the stocktaking summit online
TRANSCRIPT
The Stocktaking Summit Online
Hosted by Barry
Chandler
Overview• Housekeeping• Length of Time• Mixture of Content• Varying Levels of Understanding• Replay
ContentsIntroduction
The Goals with Stocktaking
What to look for in a Stocktaker
How to Prepare for a Stocktake to get the Best Results
Carrying out the Stocktake
After the Count
What Your Results Mean
Making a Plan for the Future
My Background
Commodore Hotel in Cobh, Co. Cork
1993-1997
Waiter/Barman
My Background
Adare Manor,Co.Limerick
1997-1999
Trainee Manager
My Background
Westwood House Hotel
1999
Asst. Bars Manager
My BackgroundCunard & Seabourn Cruise Line
1999-2003
WaiterAsst. Provision Master
Food & Beverage Controller
My Background
International Food & Beverage Management Diploma
2003-2004
Salzburg, Austria
My Background
Setup Stocktaking.ie in 2004 offering a cost control solution to bars, restaurants, hotels and now retail outlets.
My Background
In 2005, Barkeeper Limited was setup to provide resources and tools as needed by hospitality businesses.
The Goals with Stocktaking
· Raise Profits· Reduce Theft· Identify Losses· Measure Performance
What to look for in a Stocktaker
- Good References- On-Site Presentation of Results- No guesstimation- Latest cost prices- Spot Checks- Reports in line with sales
Assumptions about your Business
“That Control is a Mentality and not a Scheduled Event”
Assumptions about your Business
Control your Cash RegisterControl Your Back Door
Control Your Staff
How to Prepare for a Stocktake
Video: How to prepare the shelves in advance of a stocktake
How to prepare the fridges in the bar
•Stock the night before•Line all bottles up from the front to the back•Make sure all light fixtures are working•Always restock the same way•Tip to identify losses every night
How to get the kitchen ready for a stocktake
•Begin the night before•Ensure the chef identifies all products•Consolidate boxes, trays and buckets•Create a recipe for prepared items•Remove all empty containers•Identify the expiration dates•Empty the chest freezer so that all products are organised and easy to count
The Paperwork Needed before a Stocktake
Period End Z Reading from the Cash Registers
All delivery receipts/invoices for the period
Transfers Booklet from the Bar/Kitchen
Spoilage Record for the Period
Carrying out the StocktakeVideo Series: How to Stocktake the Various Areas of the Bar & Kitchen
How often should you conduct a stocktake and who should do it?
What to weigh and what to count
What to include in a stocktake and what to leave out
What areas to count first and why it matters
Tools Needed for the Stocktake
Weighing Scales
Flashlight
Count Sheets/Pen/Clipboard
Calculator
Now that you have your count….
You’ll need…
Total Sales Value
Total Purchases
Total Adjustments
Investigating Variances
The first results will rarely be the final results
If your results show overages - Un-entered delivery dockets - Stock returned but not recorded - A Void Receipt not corrected - Incorrect count - Promotional items not recorded as such
Investigating Variances
If your results show shortages
- Incorrect count - Giveaways/breakages not recorded - Theft - Data entry error - Brewery returns not recorded
Avoiding Counting ErrorsAlways count the same way, left to right and top to
bottom
Recheck your count before leaving each area of the bar or kitchen
Take all cases and boxes down when stacked on top of one another to ensure full cases
Weigh open kegs where possible
For increased accuracy, have two people undertake each count
Follow all steps shown in preparing each area for the count
Making a Plan for the FutureStocktaking is just one of a number of steps you need to
take:
1. Standardise your Systems
2. Perform Physical Inventories
3. Undertake Surprise Cash Counts
4. Remove Managers Keys and change Passwords
5. Manage your Back Door
If you do suspect theft1. Barstaff should not be allowed count their cash
at the end of a shift
2. Don’t allow barstaff to participate in a stocktake
3. Insist on Management signatures on Voids and Giveaways
4. Insist that receipts be given with EVERY transaction
5. Establish Strict Till Procedures
6. Take an immediate “Z” Reading when you close
7. Spot Check Counts by shift
Q & A
To get some more information about
stocktaking equipment visit
www.stocktaking.ie
Thank you for joining me on this webinar