SALE CONTROL SYSTEM

 

SALE CONTROL SYSTEM

A) KOT/ BILL CONTROL SYSTEM

Control implies checking at every stage, enables food and drinks to be coordinated with the aim of presenting a correct bill to each guest without delay.

In a food and beverage operation, for any food item and non-alcoholic beverage item a kitchen order ticket or KOT has to be made by the F&B personnel and concerned item is provided by the kitchen to the F&B personnel only on presenting the KOT. KOT is the written proof that guest has been served with the item he has ordered. KOT is very important tool of F&B control system. Any food item ordered by the guest is written on KOT. Similarly all alcoholic beverages has to be obtained from the bar is noted down on BOT or the bar order ticket and is presented to the barman and it is only then the barman will provide the waiter with the alcoholic beverage.

KOT and BOT are made in 1+3 i.e. one original and three carbon copies.

1.     The first copy goes to kitchen/bar so that the kitchen produces the food that guest has ordered.

2.     The 2^nd copy goes to the cashier so that based on the information given on KOT/BOT he/she can raise the bill so that the guest can be charged for what he has consumed. This copy is attached with the 2^nd copy of the bill which goes to the accounts( the 1^st copy of the bill is presented to the guest)

3.     The 3^rd copy of the KOT/BOT remains with the waiter so that he or she can follow up the guest order and he remembers exactly what is ordered on which table

4.     The 4^th copy of the KOT/BOT remains in the KOT/BOT for future reference if required

IMPORTANCE OF KOT

KOT is the written proof of the day’s activities. It is full details of the items being sold on that particular date. Analysis of KOT can be done and records can be kept for future reference i.e. to prepare the budget for the same month next year. Plan out certain events to find out which item is the most selling and which is not. If needed the menu can be revised. The waiter’s performance can also be judged through the KOT. If he is performing well he can be appraised and if he is lacking he can be briefed about the proceedings.

TYPES OF KOT

1) RETOUR OR RETURN CHECK

If a food item has to be returned for some reason, another check or KOT has to be made out, marked return and sent with the dish in order to cancel the transaction. It has to be insured that the item is taken off the bill by sending the copy to the cashier.

 

2) EN PLACE

It literally means “in its place”. In case of a table d hote menu the guest may wish a slight change in a particular dish, for example jacket potatoes instead of French fries. So, an en place check has to be made. The check has to be signed by a senior authority like the restaurant manager to show that this alteration is permitted at no extra charge.

 

3) SUIVANT

Where it is necessary to write out more than one food check for a meal, e.g., when a sweet dish check or KOT is written out after the main course has been served. At the head of this check word SUIVANT should be written, which means the following check, and shows that one check has already been written out for that particular table.

 

4) SUPPLIMENT CHECK

Sometimes a waiter requires ingredients from various sources to finish a dish. For e.g. for a cocktail or a mocktail lemon is required. A special check or a written supplement has to be made out in this case. This should be signed by the restaurant manager and normally there is no extra charge.

 

5) NO CHARGE

Any complimentary items served to the guest or the executives of the hotel who are entitled to have food in the restaurant are written on this check and no bill is raised

 

6) ACCIDENT CHECK

It occasionally happens that the waiter may have an accident in the room and perhaps some food dishes are dropped. These must be replaced without any extra charge to the guest. Here a check must be made named ACCIDENT CHECK. It will show the number of portions of the particular dish required and should be signed by the restaurant manager. No charge is made.

 

BILLING METHODS

 

Seven basic billing methods are:-

 

            1.                 Bill as a check

 When a guest requires the bill, the waiter checks everything is entered on the duplicate copy of the food and drinks check and then totals the bill. It is presented to the guest as previously mentioned. One of the two methods of payments may now occur. The guest may pay at the cash desk on the way out or may pay the cash directly to the waiter who will give any change that is necessary. The cashier usually keeps the bill on payment but if the guest wishes to have a receipt, then a special bill is written out and receipted.

 

           2. Separate Bill

This billing method is usually found running in conjunction with triplicate checking system. On receiving the duplicate copy of the food check from the waiter the cashier opens the bill in duplicate according to the table number on the food check. All sets of bill are serial numbered for control purposes. As the checks are received by the cashier from the waiter, he enters the items ordered as per the bill together with their correct prices. When this is done the bill and the duplicate checks are pinned together.

 

When the guest requests for the bill the waiter collects it from the cashier, who first checks that all items are entered and priced correctly and then total it up. It is advisable for the waiter to double check the addition. The top copy of the bill is presented to the guest on a folder, on receiving the necessary payment from the guest; the waiter returns the bill and cash to the cashier. The cashier receives and stamps both the copy and returns the first copy along with the change to the waiter which is returned to the guest.

 

                 3.            BILL WITH ORDER

This billing method may take a variety of forms depending upon the requirements of the establishment and the depth of the management control information to be realized. It is further simple form of checking. This may be used in cafés, quick turnover restaurant and departmental stores. A simple form of control such as this is adopted for use in various forms of take away establishments.

 

The menu is normally limited with little or no choice, the waiter takes the order and marks down the guest requirements, calls for the order verbally over the hot plate and when the guest requests for the bill, the waiter writes down the price on the order sheet and hands it to the guest. The guest then hands it to the cashier on leaving and pays the required amount. There is only one copy of this order and the bill combined and the cashier for control purpose retains this once the guest has made the necessary payment. This system speeds up the process of billing for the customer and allows specific control over cash received and change given as well as controlling all stock items held.

 

        4.     PREPAID

This billing methods happens when prepayment and perhaps required for a specific occasion or event and allows the organizer to determine exact number prior to the day. In this instance, upon arrival at the event, admission or receipt of the food is obtained by handing in ones ticket or card.

 

         5.    VOUCHER

Here a customer has perhaps been issued credit by third party, his/her employer, in form of a luncheon voucher. This voucher can be exchanged for goods, food and non- alcoholic beverages to the maximum value indicated by the voucher. If the guest has consumed less value than mentioned in the voucher the difference is not paid to the guest. But if the guest consumes more than the value mentioned in the voucher the guest has to pay for the difference.

In the same way voucher may be issued for a specific value to be given in exchange for goods or services received. These credit vouchers are then used by the suppliers of goods or services to claim cash owing from the employer, firm or agency who issued them in the first instance.

 

           6. NO CHARGE

This is when the guest is not charged in exchange of any services or goods. He/she should be asked only to sign for the goods and services received and the bill should then be sent to the firm or company supplying the hospitality. In some instances the customer will require to show some type official form or letter authorizing that the hospitality may take place.

 

          7.   DEFERRED

In deferred billing a service has been requested by an individual, firm or company that has been confirmed and taken place. The bill for the total services received is then sent after the event and will be paid by the organizing person or body. Payment in this manner will normally relate the function catering events.