

fed permanently, controller need only check the quantity in the bill with that of the

KOT/BOT.

In case of any discrepancy, shortage memorandum { See Format attached} is issued to

the outlet. In absence of any explanation it is charged to the steward and the cashier

equally.

Manager must approve all void bills with a specific reason and reference bill number.

Every new bill raised must have the refernce number of the void bill written on it.

If the explanation are not satisfactory , the bill is charged to the outlet.

Format of Shortage Memorandum

SHORTAGE MEMORANDUM

From: Food and Beverage Controls

To:

Following Discrepancy has been found in checks/ inventory dated:

Item Quantity Rate Remarks

Note: The above Discrepancy should be verified in 24 hours

The checks are available with us for inspection, in absence of suitable explanation

shortage will be debited to the person responsible.


5

SOP: CONTROLS Quality inspection of Perishables PROCEDURE:

Quality of perishables is checked to ensure that high quality standard is maintained.

F&B Controller checks the quality randomly.

In the event the quality received is a substandard quality the same is returned to the

supplier after canceling the item from the delivery challan or the bill.

Normally the supplier is given some time to deliver accepted quality items or the same is

purchased by open market.

The difference in rate + Cartege is always debited to the supplier.

It is also checked to ensure that items are received as per hotel's specification. For

example, Chicken-- 800-900 gms per piece.

Prawns-- 65-80 pcs per kg.


6

SOP: CONTROLS Taking Surprise Checks in Outlets PROCEDURE:

Surprise check is conducted in different outlets at odd times.

It is done to ensure that the system is followed correctly.

See annexure 1 for report format


7

SOP : CONTROLS Conducting Market Surveys

PROCEDURE:

Market survey is conducted every month along with the Chef and purchase manager.

It is done to see the quality of perishables, their availability in market and their rates.

Market survey is normally done for :

Fish

Meat Products

Vegetables

Groceries.

Controller makes an analysis of the rates after the survey and decides if any item

needs to be purchased from the open market for a better deal.


8

SOP : CONTROLS Maintaining Excise Books

PROCEDURE:

Excise register - This register is used to maintain a record of daily sale of liquor in

outlets. The register has the name of all guest having liquor in the restaurant, with their

permit number along with the quantity of liquor consumed and the bill number.

FLR 3:- This register is issued to maintain the receiving, sales and the closing balance of

license.

Receiving:- Whenever liquor is received in the hotel, the detail of the liquor received is

mentioned in this column such as T.P. no date of receipt, types of liquor i.e. spirit, beer,

wine etc.

Sale:- The total liquor sold during the day for that particular license is entered in this

column. This sale figure should be picked up from FLR 6 register.

Closing balance:- This column shows the closing balance or liquor stock available in that

particular license. This is determined as previous day's closing balance.

FLR 3A:- This register is used to maintain statement of the receiving sales and the

closing balance of each brand available in the particular license i.e. Royal Challenge etc.

FLR 4:- This a month end statement of transaction of liquor for each license. This

statement is prepared in duplicate and submitted to the excise office. The report in effect

shows the total qty of liquor received in the hotel in various categories, total sale of each

category in the month, breakages, if any and the closing balance.

See annexure 2 for all the above formats


9

SOP : CONTROLS Generating Daily food cost PROCEDURE:

Food cost is generated by system by transferring sale from outlet and issues from stores.

The sales figures are automatically totaled for all the outlets in the system.

The issues are entered by the stores and are termed as food cost.

The issue even contains the cost of food consumed by staff cafeteria, A&G, Bar snacks

which actually need to be considered as part of beverage cost., amenities served to guests,

Complimentary meals to guests.etc.

These extra burden on issues need to be reduced to arrive at the actual cost of food

consumed by the guests.

Allowable deduction is given such as:

1. A & G / N.C. KOT: - sales price * cost price percentage.

2. Staff cafeteria cost :- Number of staff * approved rate.

3. Gratis to bar:- Bar snacks issued to outlet.—Taken out from the requisitions.

4. Beverages: - Juices issued to bar.—Calculated from requisitions.

5. Amenities: - Number of rooms occupied * approved rate of amenities.

6. Complimentary B/F :- Number of guests having breakfast * cost of breakfast.

7. Food Cost %:- Cost of food divided by the Net sale * 100


10

SOP: CONTROLS Cover Analysis report of food PROCEDURE:

Cover analysis is carried out on daily basis.

This report is a system generated one.

It shows the budgeted revenue and the covers of a day.

The actual day’s revenue and the number of covers sold are brought to the cover analysis

format automatically by the system.

This gives enough detail for an analysis from the variance arrived between the budgeted

and actual figures.

It prompts for a management decision if required.


11

SOP : CONTROLS Generating Daily Beverage Cost report PROCEDURE:

Beverage cost is generated by the system by transferring sales and consumption.

Cost of all beverage items is specified in the system.

Total beverage cost /total sale of beverages

This can be done separately for the Soft beverages and IMFL [bar]

Cost is added for wastage and expired items which cannot be sold in respective heads


12

SOP : Controls Taking Bar Inventory PROCEDURE:

Bar inventory is taken on daily basis at 10.00 a.m.

The morning control staff takes the physical count of all liquor bottles available in bar

and arrives at the consumption of that day i.e.

Opening balance + requisition - Closing balance = Consumption.

Opening balance is the closing balance of the previous day. Requisition is the quantity

procured from stores on the previous day. Closing balance is the physical balance that is

taken by the controller every day.

The closing balance of half consumed bottles are carried out by measuring the liquor in a

measuring jug. The bottles with stopper is measured by pouring water on another bottle

of the same shape and equaling the level before being measured in measuring jug.

The liquor is tallied with the sales to arrive at the over/ shortages. In case of any shortage,

discrepancy note [shortage memorandum] is issued to the outlet. In absence of any

suitable explanation it is charged to the outlet at sales price.


13

SOP : CONTROLS Checking daily receiving report PROCEDURE:

Receiving report is checked with challan/bills to ensure that quantity is charged correctly

and rates are charged as per the hotel contract price.

At the time of receiving all the items are received after a quality and quantity check.

The stores then enters the item below each suppliers section with the quantity received as

per the challans.

Controller on receiving the DRR , checks the supplier and the quantity of the item. The

rate entered for the item is compared with the approved contract rate.

All the challans are initialed by the controller after checking.


14

SOP: CONTROLS Month End food cost reconciliation

FORMAT:

Food Cost Reconciliation for the month of January 2000.

Opening Stock A 0.00 Store Stock + Production Stock

Add: Purchases during the

month

B 0.00

Less: Debit note to suppliers C 0.00

Merchandise available for sale A+B+C=D 0.00

Less: Closing Stock E 0.00 Store stock + Production Stock at the end

of the month.

Merchandise consumed D-E = F 0.00

Less: Cost of adjustment 0.00

Room amenities Number of rooms occupied * Cost of

amenities

Complementary

breakfast/lunch/dinner

0.00 Number of room guests having breakfast *

Cost of breakfast/dinner

Gratis to bar 0.00 Bar snacks given complimentary in bar

Food to beverage

0.00 Juice used in bar for cocktail

Beverage to food (0) Brandy, wine issued to the kitchen for

cooking.

Administration & General 0.00 A N G's at sales price * Cost %

Set menu / Banquet soft drink (0) Wines, Soft Drinks given complimentary

along with food.

Cost of Cafeteria G 0.00 Number of staff * approved rate

Net Cost F-G 0.00 0.00%

Net Sale 0.00

Discount 0.00 0.00%

See annexure 7 for format


15

SOP : CONTROLS Month End Beverage cost reconciliation FORMAT:

Beverage Cost Reconciliation for the month of JAN 2013 .

Opening Stock A 0.00 Store Stock + Production Stock

Add: Purchases during the

month

B 0.00

Less: Debit note to suppliers C 0.00

Merchandise available for sale A+B+C=D 0.00

Less: Closing Stock E 0.00 Store stock + Production Stock at the end

of the month.

Merchandise consumed D-E = F 0.00

Less: Cost of adjustment 0.00

Room amenities Cost of mineral water given

complimentary in rooms / special

amenities like wine/ scotch etc.

Food to beverage

(0) Juice used in bar for cocktail

Beverage to food 0.00 Brandy, wine issued to the kitchen for

cooking.

Administration & General 0.00 A N G's at cost price

Set menu / Banquet soft drink G 0.00 Wines, Soft Drinks given complimentary

along with food.

Net Cost F-G 0.00 0.00%

Net Sale 0.00

Discount 0.00 0.00%

See annexure 6 for format


16

SOP: CONTROLS Standard recipe costing

Every item in the menu is practically made and the cost is calculated as per the

standard recipe.

For banquet menu, controller randomly inspects kitchen during production and

calculates the recipe cost observing the quantity of ingredients added in the

preparation.

The recipe cost is calculated in the format given below:

Recipe cost

Item_________________ Portion____________________

No Ingredient Unit Quantity Rate Amount

Total

Cost per Por

Cost%

Sale price

Remarks:

Approved By:

Chef F&B Manager F&B Controls


17

SOP : CONTROLS Checking Banquet Functions Procedure:

F& B Controller attends the banquet functions to ensure that the number of plates

kept on the buffet is equal to the number of guaranteed pax mentioned in the

Function prospectus.

The controller even takes a round during the function and takes the head count

approximately.

At the end of the function , he counts the balance of the plates in the buffet and

the total consumption is arrived at.

If the number of guests are more than the minimum guaranteed pax and they

requires additional plates, the number of plates kept additional must be informed

to the controller.

The guests must be charged for the minimum guaranteed pax or the total guests in

nthe function whichever is more.

Beverage Control at the Banquet

Beverages in banquet are sold by bottle.

Four days prior to the function , a temporary liquor license ( Club License ) (See

annexure 3 for format ) must be procured from old custom house, Mumbai.

The liquor required for the function must be purchased with the license.

Before the function, banquet requisitions the liquor on a Banquet Withdrawal Slip

(See annexure 4 for Format ) from service bar mentioning the entire item required

with quantity.

Three copy of the same is made and distributed as :

One copy to Bar Man

One to Controls

One to Banquets.

Controller counts the number of bottles withdrawn from the service bar.

At the end of the function, the controller takes inventory and the bottle charges

the guests.

Half consumed bottles are given away to guests. If guest returns the bottle to the

hotel, it is kept with the controller and used for A&G.

In case if guest requests for a drink which may be served by pegs, the same is

procured from bar on a separate BOT and the bill is raised. The same is added to

the banquet bill while settling.

Mainly for imported liquors which is not requested by the host as bottle and if

requested by any guests, the host is informed of the same and procured from

Service bar on a BOT.


18

All the mixers used at the function is also counted and charged to guest as per

consumption.


19

SOP : CONTROLS Bifurcation of cocktails

To arrive at the consumption of liquors used in cocktails, all the cocktail

consumption is calculated by segregating the cocktails with the base spirit used.

All the BOT is analyzed and the cocktails sold are counted separately.

Total the sales and equate with the consumption. Total liquor consumed will be

equal to that sold.


20

SOP: CONTROLS Month end inventory in stores

An inventory of store is taken at the end of every month to check discrepancy.

The book balance is compared with the physical balance.

Any shortage is charged to the food cost. If excess is found then the same is given

to kitchen.


21

SOP : CONTROLS Controlling Mini bar

In each room mini bar is placed as per Mini Bar advice slip.

House Keeping withdraws the stock and this is keopt in mini bar stores.

5 rooms minibaar stock is kept separately as emergency store which is used by

room boys for the replenishment in rooms when there is check out in night/

morning.

Every day at 1.30 p.m. , mini bar boy checks the occupied rooms for any

consumption in min bar. If there is any consumption in the bar he will enter this in

the tally sheet (format attached). Replenishment will be done and bill is raised for

the same in house keeping by the mini bar boy.

At night/ morning when a guest checks out ( before the mini bar boy checks the

room) front office announce the departure, room boy checks the consumption and

inform front office. Mini bar bill is then generated at front office by receptionist.

House keeping maintain reguister for any minibar consumption in night /morning

check outs. Mini bar boy check the register, enter in tally shgeet and replenish the

emergency stock which is used.

Physical mini bar inventory is taken twice a week.

See annexure 5 for format.


22

SOP : CONTROLS Conducting yield tests

Yield tests for all the items are worked out separately in consultation with

executive Chef

Sample yield test reports are given overleaf for few items.

For further information , please refer our yield test manual.

Date post:	15-Jan-2022
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SOP: CONTROLS: collecting KOT & BOT

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