food and beverage control - bvhm - semester ii

F & B Control :: Food and Beverage Service :: Semester II :: FYCT/ FYBSc.

:: FOOD CONTROL3.1 Necessity and functions of a control system

3.2 Types of K.O.T, Triplicate system, Billing methods, Computerized K.O.T’s, Flowchart.

3.1 Necessity and Functions of a control system

A control system covering the sale of all food and beverages in a catering establishment

is essential to maximize returns. The type of control system used varies from one operation to

the other. In a large establishment, a control and accounts department will be in charge of

efficient application and functioning of a control system being used. In a smaller establishment,

this responsibility may be taken over by an asst. manager, who would personally carry out the

daily or weekly checks that were necessary. All control systems should be as simple as

possible, making it easier for the food and beverage service staff to operate and for the control

and accounts department staff to check for any errors and omissions and to have them rectified.

Function of a Revenue Control System:

A control system essentially monitors areas where selling takes place.

1. There must be efficient control of all items issued from various departments.

2. The system should reduce to a minimum any pilfering and wastage.

3. Management should be provided with any information they require for costing purposes,

so that that they may estimate accordingly for the coming financial period.

4. The cashier should be able to make out the customer’s bill correctly so that the customer

is neither overcharged nor undercharged.

5. The system should show a breakdown of sales and income received in order that

adjustments and improvements can be made.

The main control methods in use in catering establishments are:

1. Triplicate or duplicate checking methods

2. Sales analysis sheets

3. Operational statistics

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Triplicate and Duplicate Checking methods (see 3.2)

Sales analysis sheets – These are also called as Sales summaries, bill summaries or

record of restaurant sales. They provide for:

The reconciliation of items with gross profits

Sales mix information

Records of popular/ unpopular items

Records for stock control

The basic information required includes:

Date

Name of restaurant

Period of service

Bill number

Table number

Number of covers per table

Bill total

Sales mix

Cashiers name

Individual staff or till breakdown.

ABC RestaurantLuncheon Service Date:

BIL

L no

.

Tab

le n

o.

No.

of C

over

s

Roo

m n

o.

Am

t. P

aid

Cre

dit

Kitc

hen

Bev

erag

es

(Cof

fee)

Win

es

Liqu

ors

Cig

ars

or

ciga

rette

s

Cas

hier

s N

ame

Ser

vers

Nam

e

Mis

c.

Flo

wer

s

TO

TA

L

0321 4 6 1500 700 100 400 300 - Jack Jill - - 1500

0325 8 10 5000 2000 400 600 1000 300 JackMar

y- 700 5000

Total 16 1500 5000 2700 500100

01300 300 - 700 6500

Example of Cashier’s Sales Analysis Sheet

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Operational Statistics – A variety of performance benchmarks also called as operational

statistics are used to monitor the restaurant.

Some of these are:

Sales mix: The information is taken from the sales analysis sheets and may be

further broken down to provide sales mix data. This not only reconciles sales of items

but also provides information on popular/unpopular items in the menu, records for

stock control, changes in customer interests, where profits/losses are being incurred.

Seat turnover: This is a pointer to efficiency. It is calculated by dividing the number of

covers served by the actual number of seats available per period.

Average check: Average check is also called spend per head. Average check is

calculated by dividing the total sales per department by the number of people or

covers served.

Index of productivity: Index of productivity is calculated by dividing Total Sales by

Labor costs incurred.

Sales per seat available: Shows the sales value that can be earned by each seat in a

restaurant. This is calculated by dividing total sales by the number of seats available

in the dining area.

3.2 Types of K.O.T, Triplicate system, Billing methods, Computerized K.O.T’s, Flowchart.

There are essentially four methods of taking food and beverage orders from the guest.

Even the most sophisticated electronic system is based upon either the duplicate or triplicate

methods even though the actual checks may not be written but communicated electronically to

VDU’s (Visual Display Units) or print out units.

Triplicate Method: Order is taken; top copy goes to the supply point, second copy is sent to the

cashier for billing and third copy is retained by the waiter as a means of reference during

service.

Duplicate Method: Order is taken; top copy goes to the supply point; second copy is retained for

service and billing purposes.

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Service with order: Order is taken; customer is served and payment received according to the

order. E.g. bar service or take-away methods.

Pre-ordered: i) individually, e.g. room service or breakfast and ii) Function catering

Triplicate System –

It is a control system used in a majority of high class establishments. As the name implies it

consists of three copies. To ensure efficient control the waiter or waitress must fill in the

information required in the four corners of the check. This being:

Table number

No. of covers

Date

Signature of the waiter

On taking the food order it is written from top to bottom of the food check. Where only a table

d’hôte menu is in operation the guest would initially order only their first and main courses. The

set price charged for this menu would be entered on the food check and circled.

A second new food check is written out for the sweet course, this being taken after the main

course is finished. A third check would be completed if any beverage such as coffee is required.

The operation for an ‘a la carte’ is similar, although the guests may order course by course

according to their requirements. Abbreviations may be used as long as they are understood by

everyone and not misinterpreted by the kitchen causing the wrong order to be put, and therefore

a delay in service to the guest.

K.O.T (Food check) –

1. The top copy goes to the kitchen and is handed to the aboyeur at the hotplate.

2. The duplicate goes to the cashier who makes out the guest’s bill.

3. The flimsy or the third copy is retained by the waiter at his/her sideboard as a means of

reference.

There will be certain occasions where special food checks need to be made. Any checks that

may have to be cancelled or need to be altercated should be endorsed by the head waiter or

supervisor.

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Suivant- Where it is necessary to write more than one food check for a meal. Eg Sweets food

check after the main course. At the head of this check should be written the word ‘suivant’ or

following check. This indicates that one check has already been written out for the following

table.

Supplement – When an extra portion of food is required where sufficient has not been sent out,

a special check must be written out headed ‘Supplement’ which means supplement the food

that has already previously been sent.

Retour and En place - Where a wrong dish has been ordered and has to be sent back to the

kitchen and replaced, a special check must again be made out headed ‘Retour’ for the wrong

dish going back to the kitchen and ‘en place’ for the new dish being served instead.

Accident – In case of an accident in the restaurant where food is dropped by the waiter, the dish

must be replaced without any extra charge to the guest and a food check must be completed

titled ‘Accident’.

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ABC Restaurant

Table no - Covers -

Date - Sign -

Layout of Kitchen Order Ticket.


Flowchart of the Triplicate Checking System Operation

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Orders from guest in Triplicate

To Kitchen To Cashier

To Servers Sideboard

Recorded in Food Sales analysis

Recorded in Cashiers Summary sheet

Placed in Security Box Bills prepared from checks

Checks to Control Office Checks to Control Office

Control to collate checks

with Summaries of guest’s bills

Debited to Customer or paid to cashier

Bills issued to departments responsible for any

shortages

Flimsy Copy


Duplicate System –

This is a system found in smaller hotels or popular price restaurants, cafes and department

stores. It is generally used where a table d’hôte menu is in operation.

As the name implies, there are two copies of each of these food checks, each set being serial

numbered. A check pad or bill pad as it is sometimes termed usually contains a set of 50 -100

food checks. The top copy of the food check is usually carbon backed.

For control purposes the top copy may have printed on it a waiter’s number or a letter. This

should be the number or letter given to the waiter. The control and accounts department should

be notified about the waiter’s identification number. The food check top copy is made up of a

number of perforated slips usually 4 or 5 in number. When writing a guests order a different

perforated slip is used for each course. The waiter must remember to write the number of

covers and price of each meal on each slip.

Since the duplicate copy acts as the guest bill, the waiter must ensure that everything charged

is paid for.

Electronic/ Computerized Point of Sale Control –

The advantages of having ECR’s or Server based POS are

1. There are fewer errors in entering sales information.

2. Transactions may be processed faster. (Single key entry for prices, electronic bar code

scanners etc.)

3. Training time may be reduced.

4. Instant credit checking may be done.

5. More detailed information may be obtained due to the electronic database generated.

6. More secure than manual registers.

7. Improved appearance and ergonomics and

8. Advance computing facilities may be provided for generation of VAT, reprinting receipts

etc.

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Billing Methods

There are seven basic billing methods. They are

1. Bill as a Check: When a guest requires a bill, the waiter checks everything that is

entered on the duplicate copy of the food and drink check and then totals the bill. It is

then presented to the guest. Control is effected by comparing the checks used to order

food and drink against the bill issued by each waiter.

2. Separate Bill: This billing method is found in conjunction with the triplicate checking

system. On receiving the duplicate copy of the food check the cashier opens a bill in

duplicate accordingly. When the guest requests the bill the waiter must collect it from the

cashier and then present it to the guest. On receiving payment from the guest, the waiter

returns the bill and cash to the cashier who will receipt both copies of the bill and will

return the receipted top copy of the bill along with any change.

3. Bill with order: This type of billing may be used in bars where the customer’s order is

rung up as requested on a preset electronic keyboard. When the order has been

completed the total sum owing is displayed on the monitor. On receipt of cash for the

order dispensed an itemized bill might be obtained for the customer.

4. Prepaid: This billing occurs when prepayment is required for a specific occasion or

event and allows the organizer to determine exact numbers prior to the event.

5. Voucher: Customer has credit issued by third party for either specific meal or specific

value.

6. No Charge: Customers not paying – (endorsement of check only)

7. Deferred: Refers to function type catering where bill is paid by the organizer.

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food and beverage control - bvhm - semester ii

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