Food & Beverage Service II (BHM)

Unit 9: Sales Control System

Introduction:

A control system covering the sale of all food and beverages in a catering establishment is
essential to achieve maximum returns. The type of control system used varies from one operation
to another. How this is carried out depends on management and the degree of training and
instruction that is given to staff on the job. In a large establishment a control and accounts
department would be in overall charge of the efficient running and working of the control
systems used. In a smaller establishment this may be taken over by an assistant manager, who
would personally carry out the daily and 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.

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.:-

Stage 1: Taking the customer’s food or beverage order

Stage 2: Announcing these orders to kitchen or bar as the case may be

Stage 3: Getting the order correct and ready on time

Stage 4: Serving the correct order, on time with correct serving temperature to the guest

Stage 5: Making the correct bill

Stage 6: Setting the bill

Stage 7: 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.
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Functions of a Sale Control System:

1. The control system monitors the area where food and beverage sales take place.
2. It reduces the pilferage, fraud, and wastage to minimum.
3. It provides required information to the management for costing purposes, so that they
forecast the statistics accurately for the next financial period.
4. It ensures that cashiers make bills correctly so that the customer is neither overcharged
nor under charged.
5. The food and beverage order taken from the guests should be documented for effective
control.

There are different checking methods followed namely:

1. Triplicate checking method

2. Duplicate checking method
3. Single order sheet
4. Quick service menu and customer bill “OR” Service with order
5. Computerized order taking

MANUAL CHECKING SYSTEM OR CONTROLLING SYSTEM

1. TRIPLICATE CHECKING METHOD:

This system is traditional and time tested which is very efficient and still is trend. 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 or
BOT, 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
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cashier attached the 2nd copy of KOT / BOT 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 / BOT remains with the waiter in the KOT / BOT pad for reference and
checking up the order during service. It may be called for auditing at any time by the control
department.

The process of food and beverage revenue control through checking methods is summarized in
the chart given below. This chart is based upon the triplicate method for food and the duplicate
method for the dispense bar. The chart indicates that all top copies goes to the dispense points
(bar, kitchen), 2nd copies goes to the cashier section for preparing bill then after payment
receipted the bill and follows the flow of information through until top and second copies are
matches up by control.
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KITCHEN ORDER TICKET/TOKEN

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. KOT stands for
Kitchen Order Ticket and BOT stands for Bar Order Ticket. This is issued by the food and
beverage service outlet to kitchen and bar to receive the food & beverage items for the service.
Every order of food item and beverage item is written down in specific ticket. This task is carry
out by food & beverage service order taker. Usually KOT and BOT are available in 3 copies for
one serial number. The activities of each copy are as follows

1st copy (Original) goes to Kitchen/Bar - To place the order to prepare

food & beverage.

2nd copy (Duplicate) goes to cashier - To prepare the bill.

3rd copy (Triplicate) goes to server - To pick-up and serves the

order accordingly and for reference of F&B
Service Department.
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KOT, BOT contents establishment name & address, KOT, BOT serial number table number, date,
number of pax (cover), time, particulars, quantity and seat number.

2. 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,
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serial number and date. When the food is ready, the Aboyeur keeps the particular slip along with
the food to avoid confusion.

Difference between Duplicate and Triplicate Method:

S.No. Particulars Duplicate Triplicate

1. Type of Establishment Popular price restaurants, First-class establishment
cafe and small hotel where usually operating as
the table d’hôte menu is in extensive a la carte menus.
operation which possibly a
limited a la carte.
2. Number of copies of Two Three
food check
3. Bill Bill is the duplicate copy of Cashier makes out the bill,
the food check and as made which is in duplicate.
out by the waiter’s cashier.
4. Payment of the bill The guest may pay the bill to The guest pays the bill to
the cashier directly or the cashier via the waiter
through the waiter according who returns the receipted
to the policy of the bill and change to the guest.
establishment.
5. At the end of the service The sales summary sheet The sales summary sheet
obtained from the waiter’s along with the duplicate
check pad must be handed bills and checks is handed
over to controls together with over to the controls
the cash received. department by the cashier

3. SINGLE ORDER SHEET:

This system is used in cafés, quick turn over restaurants and takes 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.
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4. QUICK SERVICE MENU:

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:

1. Food
2. 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;

1. 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.

2. CREDIT CARD

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.
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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)

3. DEBIT CARD

The use is similar to the above, but the amount used is immediately deducted from the
customer’s account.

4. CHEQUE

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.

5. TRAVELER’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.

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.

The advantages of using modern technology in food service operations are as follows:

 It ensures good control over the operations.

 It increases productivity and reduce labor costs.
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 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. a. 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:

 Print checks, including the printing of previously entered items.

 Provide an analysis of sales by waiter per hour shift period.
 Provide an analysis of sales made by type of product.
 Analysis of sales by method of payment (cash, cheque, credit card etc)
 Complete automatic tax calculations and cover service charges.
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b. 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, and amount charged to room
accounts, tax amount, discounts given etc. The basic information required in a sales summary
sheet includes the following:

a. Date
b. Bill number
c. Table number
d. Number of cover per table
e. Bill amount
f. Modes of payment- cash, credit card, cheque, posted to room
g. Analysis of food, beverages, and other sales items.

c. 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.
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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.

BILLING PROCEDURE

Every catering establishment or every outlets or units of hotel have their own bill which is used
to calculate their transactions of food & beverage for that particular day. Usually a bill is made
up in two copies but in big hotel industry it is prepared in three copies in which first copy goes to
the guest at the end of the service to receive the payment, second copy will be collected by
cashier to take out sum of sales of the day transaction and received amount will be deposited in
front cash then the copy goes to the Food and beverage Controller to control over any kind of
pilferage and misuse. The final or third copy remains in the pad for future reference for menu
engineering etc.

Bill is given to the guest as a statement of all the expenditure made by them in restaurant and bar
outlets. The cashier makes the Bill by entering the ordered items and quantity, prices, discount if
given and applicable taxes after receiving the KOTs & BOTs. The waiter or order taker presents
the prepared bill at the end of the service. A bill contents establishment name & add, KOT/ BOT
no., cover, date, table no., particulars, quantity, amount charged, tax applicable, discount,
cashier’s signature, guest signature, room no etc. There is no hard & fast rule regarding the
content but a bill should be informative, attractive and presentable.
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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:
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1. 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.

2. Separate bills:

Based on the second copy of KOT, 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.

3. 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. Access in to the
venue and service of food and beverages is based on tickets or coupons.

4. 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.

5. 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.