Computers in the kitchen and in food service

operations

OUTCOMEBy the end of this chapter learners will be able to:• Demonstrate a basic knowledge of the benefits of

computers for stock control systems, point-of-sales, menu planning and purchasing

ASSESSMENT STANDARDBy the end of this section you will be able to:• Discuss the use and benefits of computers in the

administration of kitchen operations.

In this chapter you will learn more about:• The benefits of computers for:

– Stock control– Point-of-sales– Menu planning– Purchasing

In this chapter you will have the opportunity to:• Apply computers to kitchen operations• Develop a stock control system

In this chapter you will have the opportunity to consider:• Integration of computer technology in food production

Integration– Stock control using a computer– Establishing costs of menus– Costing commodities– Menu planning for functions

BASELINE ASSESSMENT

Computers play an important role in the hospitality industry. Complete the following in your work books.1. Name as many areas as possible where the

computer is used in the hospitality industry.2. How could you use the computer in your

school in Hospitality Studies?

INTRODUCTION

Computers can be used in food service operations to make the work load easier, work efficiently and quickly, be accurate and deliver a better service to customers.

COMPUTERS IN KITCHEN OPERATIONS

Computers can be used in all areas of the hospitality industry. In the kitchen, computers are used to improve:

– Stock control systems– Point-of-sales– Menu planning– Internet purchasing

Large companies with many outlets may have a centralised computer system where all the data is sent. The central computer analyses the data and management has all the necessary operating facts

– Food costs– Labour costs– Other relevant information

Computers are able to provide more accurate and reliable information in less time.Kitchen and Restaurant operations which are areas involved in

– Food purchasing– Receiving– Storage– Preparation– Service

Control must be maintained to ensure food costs and profit margins are obtained.

COMPUTERS IN FOOD PRODUCTION & POINT-OF-SALES

RECIPE COSTING SYSTEMS• Up to date prices• Accurate cost for food products• Based on costs, selling price which guarantees a level of profit can be established• Manual/computerised standardised recipe are used to calculate the cost of each dish.• Food items need to be examined and standardised

– Portion size– Ingredients– Preparation method

• Paper recipe cards, each with a list of ingredients needed and an accurate costing based on quantity of each ingredient used. – price is static

• Price of ingredients change, recipe cards need to be manually updated.• Computerised recipe costing system

– Time reduced– Effort reduced

• Recipes that contain ingredients which prices have changed can be accessed and costs can be updated in seconds.

• Recipes prices are up to date and pricing is accurate and profit margins are guaranteed

STOCK CONTROL SYSTEMS

• Helps manage and control stock flow• Records values of stock items in different areas, helps track

stock movements into, out of and between each area.• Stock control is based on accounting principle

– Opening stock + purchases = closing stock + consumption– If not equal to closing stock = variance (stock missing)

• Enables business to make a profit• Computer systems – calculations are carried out

automatically• Errors reduced• Stock control carried out regularly

• Stock needs to be checked regularly• Independent person should take stock to ensure

objectivity• Stock sheets printed in alphabetical order• Arranged in groups of commodities• The following information should be included on

stock sheets:– Description of goods– Price pre unit– Quantity received and issued as well as new balance

(total) of stock– Cash column

• Separate stock control systems deal with:– Deliveries– Issuing– Stock taking

• Before systems can be used, each item has to be set up on the system.

• Each product is given a:– Unique identification code– Description– Pack size– Purchase units– Issue unit– Reorder level– Supplier details

• Time consuming to capture but once done system operates smoothly.

• If computerised control systems are used it is possible for chefs to request stock from the storekeeper who types the request items onto the computer.

• Total cost of the stock will be recorded instantly and deducted from the stock list.

• Stock control is a small part of a larger control system.

PROCESS OF STOCK CONTROL

DELIVERIES ISSUING

STOCK-TAKING

DELIVERIES

• Storekeeper enters details of the delivery of goods into the system as stock arrives

• Details reflected automatically• Comparisons between delivery docket total

and actual order can be displayed.• Helps to find mistakes

STOCK CONTROL SHEETEXAMPLE OF A STOCK CONTROL SHEET THAT CAN BE COMPLETED MANUALLY

Stock Take sheet

Restaurant & Bar

Stock take for: __/__/__

code description Cat. Stock take Quantities Total

1700 Beer/alcopop

1701 Amstel 340ml

1702 Becks 330ml

1703 Black Label 340ml

ISSUING STOCK

• Stock is issued from central stored when a requisition is received.

• Chefs use to compile an order list to produce the menu for the day thus overestimating to ensure sufficient ingredients, resulting in wastage and higher costs.

• Recipe control system and stock delivery systems are connected, requisitions can be sent electronically thus reducing paper work.

• Items that are requisitioned, store inventory figures are reduced by the amount issued.

ISSUE STOCK SHEETEXAMPLE OF A STOCK ISSUE SHEETSTOCK ISSUE SHEETRESTAURANT & BAR

DATE: 22/05/2012STOCK ISSUE FOR: __/__/__ STOCK ISSUE TO: __/__/__

CODE DESCRIPTION OPEN STOCK EST FILLED CLOSING STOCK1 MEAT BULK 52 BACK BACON 73 BEEF FILLET 104 SALAMI LOAF 2

STOCK TAKING

• End of any period• Closing stock figure calculated from

information held in system• Physical count must be carried out• Data from stock take is entered• Actual stock figures are compared and

differences highlighted

POINT-OF-SALES SYSTEMS• The correct POS can improve the effectiveness of

the business– Creates new level of control over operations– Provides detailed reports to management– Updates information immediately regarding the use and

sale of goods

ADVANTAGES OF A P.O.S SYSTEM

INCREASE PRODUCTIVITYEASILY PRINTED

RECEIPTS

OBTAIN MORE INFORMATION WITH DETAILED REPORTS BETTER STOCK CONTROL

SAVES MONEY

BETTER RECORDS OF CASH FLOW

ADVANTAGE DESCRIPTION

SAVES MONEY • CUTS DOWN SHRINKAGE SUE TO THEFT, WASTE & MISUSE• ENSURE ITEMS SELL FOR THE CORRCET PRICE

OBTAIN MORE INFORMATION WITH DETAILED REPORTS

• IMMEDIATELY STATES HOW MANY UNITS WERE SOLD• AMOUNT OF CASH THAT SHOULD BE AVAILABLE• HOW MUCH PROFIT WAS MADE• DETAILED REPORTS ENSURES CORRECT STOCK IS ON HAND• CAN ALERT STAFF WHEN ITEMS NEED TO BE RE-ORDERED

INCREASE PRODUCTIVITY

• REDUCES TIME SPENT ON DOING INVENTORY, SALES FIGURES AN PAPERWORK

• BARCODE SCANNERS MAKE CHECKING OUT FASTER• RESTAURANT ORDERING PROCESS IS STREAMLINED AS ORDERS

ARE RELAYED AUTOMATICALLY TO THE KITCHEN FROM THE DININGROOM. THIS RESULTS IN FASTER, MORE ACCURATE SERVICE

MENU PLANNING• Software should not:

– be complicated– Have more functions than required– The more complex the software the more time-consuming

and expensive• Menu planning differs from establishments• Computers help chefs with menu planning in the

following ways:– Dish sales recorded and dish analysis can be done. Therefore

easier to determine which dishes are popular/unpopular– Ingredient costs, production costs and projected selling

prices can be calculated

MENU PLANNING– Developing and changing recipes are simplified– Recipes and ingredients can be listed– Order lists can be compiled easily and accurately– Metric conversions can be done automatically– Serving sizes can be controlled– Nutritional value can be determined

• NB* OUTPUT BASED ON INFORMATION THAT HAS BEEN STORED ON THE COMPUTER

STANDARDISED RECIPE CARD• Recipes repeatedly used• Ensure consistency of quantity• Ensure consistency of quality• Standardisation is achieved by pre-testing recipes and pre-calculating costs• Standardised recipes must include:

– Code number/code name– Total quantity of food produced and/or number/weight of portions– Ingredients and quantities– Preparation method– Cooking times– Cooking temperatures– Pan sizes where required– Variations and substitutions– Serving options– Total cost or recipe– Cost per portion

STANDARDISED RECIPE CARDEXAMPLE STANDARDISED RECIPE CARD

NAME OF DISH: COOKING TEMP.

NO. OF PORTIONS: COOKING METHOD:

PORTION SIZE: PREPARATION:

COOKING:

COMMODITIES

INGREDIENT QTY REQUIRED QTY BOUGHT UNIT PRICE TOTAL COST R

TOTAL COST:

INGREDIENT FILE• Consists of all ingredients listed for recipes used• Ingredients are identified in the computer either by

code name or numbers• These should be the same used when ordering• Any changes of ingredient costs in recipes should be

entered so that information is updated• Changes in the ingredient cost will be adjusted for

all recipes.

FORECASTING• Projection/estimation of the number of menu items

to be sold together with their costs and profits• Weather, special events and food –eating trends can

impact sale items• Once forecasts are made, P.O.S can generate costs,

profits and other financial data. It will read a menu item, select the correct recipe, calculate ingredient costs and portion costs and calculate food costs for a menu

PURCHASING ON THE INTERNET• The internet can be used for a wide range of

business purposes. It can be used to obtain the following information:– Product information– Recipes– Industry news– Sales, promotion information– Information on suppliers– Ordering ingredients– Market research– Marketing your establishment

• Buying using the internet is known as e-procurment and is part of e-marketing

• E-market brings together the buyer and suppliers on an electronic portal.

• Electronic portals provide a range of facilities to simplify the purchasing process

• Usually an electronic catalogue is has photos, prices and specifications included

• Used when buying ingredients, serviettes, chemicals and consumable items

• E-procurement systems deliver value by streamlining the entire purchasing process– Convenient– Access to wide range of products– Competitive prices– Purchasing can be safe as long as safe purchasing practices are

followed:• Purchases are made by credit card with small limit in case of fraud• Secure connection has been established• Do business with reputable organisation• Use recommended website• Do not click hyperlinks containing spam e-mails• Use a secure web browser• Look out for padlock icon – indication of secure website• Read terms and conditions

• Results in cost savings, minimises impulsive and unnecessary buying

USING COMPUTERS FOR ACCOUNTING PURPOSES

• Financial planning and budget control• Calculating profit and loss• Accounts payable and receivable• Inventory management• Processing customer orders• Processing credit and debit card transactions• Payroll• Tracking employee time and attendance• Scheduling staff

ADVANTAGES AND DISTADVANTAGES• ADVANTAGES

– Versatile– Can be used for many applications in various aspects of

the hospitality establishment– Source of information– Online dictionary able to translate– Saves time and costs– Enable establishment to provide better service to

customers

• DISADVANTAGES– Breakdown of the system (back-ups of system required)– Power failures– Old and used information must be stored on discs and

hard drive needs to be cleaned– Time to train staff– Good network is needed (expensive)– Systems need to be upgraded regularly