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The Stocktaking Summit Online

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Transcript

  • 1. The Stocktaking Summit Online Hosted by Barry Chandler
  • 2. Overview
    • Housekeeping
    • Length of Time
    • Mixture of Content
    • Varying Levels of Understanding
    • Replay
  • 3. Contents
    • Introduction
    • The Goals with Stocktaking
    • What to look for in a Stocktaker  
    • How to Prepare for a Stocktake to get the Best Results  
    • Carrying out the Stocktake  
    • After the Count  
    • What Your Results Mean
    • Making a Plan for the Future
  • 4. My Background Commodore Hotel in Cobh, Co. Cork 1993-1997 Waiter/Barman
  • 5. My Background Adare Manor, Co.Limerick 1997-1999 Trainee Manager
  • 6. My Background Westwood House Hotel 1999 Asst. Bars Manager
  • 7. My Background Cunard & Seabourn Cruise Line 1999-2003 Waiter Asst. Provision Master Food & Beverage Controller
  • 8. My Background International Food & Beverage Management Diploma 2003-2004 Salzburg, Austria
  • 9. My Background Setup Stocktaking.ie in 2004 offering a cost control solution to bars, restaurants, hotels and now retail outlets.
  • 10. My Background In 2005, Barkeeper Limited was setup to provide resources and tools as needed by hospitality businesses.
  • 11. The Goals with Stocktaking ·         Raise Profits ·         Reduce Theft ·         Identify Losses ·         Measure Performance
  • 12. What to look for in a Stocktaker
    • Good References
    • On-Site Presentation of Results
    • No guesstimation
    • Latest cost prices
    • Spot Checks
    • Reports in line with sales
  • 13. Assumptions about your Business “ That Control is a Mentality and not a Scheduled Event”
  • 14. Assumptions about your Business Control your Cash Register Control Your Back Door Control Your Staff
  • 15. How to Prepare for a Stocktake Video: How to prepare the shelves in advance of a stocktake
  • 16. How to prepare the fridges in the bar
    • Stock the night before
    • Line all bottles up from the front to the back
    • Make sure all light fixtures are working
    • Always restock the same way
    • Tip to identify losses every night
  • 17. How to get the kitchen ready for a stocktake
    • Begin the night before
    • Ensure the chef identifies all products
    • Consolidate boxes, trays and buckets
    • Create a recipe for prepared items
    • Remove all empty containers
    • Identify the expiration dates
    • Empty the chest freezer so that all products are organised and easy to count
  • 18. The Paperwork Needed before a Stocktake Period End Z Reading from the Cash Registers All delivery receipts/invoices for the period Transfers Booklet from the Bar/Kitchen Spoilage Record for the Period
  • 19. Carrying out the Stocktake Video Series: How to Stocktake the Various Areas of the Bar & Kitchen How often should you conduct a stocktake and who should do it? What to weigh and what to count What to include in a stocktake and what to leave out What areas to count first and why it matters
  • 20. Tools Needed for the Stocktake Weighing Scales Flashlight Count Sheets/Pen/Clipboard Calculator
  • 21.  
  • 22.  
  • 23. Now that you have your count…. You’ll need… Total Sales Value Total Purchases Total Adjustments
  • 24.  
  • 25.  
  • 26.  
  • 27. Investigating Variances The first results will rarely be the final results If your results show overages - Un-entered delivery dockets - Stock returned but not recorded - A Void Receipt not corrected - Incorrect count - Promotional items not recorded as such
  • 28. Investigating Variances If your results show shortages - Incorrect count - Giveaways/breakages not recorded - Theft - Data entry error - Brewery returns not recorded
  • 29. Avoiding Counting Errors
    • Always count the same way, left to right and top to bottom
    • Recheck your count before leaving each area of the bar or kitchen
    • Take all cases and boxes down when stacked on top of one another to ensure full cases
    • Weigh open kegs where possible
    • For increased accuracy, have two people undertake each count
    • Follow all steps shown in preparing each area for the count
  • 30. Making a Plan for the Future
    • Stocktaking is just one of a number of steps you need to take:
    • 1.         Standardise your Systems  
    • 2.         Perform Physical Inventories  
    • 3.         Undertake Surprise Cash Counts  
    • 4.         Remove Managers Keys and change Passwords
    • 5.         Manage your Back Door
  • 31. If you do suspect theft
    • 1.  Barstaff should not be allowed count their cash at the end of a shift
    • 2.  Don’t allow barstaff to participate in a stocktake
    • 3.   Insist on Management signatures on Voids and Giveaways  
    • 4.   Insist that receipts be given with EVERY transaction
    • 5.   Establish Strict Till Procedures
    • Take an immediate “Z” Reading when you close
    • Spot Check Counts by shift
  • 32. Q & A
  • 33. To get some more information about stocktaking equipment visit www.stocktaking.ie
  • 34. Thank you for joining me on this webinar