{"id":871,"date":"2020-01-25T15:07:54","date_gmt":"2020-01-25T15:07:54","guid":{"rendered":"http:\/\/ihmnotessite.com\/?page_id=871"},"modified":"2020-02-04T14:15:27","modified_gmt":"2020-02-04T14:15:27","slug":"sales-control-system","status":"publish","type":"page","link":"https:\/\/ihmnotessite.com\/index.php\/home\/hmct-notes\/bhmct-1st-year\/food-beverage-service-2nd-sem\/sales-control-system\/","title":{"rendered":"SALES CONTROL SYSTEM"},"content":{"rendered":"\t\t
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Every Hotel needs proper and effective control system in order to run its operations smoothly and effectively, without any fraudulent activities.<\/span><\/p>

This control is required at each and every stage of the Food and Beverage Cycle, i.e.:-<\/span><\/h4>

  1. Taking the customer\u2019s food or beverage order<\/span><\/h4><\/li>

  2. Announcing these orders to kitchen or bar as the case may be<\/span><\/h4><\/li>

  3. Getting the order correct and ready on time<\/span><\/h4><\/li>

  4. Serving the correct order, on time with correct serving temperature to the guest<\/span><\/h4><\/li>

  5. Making the correct bill<\/span><\/h4><\/li>

  6. Setting the bill<\/span><\/h4><\/li>

  7. Closing of the\u00a0\u00a0restaurant<\/span><\/h4><\/li><\/ol>

    \u00a0<\/h4>

    VARIOUS SALES CONTROL TECHNIQUES<\/h2>

    A. KOT\/Bill Control System (Manual)<\/h4>

    Taking customer food and beverage orders<\/h4>

    Methods of order taking, Essentially there are four methods of taking food and beverage orders from customers. These\u00a0are summarized below:<\/h4>

    Main methods of taking food and beverage orders<\/h4>

    Method\u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0Description<\/h4>

    Triplicate :\u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0Order is taken; top copy goes to the supply point; second\u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0copy is sent\u00a0to the cashier for billing; third copy is retained by\u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 the server as a means of reference during service<\/h4>

    Duplicate :\u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0Order is taken; top copy goes to the supply point; second copy\u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 is\u00a0retained for service and billing purposes\u00a0<\/h4>

    Service with order:\u00a0 \u00a0 Order is taken; customer is served and payment received\u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0according to\u00a0that order, for example, bar service or takeaway\u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0methods<\/h4>

    Pre-ordered\u00a0<\/h4>

    a) Individually, for example, room service breakfast
    b) Hospital tray system
    c) Events<\/h4>

    \u00a0<\/p>

    Triplicate checking method<\/h4>

    This is an order taking method used in the majority of medium and large first class
    establishments. As the name implies, the food check consists of three copies. To ensure\u00a0efficient control the server must fill in the following information in the four corners of the\u00a0check:
    \uf0b7 table number
    \uf0b7 number of covers
    \uf0b7 date
    \uf0b7 signature of server taking the order<\/h4>

    \u00a0<\/p>

    The triplicate food check<\/h4>

    \uf0b7 The top copy of the food order goes to the kitchen and is handed to the aboyeur\u00a0 \u00a0 \u00a0 \u00a0 \u00a0at the\u00a0hotplate (pass).
    \uf0b7 The duplicate goes to the cashier who makes out the customer\u2019s bill.
    \uf0b7 The flimsy, or third copy, is retained by the waiter at his or her workstation for
    \u00a0 \u00a0 \u00a0reference.
    \uf0b7 Any checks or bills that have to be cancelled should have the signature of either\u00a0 \u00a0 \u00a0 \u00a0the\u00a0head waiter or supervisor on them, as should checks and bills which have\u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0alterations\u00a0made on them.<\/h4>

    Duplicate checking method<\/h4>

    This is a control system that is more likely to be found in the smaller hotel, popular price\u00a0restaurant and cafes and department store catering. It is generally used where a table d’h\u00f4te\u00a0menu is in operation and sometimes a very limited a la carte menu.
    As the name implies, there are two copies of each of these food checks, each set being serial\u00a0numbered. A check pad, or bill pad as it is sometimes termed, usually contains a set of 50 or\u00a0100 food checks. The top copy of the food check is usually carbon-backed but if not a sheet\u00a0of carbon must be placed between the top and duplicate copy every time a fresh order is\u00a0taken. For control purposes the top copy may have printed on it a server\u2019s number or letter.<\/h4>

    This should be the number or letter given to a waiter on joining the staff. The control and\u00a0accounts department should be informed of the person to whom the number applies, and he or\u00a0she retains it throughout their employment.<\/h4>

    Beverage orders<\/h4>

    For beverage orders an efficient system must operate here to ensure that:<\/h4>

    \uf0b7 The correct wine and other drinks are served at the right table
    \uf0b7 The service rendered is charged to the correct bill
    \uf0b7 A record is kept of all wine and other drinks issued from the bar
    \uf0b7 Management is able to assess sales over a financial period and make\u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0comparisons\u00a0The various order taking processes are similar to those for foods.\u00a0 \u00a0 \u00a0 \u00a0 \u00a0Sometimes a duplicate\u00a0check pad is used. The colour of the wine check pad may\u00a0 \u00a0 \u00a0 \u00a0 be pink or white, but is generally\u00a0pink or some other colour to distinguish it from\u00a0 \u00a0 \u00a0 \u00a0 a food check.<\/h4>

    Special checks<\/h4>

    In certain instances, when the triplicate checking system is in operation, it may be necessary
    to write out special checks, as described below.
    1. To follow\/suivant
    2. Supplement
    3. Accident<\/h4>

    It occasionally happens that the server may have an accident in the room and perhaps some\u00a0vegetables are dropped. These must be replaced without any extra charge to the customer.\u00a0Here a check must be headed \u2018accident’. It will show the number of portions of vegetables\u00a0required and should be signed by the head waiter or supervisor in charge. No charge (n\/c) is\u00a0stated on the check to ensure that no charge is made to the customer.<\/h4>

    Other checking methods<\/h4>

    Single order sheet<\/h4>

    A further simple form of checking is the single order sheet which is used in cafes, quick\u00a0turnover restaurants and department stores. It is a simple form of ordering which may be used\u00a0in various forms of operation.<\/h4>

    Menu order and customer bill<\/h4>

    This shows the menu order and customer’s bill combined on one sheet and is allocated to\u00a0each party. Each customer\u2019s requirements are written down in the column next to the price\u00a0column.<\/h4>

    Customer self-complete order<\/h4>

    A more modern trend is to ask customers to take their own food and drink order. This method\u00a0is often found in bar operations and it allows staff to concentrate on the service of food (plate\u00a0service) and beverages, and to accept payments.<\/h4>

    Food and beverage revenue control<\/h4>

    A control system covering the sale of all food and beverages in a food service operation is\u00a0essential to maximize returns. The type of control system used will vary from one operation\u00a0to another.<\/h4>

    In a large establishment a control and accounts department will be in overall charge of the\u00a0efficient running and working of the control systems used. In a smaller establishment this\u00a0may be managed by an assistant manager, who will personally carry out the necessary daily\u00a0and weekly checks. All control systems should be as simple as possible, making it easier for\u00a0the food and beverage service staff to operate, and for the control and accounts department staff to check for any errors and omissions and have them rectified.<\/h4>

    B. Making bill (Billing methods)<\/h4>

    The seven basic billing methods are described below:<\/h4>

    Method\u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0Description
    Bill as check\u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 Second copy of order used as bill<\/h4>

    Separate bill\u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 Bill made up from duplicate check and presented to customer<\/h4>

    Bill with order\u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0Service to order and billing at same time, for example bar or
    \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 takeaway service methods<\/h4>

    Pre-paid\u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 Customer purchases ticket or card in advance, either for
    \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 specific meal or specific value<\/h4>

    Voucher\u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0Customer has credit issued by third party for either specific
    \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 meal or specific value, for example a luncheon voucher or
    \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 tourist agency voucher<\/h4>

    No charge\u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0Customer not paying \u2013 credit transaction<\/h4>

    Deferred\u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 Refers to, for example, function catering where the bill is to be
    \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 paid by the organiser, or customers who have an account<\/h4>

    Note: All billing methods are based upon these seven concepts. The main systems used to support these methods.\u00a0<\/h4>

    C. Cash handling equipment<\/h4>

    Systems for revenue control<\/h4>

    The four basic methods for order taking are shown earlier. The seven basic methods\u00a0of billing are also shown earlier. The systems that are used to support the variousorder taking and billing methods are summarised below.<\/h4>
    1. Manual systems: <\/b>using hand-written duplicate or triplicate checks for ordering from\u00a0kitchen and bar and for informing the cashier. Often used with a cash till or cash\u00a0register. This system is found in many high class restaurants and in popular catering.<\/span>

      <\/span><\/li>
    2. Pre-checking system: <\/b>orders are entered directly onto a keyboard that then prints\u00a0each order check with a duplicate and retains a record of all transactions. The\u00a0keyboard may be pre-set or pre-priced. This system may be found in many full service restaurants and in popular catering.<\/span>

      <\/span><\/li>
    3. Electronic cash registers: <\/b>allows for a wider range of functions including sales\u00a0analysis. ECRs may be installed as standalone or linked systems. These systems are\u00a0found in store restaurants, cafeterias and bars.<\/span>

      <\/span><\/li>
    4. Point-of-sale control systems:<\/b> have separate keyboard terminals in the various\u00a0service areas, which are linked to remote printers or visual display units (VDUs) in\u00a0the kitchen, bar, etc. The terminals can be fixed or set in docking stations for handheld use. In hotels, this equipment may also be linked to the hotel accounting systems.<\/span><\/li><\/ol>

      This system is also found in many modern restaurants.<\/h4>

      D. Record keeping (Restaurant Cashier)<\/h4>

      The cashier\u2019s duties for table and assisted service may include:
      \uf0b7 issuing and recording of check books
      \uf0b7 maintaining cash floats
      \uf0b7 preparation of customer bills
      \uf0b7 maintaining copies of the food and wine orders together with the bills in case of
      \u00a0 \u00a0 server or customer queries
      \uf0b7 counter-signing spoilt checks
      \uf0b7 receiving payments (which may include cash, credit card and cheque payments\u00a0 \u00a0 \u00a0 \u00a0 \u00a0 as\u00a0well as luncheon vouchers or other forms of pre-paid voucher)<\/h4>
      \u00a0<\/div>\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t\t<\/div>\n\t\t<\/div>\n\t\t\t\t\t<\/div>\n\t\t<\/section>\n\t\t\t\t
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      \n\t\t\t\t\t

      Triplicate checking system<\/h2>\t\t\t\t<\/div>\n\t\t\t\t\t<\/div>\n\t\t<\/div>\n\t\t\t\t
      \n\t\t\t
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      \n\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t\"\"\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t
      \n\t\t\t\t\t

      Difference between Triplicate & Duplicate checking system<\/h2>\t\t\t\t<\/div>\n\t\t\t\t\t<\/div>\n\t\t<\/div>\n\t\t\t\t\t<\/div>\n\t\t<\/section>\n\t\t\t\t
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      \u00abBACK<\/span><\/a><\/h2>

      ROOM SERVICE<\/span><\/h2>\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t\t<\/div>\n\t\t<\/div>\n\t\t\t\t
      \n\t\t\t
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      NEXT\u00bb\u00a0<\/span><\/h2>

      TOBACCO<\/span><\/h2>\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t\t<\/div>\n\t\t<\/div>\n\t\t\t\t\t<\/div>\n\t\t<\/section>\n\t\t\t\t<\/div>\n\t\t","protected":false},"excerpt":{"rendered":"

      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\u2019s food or beverage order Announcing these orders to kitchen or bar as the case may […]<\/p>\n","protected":false},"author":1,"featured_media":0,"parent":352,"menu_order":0,"comment_status":"closed","ping_status":"closed","template":"","meta":{"om_disable_all_campaigns":false,"_monsterinsights_skip_tracking":false,"_monsterinsights_sitenote_active":false,"_monsterinsights_sitenote_note":"","_monsterinsights_sitenote_category":0,"_uf_show_specific_survey":0,"_uf_disable_surveys":false,"ocean_post_layout":"","ocean_both_sidebars_style":"","ocean_both_sidebars_content_width":0,"ocean_both_sidebars_sidebars_width":0,"ocean_sidebar":"0","ocean_second_sidebar":"0","ocean_disable_margins":"enable","ocean_add_body_class":"","ocean_shortcode_before_top_bar":"","ocean_shortcode_after_top_bar":"","ocean_shortcode_before_header":"","ocean_shortcode_after_header":"","ocean_has_shortcode":"","ocean_shortcode_after_title":"","ocean_shortcode_before_footer_widgets":"","ocean_shortcode_after_footer_widgets":"","ocean_shortcode_before_footer_bottom":"","ocean_shortcode_after_footer_bottom":"","ocean_display_top_bar":"default","ocean_display_header":"default","ocean_header_style":"","ocean_center_header_left_menu":"0","ocean_custom_header_template":"0","ocean_custom_logo":0,"ocean_custom_retina_logo":0,"ocean_custom_logo_max_width":0,"ocean_custom_logo_tablet_max_width":0,"ocean_custom_logo_mobile_max_width":0,"ocean_custom_logo_max_height":0,"ocean_custom_logo_tablet_max_height":0,"ocean_custom_logo_mobile_max_height":0,"ocean_header_custom_menu":"0","ocean_menu_typo_font_family":"0","ocean_menu_typo_font_subset":"","ocean_menu_typo_font_size":0,"ocean_menu_typo_font_size_tablet":0,"ocean_menu_typo_font_size_mobile":0,"ocean_menu_typo_font_size_unit":"px","ocean_menu_typo_font_weight":"","ocean_menu_typo_font_weight_tablet":"","ocean_menu_typo_font_weight_mobile":"","ocean_menu_typo_transform":"","ocean_menu_typo_transform_tablet":"","ocean_menu_typo_transform_mobile":"","ocean_menu_typo_line_height":0,"ocean_menu_typo_line_height_tablet":0,"ocean_menu_typo_line_height_mobile":0,"ocean_menu_typo_line_height_unit":"","ocean_menu_typo_spacing":0,"ocean_menu_typo_spacing_tablet":0,"ocean_menu_typo_spacing_mobile":0,"ocean_menu_typo_spacing_unit":"","ocean_menu_link_color":"","ocean_menu_link_color_hover":"","ocean_menu_link_color_active":"","ocean_menu_link_background":"","ocean_menu_link_hover_background":"","ocean_menu_link_active_background":"","ocean_menu_social_links_bg":"","ocean_menu_social_hover_links_bg":"","ocean_menu_social_links_color":"","ocean_menu_social_hover_links_color":"","ocean_disable_title":"default","ocean_disable_heading":"default","ocean_post_title":"","ocean_post_subheading":"","ocean_post_title_style":"","ocean_post_title_background_color":"","ocean_post_title_background":0,"ocean_post_title_bg_image_position":"","ocean_post_title_bg_image_attachment":"","ocean_post_title_bg_image_repeat":"","ocean_post_title_bg_image_size":"","ocean_post_title_height":0,"ocean_post_title_bg_overlay":0.5,"ocean_post_title_bg_overlay_color":"","ocean_disable_breadcrumbs":"default","ocean_breadcrumbs_color":"","ocean_breadcrumbs_separator_color":"","ocean_breadcrumbs_links_color":"","ocean_breadcrumbs_links_hover_color":"","ocean_display_footer_widgets":"default","ocean_display_footer_bottom":"default","ocean_custom_footer_template":"0","footnotes":""},"class_list":["post-871","page","type-page","status-publish","hentry","entry"],"yoast_head":"\nSALES CONTROL SYSTEM - IHMNOTESSITE<\/title>\n<meta name=\"robots\" content=\"index, follow, max-snippet:-1, max-image-preview:large, max-video-preview:-1\" \/>\n<link rel=\"canonical\" href=\"https:\/\/ihmnotessite.com\/index.php\/home\/hmct-notes\/bhmct-1st-year\/food-beverage-service-2nd-sem\/sales-control-system\/\" \/>\n<meta property=\"og:locale\" content=\"en_GB\" \/>\n<meta property=\"og:type\" content=\"article\" \/>\n<meta property=\"og:title\" content=\"SALES CONTROL SYSTEM - IHMNOTESSITE\" \/>\n<meta property=\"og:description\" content=\"Every Hotel needs proper and effective control system in order to run its operations smoothly and effectively, without any fraudulent activities. 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