The Stocktaking Summit Online

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The Stocktaking Summit Online

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

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