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