Control of Sale of Food & Drinks• Control: 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.• 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.
Functions of Control1. 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: 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.• Depending upon the type of menu and its operation the type of KOT can vary
Types of KOT.Triplicate Checking System Duplicate Checking System Has 3 Copies Has 2 Copies Suitable for a la carte menu Suitable for table dhôte menu Suitable for First Class Suitable for Popular Priced Establishment Restaurants. Bill made by cashier Bill is the duplicate copy which is made by the waiter .Guest pays the cashier As per rules guest pays thorough waiter either cashier or waiter directly .
How a Triplicate KOT works• Consist of three copies.• Depending upon the rule of the organisation Either Or Top copy goes to kitchen for Top copy goes Cashier making the dishes Second copy to kitchen for Second copy to cashier for bill making the dishes Third (flimsy) copy retained Third (flimsy) copy retained by waiter as a ready reckoner 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
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.
Disadvantages in Manual System Checking• 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.
Types of Restaurant Check in Automated SystemPre-Checking Electronic POSsystem (NCR) Cash Control register system Pre-set Hand-held Checking Order Pads System
Pre-Checking System (NCR) • A blank sales check • Waiter’s machine number. • 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.
Pre-Checking System (NCR)• How it works: 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. Price Menu Item 3. There are pre-assigned keysQuantity Waiter Log-in No. 4. The duplicate check is produced for bar or kitchen to obtain beverage or foodTable No. 5. The top copy is referred to as the sales check Print
Pre-Checking System (NCR)• How it works: (cont’d….) 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.
Pre-Checking System (NCR)• Advantages: 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.
Pre-Set Checking System• 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
Electronic Cash Register • High speed machines to record cash transactions in fast service and large volume of catering operations.
ECR- Advantages1.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.
ECR- Advantages (cont’d….)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- Disadvantages/Constraints/Considerations1. 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/Considerations8. 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.
Electronic Hand held Order Pads 1. Each waiter has a check pad in possession. 2. Thus individual check-pad discloses the identity of the waiter using it. 3. Order is taken on check pad by pressing the keys 4. The check pads are wireless networked with kitchen & cashier5. It has a send button which when pressed the order is transmitted both to kitchen & cashier’s terminal.
POS Control System • 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.
How POS Works Processed data stored for evaluation Received at processing unit
Necessity for Control• The necessities for control are : 1. Analysis of the performance by the outlet. 2. Establishing & maintaining standards. 3. Pricing. 4. Minimising wastage. 5. Minimising pilferage & frauds. 6. Processing necessary information required for the management• 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
THE CONTROL CYCLE Decision makingAnalysing & Reconciling Ordering & Purchasing Serving, Selling & Accounting Receiving Preparing Storing Issuing