5. Sale COntrol System.docx
Sales Control System
Importance of Control System
Essential for smooth operations and prevention of fraudulent activities.
Required at each stage of the Food and Beverage Cycle:
Taking customers' orders.
Announcing orders to the kitchen/bar.
Ensuring timely preparation and accuracy of orders.
Serving correct orders at the right temperature.
Accurate billing.
Settling bills correctly.
Consequences of Poor Control
An improper check can lead to significant losses.
Necessity for efficient system to complement employee efforts.
Functions of a Control System
Monitoring and Prevention
Monitors food and beverage sales area.
Minimizes pilferage, fraud, and wastage.
Provides data for cost analysis and future forecasting.
Ensures accurate billing by cashiers.
Salient Features of Good Control System
Simple and easy to implement.
Cost-effective and user-friendly.
Flexible for daily operations.
Provides reports to top management.
Facilitates profitability and functions as a deterrent for staff malpractices.
Documentation of Orders
Importance of documentation for effective control.
Various checking methods:
Triplicate checking methods
Duplicate checking methods
Single order sheet
Quick service menu and customer bill
Computerized order taking
Manual Checking System: Triplicate Checking Method
Overview
A traditional, efficient system with three copies of the food check.
Process
First copy goes to the kitchen/bar for preparation.
Second copy is for the cashier to create a bill.
Third copy retained by the waiter.
Control Box
Locked box for the first copy to prevent fraud.
Required Documentation
KOT copy attached to the sales summary by the end of the day.
Manual Checking System: Duplicate Checking Method
Usage
Common in small hotels and cafes with a limited menu.
Process
First copy goes to the kitchen; second is retained by the waiter.
Guest receives the second copy as the bill.
Feature
May include perforated slips for each course.
Difference Between Duplicate and Triplicate Methods
Aspect | Duplicate | Triplicate |
|---|---|---|
Type of establishment | Popular priced restaurants | First class establishments |
Number of copies | 2 | 3 |
Nature of bill | Duplicate copy made by waiter | Made by cashier in duplicate |
Payment | Direct to cashier or waiter | Via waiter to cashier |
End of service | Account submitted by the waiter | Summary submitted by cashier |
Single Order Sheet and Service with Order
Single Order Sheet
Used in quick service setups with limited menus.
Orders handwritten and presented as the bill.
Service with Order
Guests choose items from a board and pay at the counter.
Bill stamped when payment is made and food collected.
KOT (Kitchen Order Ticket)
Definition and Purpose
KOT is essential for facilitating accurate service.
Contents
Table number, covers, waiter’s name, date, time, items ordered, and quantity.
Writing Guidelines
Orders written horizontally with courses indicated.
Use of serial numbering for control.
Types of KOTs**
Suivant
Used for additional orders (like dessert) after main courses.
Supplement
For extra portions not included in the original order, needing a senior's approval.
Accident
For replacing accidentally dropped dishes, signed by a senior caption.
Retour/En Place
For sending back a wrong order, must list the price if from the a’la carte menu.
Modes of Payments**
Cash
Payment checked in front of guests; change counted back.
Credit Cards
Validity checked; involves a signed voucher and printed bill.
Debit Cards
Similar to credit but immediate deduction from the customer's account.
Cheques
Validity checked; must be filled and signed correctly.
Traveler’s Cheques
Need two signatures; issued by travel agencies.
Billing Format**
Includes:
Date, table no., time, waiter's name, items, quantity, rate, total.
Verification
Waiter collects and verifies the bill from cashier before presentation to the guest.
Billing Methods**
Bill as check: Uses duplicate checks for payment.
Separate bills: Prepared by cashier from the KOT.
Pre-paid: Tickets/coupons for meals or events.
No-Charge: Bill for acceptance, posted only.
Deferred: Post-event billing for catering services.
Computerized Checking Systems**
Advantages of Technology
Ensures operational control and increases productivity.
Minimizes clerical errors, saves time, and generates precise bills.
Electronic Cash Register**
Function
Calculates and records sales; includes a receipt printer and cash drawer.
Advantages
Analyzes sales by waiter, item, and payment method; automates tax calculations.
Sales Summary Sheet**
Purpose
Analyzes total transactions and payments over a period.
Required Information
Date, bill number, table number, cover count, bill amount, payment modes.
Point-Of-Sale (POS) Terminal**
Description
Computerized systems for cash registers and accounting.
Benefits
Tracks sales, integrates data, generates reports across departments.
Restaurant Cashier Duties**
Reports to the restaurant manager.
Prepares bills and sales summaries.
Manages cash and credit transactions.
Handles guest complaints and ensures approvals for discounts or cancellations.
Various Reports Generated**
Sales by Servers/Waiters: For training and performance recognition.
Sales by Meal Period: Identifies peak business hours for staffing adjustments.
Menu Item Preference: Analyzes item sales to refine offerings.
Menu Item Profitability: Assesses profitability for menu engineering.
Category Report: Analyses popularity and profitability of food and beverage items.