SALES CONTROL SYSTEM | 2ND SEM
SALES CONTROL SYSTEM
A. KOT/BILL CONTROL SYSTEM (MANUAL)
1. TRIPLICATE CHECKING SYSTEM
2. DUPLICATE CHECKING SYSTEM
3. SINGLE ORDER SHEET
4. QUICK SERVICE MENU & CUSTOMER BILL
B. MAKING BILL
C. CASH HANDLING EQUIPMENT
D. RECORD KEEPING (RESTAURANT CASHIER)
KOT is a written document which is given to the kitchen in exchange of any dish or any item picked up from the kitchen.
BOT is a written document similar to the KOT which is given to the bar in exchange of any beverages from the bar.
Importance:
1. Establishes appropriate co-ordination between the kitchen & service personnel.2. Helps to avoid chaos or confusion at the food pick up counter.
3. It establishes accountability.
4. Facilitates proper control system.
5. Helps to raise a bill for settlement
6. A post analyses will give an exact idea about the high selling and non-selling dishes on a menu card.
Format of a KOT
Example Hotel
Table No : ___________ Sr.No:__________________
Pax : ___________ Waiter’s name:___________
Date :____________ Time: __________________
S.NO QUANTITY PARTICULARS AMOUNT
Signature:
SALES CONTROL SYSTEM
Every Hotel needs proper and effective control system in order to run its operations smoothly and effectively, without any fraudulent activities.
This control is required at each and every stage of the Food and Beverage Cycle, i.e.:-
Taking the customer’s food or beverage order
Announcing these orders to kitchen or bar as the case may be
Getting the order correct and ready on time
Serving the correct order, on time with correct serving temperature to the
guest
Making the correct bill
Setting the bill
Closing of the restaurant
Food sale is such a business if allowed unchecked can make an establishment bankrupt overnight. Therefore, it is not the workers or masters should work to control but system should work efficiently to prevent a disaster.
Functions of A Control System……..
The control system monitors the area where food and beverage sales take place.
It reduces the pilferage, fraud, and wastage to minimum.
It provides required information to the management for costing purposes, so that they forecast the statistics accurately for the next financial period.
It ensures that cashiers make bills correctly so that the customer is neither overcharged nor under charged.
The food and beverage order taken from the guests should be documented for effective control. There are different checking methods followed for either of the two menu styles namely:
i. Triplicate checking methods
ii. Duplicate checking methods
iii. Single order sheet
iv. Quick service menu and customer bill “OR” Service with
order
v. Computerized order taking
TRIPLICATE CHECKING METHOD:;
This system is traditional and time tested and very efficient and still is vogue. As the name implies, the food check has 3 copies. Each copy has same serial number on them, and be off different color for easy identification and demarcation. Once the order is recorded on the KOT, the first copy goes to the kitchen or the dispense bar on the basis of which the order is prepared. Once the waiter picks up the order, the KOT copy is dropped in to the control box, which is always kept locked. Control box is maintained by the food and beverage control department to prevent any kind of fraud and malpractice.
The second copy is given to the cashier, and based on that the bill is prepared, which has 2 copies. The first copy of the bill goes to guest and another copy is retained by the cashier the cashier attached the 2nd copy of KOT to the 2nd copy of the bill and submits it along with sales summary to the food and beverage controls at the end of the day.
The 3rd copy of KOT remains with the waiter in the KOT book for reference and checking up the order during service. It may be called for auditing at any time b the control department
DUPLICATE CHECKING METHOD:
This kind of checking method is used in small hotels, Cafés, and popular restaurants. As the name implies the KOT book has 2 copies. The first copy is sent to the kitchen on the basis of which the order is prepared. When the waiter picks up the order, the first copy is dropped in to the control box for auditing by the control department.
The waiter retains the second copy as a means of reference during the service. When guest requests for the billing, the waiter or cashier sum up all the rates on the 2nd copy of KOT and presents the same to the guest as the bill.
In a few organizations, the copy has four to five perforated slips. The waiter writes down the food order course wise on different perforated slips. As and when each course is required that particular slip is torn off and given at the hot plate. Every slip has a waiter number, table number, serial number and date. When the food is ready, the Aboyer keeps the particular slip along with the food to avoid confusion
Difference Between Duplicate And Triplicate Method
SINGLE ORDER SHEET:
This system is used in cafés, quick turn over restaurants, departmental stores, and taken away establishments; usually the menu is very limited with little or no choice. Many organizations following this system may have order sheet printed with the menu, after taking the order from the guests, the waiter writes it on KOT and calls for the order verbally over the hot plate. When the guest requests for the bill the waiter prices the order sheet and hand over to them as a bill. While leaving the restaurants, the guest submits the bill to the cashier and pays the amount. The cashier retains the bill for control purpose.
SERVICE WITH ORDER:
This system of ordering is used in fast food joints, taken away, cafeterias, etc. Here the menu offered in the establishment is displayed in wall mounted boards. The guests choose what they want to eat and then order that. The person at the cash counter make the bill collects the cash, stamp the “bill received” and hand it over to the guest. The guest goes to respective food counter and collects the dishes against the bill. After delivering the order the person at the food counter stamps the bill “delivered” and hand it over to the guest.
Whatever may be the checking system used, it should ensure good control over the food service operation staff who deals with two important things------FOOD and CASH..
MODES OF PAYMENTS:
There are various methods of making payments for the consumed food and beverage services. Some of the most popular methods are
CASH
The payment received in cash should always be checked in front of the guest and at the same time when change is given then it should be counted back to customer. In this method complete payment is made in cash and therefore the currency notes should be checked for their authenticity and proper shape
CREDIT CARDS
If the payment is made by credit card, the first step is to check its validity. Then a voucher is made out and filled in with the required details. The customer is then requested to sign the voucher after which the operator should check and match the signature with that on the credit card. The customer copy should be given to the guest.
The validity of the credit card is checked by passing it through the electronic machine after which the details of the credit card are printed on the form of itemized bill which the customer then signs. (One copy of this itemized bill is given to the customer for his record
DEBIT CARDS
The use is similar to the above, but the amount used is immediately deducted from the customer’s account
CHEQUES
When accepted cheques, the cashier should check the following information;
Correct date
Filled amount (correct/incorrect)
Signed by the person indicates on the cheque
Match the signature of cheque card
NOTE: cheque should always be accompanied by the cheque card
TRAVELLER’S CHEQUE
These may be issued by the travel agent (if travel agencies and hotels have tie up or any type of contract). The traveler’s cheque must be signed once when issued and again when to pay
KITCHEN ORDER TICKET/TOKEN………
KOT is prepared by food service personnel to intimate the food order of the guest to the kitchen staff. It helps in serving the right order to the right person. The KOT consists of details such as table number, covers, name of the waiter, date, time, items ordered, and its quantity. Usually, all the KOTs are serially numbered for control purpose. The food check may be duplicate or triplicate depending on the size and style of the organization.
A KOT is written as follows;
The order is written along the lines and not up or down.
Indication is given between the courses.
If a few lines are left in KOT, that space is struck off.
Quantity of each dish is written in words rather than the numbers
Different types of KOTs such as Suivant, Supplement, Retour/En place, and Accident are used in certain instances. There explanations are as…….
SUIVANT
This KOT also is made on the same KOT slip/ KOT pad however on top of the KOT one needs to mention the word “SUIVANT KOT” or “EN SUIT KOT” which means the “following” depicting that one KOT has already been issued for the same table number & the same guests.
This KOT is made when an order is too long to accommodate on one KOT slip and another KOT has to be made. Also when the sweet or coffee is ordered after the main course and a 2nd KOT has to be raised for the same table.
SUPPLEMENT
Incase when the accompaniment served with the main course or a side dish is not sufficient, and another portion is ordered by the guest for which the guest will not be charged, here a SUPPLIMENT KOT is raised. This KOT also is made on the same KOT slip/ KOT pad however on top of the KOT one needs to mention the word “SUPPLIMENT KOT”. It has to be counter signed by the manager in-charge and the Reference KOT (previous KOT) number has to be mentioned.
ACCIDENT
A waiter may drop a dish by accident. In this situation, a separate KOT, called ‘accident’, is raised, indicating the dish name and the number of portions required. This has to be signed by the senior caption and it is not charged
RETOUR/EN PLACE
When a wrong dish has been ordered and has to be sent back to the kitchen and replaced, a special KOT must be made mentioning retour(return) and en place (in place). If the dishes are from an a’la carte menu, then the price should also be mentioned along with the order.
NO CHARGE KOT or HOUSE SLIP
In preparation of many dishes the kitchen makes use of alcoholic beverages like wine, rum, brandy etc. In situations when such dishes are ordered by the guest, the steward has to bring the required amount of alcohol from the bar where this KOT is raised for the BAR other than the normal KOT which is raised for the order given by the guest. This KOT also is made on the same KOT slip/ KOT pad however on top of the KOT one needs to mention the word “NO CHARGE KOT or HOUSE SLIP”. It has to be counter signed by the manager in-charge and the Reference KOT (previous KOT) number has to be mentioned.
COMPLIMENTARY KOT
This KOT is raised when a complimentary portion of food is to be served either to an upset guest to maintain the goodwill or for business promotion. This KOT also is made on the same KOT slip/ KOT pad however on top of the KOT one needs to mention the word “COMPLIMENTARY KOT”. It has to be counter signed by the manager in-charge and the reason has to be mentioned.
. ADMINISTRATIVE & GENERAL KOT
This KOT is raised for the top executives of the hotel or the managers who are authorized or given allowance to dine in the restaurant or order from the restaurant. This KOT also is made on the same KOT slip/ KOT pad however across KOT one needs to mention the word “ADMINISTRATIVE & GENERAL KOT” for identification. It has to be counter signed by the manager in-charge and also by the recipient of the order.
ACCIDENT KOT
In situations where there is an accident and the dish gets spoilt or partially damaged this KOT is raised for the same dish (freshly prepared) for the kitchen. This KOT also is made on the same KOT slip/ KOT pad however on top of the KOT one needs to mention the word “ACCIDENT KOT”. It has to be counter signed by the manager in-charge and the reason has to be mentioned. The analysis will be done and the concerned person will be penalized
DUPLICATE KOT
If all the copies of the KOT get misplaced, a duplicate KOT has to be raised with the same information or order . This KOT also is made on the same KOT slip/ KOT pad however on top of the KOT one needs to mention the word “DUPLICATE KOT”. It has to be counter signed by the manager in-charge and the reference KOT number has to be written.
BILLING
BILL FORMAT
In the restaurants, when the guest request for the bill, the waiter collects it from the cashier and checks it whether all items are entered and priced correctly. It is always advisable for the waiter to double check the addition. Then the bill is presented to the guest in a bill folder.
Many types of billing methods are used in foods service operations. The type of method used depends on style and volume of business. They are explained as follows;
Bill as check: in a duplicate checking system, the second copy of the food check is used as a bill .When the guest requests for the bill, the waiter or cashier sums up all the rates on the second copy of the KOT and presents the same to the guest. This method is used in small hotels, café, and popular restaurants
Separate bills: The bill is made for the second copy of the food check. The second is given to the cashier. Based on that, the cashier prepares a bill that has two copies. The top copy of the bill is presented to the guest. On receiving payment to the guest, the bill is stamped ‘paid’ and is returned to the guest. The second copy is retained to the cashier and attached to the second copy of KOT to submit it along with sale summery to the food and beverage controls department
Pre-paid: The customer purchases tickets or coupons in advance, either for specific meal or specific value. For example food service operations organizing theme food festivals, fashion shows, and New Year’s Eve program sell admission tickets in advance at fixed price. Admission in to the venue and service of food and beverages is based on tickets or coupons
No-Charge: in this system, the guest is not charged for receiving the goods or services. The guest is asked only to sign the bill as acceptance of service received, and the particular amount is posted to the house.
Deferred: This type of system is used in catering function. In this, a service has been requested by an individual, firm, or company, which has been confirmed and taken place. Upon the conclusion of event, the bill is prepared or the services rendered and are sent to the company or organization person
COMPUTERIZED CHECKING SYSTEMS OR CONTROLLING SYSTEM……
In today’s food service operations, computer has become an integral part and is used in every sphere of operations. Computerized pre-check systems are extensively used in food and beverage control.
It ensures good control over the operations
It increases productivity and reduce labor costs
It eliminates revenue leakages by ensuring that all the orders are billed.
It reduces clerical errors to minimum.
It avoids duplication of work.
It saves time.
It generates bills quickly without any mistake.
ELECTRONIC CASH REGISTER……
An electronic cash register is a mechanical device used to calculating and recording sales transactions. It usually prints a receipt for the customer. It has an attached drawer for storing cash. The cash drawer can be opened after a sale, except when special keys, which only senior employees have. This reduces the risk of cash pilferage.
Its following advantages are;
Ø Print checks, including the printing of previously entered items.
Ø Provide an analysis of sales by waiter per hour shift period.
Ø Provide an analysis of sales made by type of product.
Ø Analysis of sales by method of payment (cash, cheque, credit card, etc…)
Ø Complete automatic tax calculations and cover service charges.
Sales Summary Sheet…………
The sales summary sheet is an analysis of all the transactions/cash taken during the particular period of service. It is prepared to know the revenue generated through the sales of food, beverages, the modes of bill settlement- cash, cheque, credit card, amount charged to room accounts, tax amount, discounts given etc. the basic information required in a sales summary sheet includes the following:
Ø Date
Ø Bill number
Ø Table number
Ø Number of cover per table
Ø Bill amount
Ø Modes of payment- cash, credit card, cheque, posted to room
Ø Analysis of food, beverages, and other sales items.
FORMAT OF REVENUE CONTROL SHEET OR SALE SUMMARY SHEET-
Point –Of-Sale ( POS)Terminal……….
Point-of –sale systems are computerized system incorporating registers, computers and peripheral equipments, usually on a computer network. These systems keep track of sale & can generate records used in accounting and book keeping.
POS registers are connected to touch screen monitors, magnetic strip readers, bar code terminals, etc. the data is fed to various terminals and it can be accessed in various output units. This system integrates the data and reduces the manual work. For example- if a bill is made in the restaurant, it will be automatically posted in the guest bill, if a KOT is made it can be displayed in the kitchen or can be printed in the kitchen.
These systems can also generate reports required by various departments at any given point of time, can control reservations, guest history, guest registration ,sale summary sheet etc.
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