UNIT 4

Food And Beverage Control

System
 INTRODUCTION
• Food and beverage control is an important process that monitors the movement of food
and beverage products from the time they are purchased to the time they are consumed
by guests. It is the system by which the management reviews, evaluates and attempts to
direct, regulate and restrain the action of people in order to achieve the desired goal.
• It is an obvious first step to established goals for the enterprise, probably the most
common goal for all private enterprise is financial success, which might relate to
preserving the environment, promoting better health among the population or etc. To
achieve the goals, management must setup any number of sub goals compatible with its
long-range plans. These tend to be more specific and usually more immediate in nature.
 Purchasing Control
• Purchasing can be defined as ‘a function concerned with the search, selection,
purchase, receipt, storage and final use of a commodity in accordance with the
catering policy of the establishment’ .This suggests that the person employed to
purchase foods and beverages for an establishment will be responsible for not only
purchasing, but also for the receiving, storage and issuing of all commodities as well
as being involved with the purpose for which items are purchased and the final use of
them. In many organizations this job role may come under finance department.
 Purchasing Control

Purchasing may be defined as a procurement function concerned with search, selection,

purpose, receipt, storage, and final use of commodity in accordance with the catering
policy of the establishment. Food purchasing control involves the following:-
• Developing purchase specification
• Preparing an approved supplier list
• Determining appropriate order size
• Establishment appropriate receiving and storage procedure
 Purchasing Control
Purchasing control consists of developing standards and standard procedures for
purchasing and outlines the following:-
1. Purchasing policy
• Corporate
• Centralized or Decentralized
2. Purchasing research
• Markets and materials
• Marketing channels
• Price trends
 Purchasing Control
3. Product evaluation and assessment
• Product testing
4. Food purchase specifications
5. Purchasing methods
• By contract
• By quotation
• By cash and carry, etc.
 Purchasing Control
There are 3 purchasing procedures to receive all purchasing requisition from the
various ordering department:
Purchase request:
• To be used by all other than the kitchen and the store.
• This method of purchasing requires sometimes for processing.
• Therefore any request should be sent to the purchasing office, anywhere from 1 month
and 3 weeks before the expected delivery date.
• For repeat orders, you still have to call up the suppliers to double check on the price.
• Normally, you would select the one that has supplied you before and the one with the
lowest price yet at the same time it also meets the required standards set.
 Purchasing Control
There are 3 purchasing procedures to receive all purchasing requisition from the
various ordering department:

Grocery order
• This will be used for the request of non-perishable items.
• Request made should allow 1 - 2 weeks delivery time.
• Suppliers would be called upon to give their quotations.
• Record their quotations according to the items.
 Purchasing Control
There are 3 purchasing procedures to receive all purchasing requisition from the
various ordering department:

Daily market list

• To be used by the kitchen (perishable. items).
• Suppliers would be called upon to give their quotations.
• Items will be further listed either under store purchases or direct market.
• Specifications for these items are very important.
• In this manner it will ensure quality of products and service and suppliers may change
after 1 month.
 Purchasing Control
PURCHASE SPECIFICATIONS:
Purchase specifications should include the following:
• The name or description of the item required
• The specific quantity required
• The frequency with which the item is required
• Where it is important, the size, weight, amount or number of the items required.
• Where it is important, the form that the items should take (for example, whether
an item of food should be fresh, frozen or canned)
 Purchasing Cycle
1.
Recognizing
need
5. Receiving the 2. Preparing
goods or services
specifications

4. Ordering
3. Selecting a
the goods or
services supplier
 Receiving Control
• The primary task of receiving department is to ensure that the hotel is receiving the
correct quantity and quality of articles and the articles supplied are charged allowing to
contract rate. Items received are recorded in the receiving sheet. This may be kept in
the book form or on loose sheet. Again receiving sheets may be kept in a simple form
or in an analyzed form. It also facilitates subsequent study and comparison of day to
day purchases.
• Receiving sheets are usually made in duplicate, one copy is retained by the receiving
clerk and the other is sent to accounts department for verification of purchase and also
to the food cost accountant.
 Goods Receiving Order
Inspection against the Purchase Order

Inspection against the Invoice

Acceptance or Rejection of Order

Completion of Receiving Record

Storage
 Receiving Control
Receiving area is generally located at the back of the hotel. To perform the receiving tasks efficiently,
receiving area should be:
Large enough to handle large quality of foods.
It should be cleanable and washable.
Comprises of loading clock, of the same height as the back of most trucks, where un-loading of
goods can take place.
Area should be focused on natural light.
Area should comprise of different requirements, which helps in receiving and storing goods.
 The receiving personnel should:
• In small/medium establishment – It is same person who does purchasing is
responsible for receiving.
• In bigger establishment – there is a receiving personnel / clerk with assistants takes
care of all kinds of receiving.
• Be able to read and understand purchase orders and invoices.
• Have knowledge of weight and measures.
• Have good knowledge of quantity of food.
• Be good at performing calculations.
 Factors to be considered for effective receiving:
• A delivery note must accompany every consignment by the supplier.
• Everything delivered must be checked for the quantity and quality.
• The process for inspecting the goods should not be rushed or done carelessly.
• A request for a credit note should be prepared for all shortages and rejected goods.
 Goods Receiving Procedure:
• All goods are received at the centralized receiving department within specified time
only, under the supervision of receiving clerk.
• The receiving clerk checks for quality, quantity, price and time, and matches with the
invoice.
• When everything is in order he/she signs on the copy of invoice or delivery note and
returns it to the supplier’s man.
• If there is any discrepancy, shortage or goods not up to the set standard, a credit note is
made and handed over to the supplier’s man.
Continue….
 Goods Receiving Procedure:

• The invoices are posted on the receiving sheet / Daily Receiving Report (DRR) / Goods
Receiving Report (GRR). the invoice and the receiving sheet are sent to the F&B
controller’s office for checking.
• The goods are sent to appropriate sections, stores or departments.
• When receiving directs / perishables a chef of the concerned kitchen must be present at
the receiving area.
 Blind Receiving
• Blind receiving refers to receiving goods without any paper (format). When
receiving, the concerned person receives items and then checks/compares it
with the purchase order for quality and quantity. It takes a lot of time and
manpower.
• The receiving clerk has to do his job more carefully preparing a blind
receiving report and weighting and counting all good as per the purchase order
and checking their quantities as per SPS with the help of list given by supplier.
The receiving clerk then sends the complete list to account department.
 Storing Control
• Storing of goods should be handled by an expert. Since goods are of various natures,
some are perishable and can decay easily, while others need cool and dry conditions,
most beverages should be stored chilled. Some goods have to be issued frequently while
others may be kept stored for a long time. Also there is varied temperature range for
storage of different goods. Some have less shelf life, some can be stored for a very long
time. So storing needs a great deal of attention, proper shelves, space, atmospheric
condition etc.
• In stores, the refrigerators should be fitted with temperature dials so that they can be
easily checked. All modern cold rooms and refrigerators are fitted with the automatic
defrosting units.
 Storing Control
• For the proper storage, undue items should not be accumulated in the main area e.g.
tins, empty bottles etc. The shelves should be made preferably of steel and should be
adjustable, generally, the shelves should be 2 feet deep. Rack bottoms should not touch
the floor, allow space for cleaning. As far as possible, do not keep anything on the
floor, for items like flour, special containers made of steel should be provided which
can be covered. sometimes concrete and wooden shelves may also be provided.
• Maintenance of wooden shelve is difficult and there is also the risk of foods being
affected because of insects, moisture and moulds. Where possible, provide mobile
adjustable shelving racks for the general store, this would allow for easy change in the
layout of the store room, assist in cleaning of the stores and the shelves.
 Typical layouts of the stores are:
• Those having all items which are frequently issued located near to the door where
issues are made, and the remainder of items arranged by alphabetical sequence.

• By the grouping of items together e.g. all canned items arranged in sections of fruit,
vegetable, fish etc.

Whatever form of layout be used, it is advisable that the stores stock list should be printed
in relation to the layout so that the stock taking may be quickly done. It is further advised
that stock list should be further divided into groups of similar items.
 Storing Control
• All food stuffs should be simply categorized as perishable and non-perishable items. It is
advisable, whenever possible, to have two types of stores (perishable and non-perishable)
sectionalized.
• The security of the store room is essential to efficient control and cold rooms having strong
locks and door to the stores being strong and fitted with heavy duty locks. There should be
fixed opening hour for the store and only the storekeeper be allowed to pass the necessary
entries and make stock tidy. During the open hour, the only person entering the stores must
be the staff of the store room and senior staffs such as purchasing officer held by the
storekeeper only, with the duplicate set of key kept in purchasing office.
 Issuing Control
The process of issuing is a critical control point. The issues must be done accurately as it
represents the future food costs. Before an issue is made there are procedure and practices
that the storekeeper must follow:
• Each item in the store must have a bin card mentioning arrivals, issue and balance
stock.
• Each item must have par stock to ensure proper supply to the operation. par stocks
are the minimum quantity in stock before re-ordering take place.
• The storekeeper must know the lead time for the supply of each item. A lead time is
the time taken by supplier to supply products from the time they are ordered.
 Issuing Control
• The storekeeper is responsible for the inventory and must ensure to keep the optimum
required for operation and not over stock items.
• The storekeeper must refuse early deliveries for suppliers to avoid gluts of his store with
excess inventory.
• He must also keep a minimum range of items. This can considerably reduce high
inventory costs. This taken care of during menu planning.
• There should be separate store for beverages.
• The beverage store must have a bonded section under lock and key for imported liquor.
 Issuing Control
• Issue is done against a formal document called the requisition form. Requisitions are
approved by only senior authorized person like the F&B Manager or Executive Chef
because each requisition represents money. The storekeeper therefore will only issued as
requisitioned are against authorized signatories.
• The storekeeper must ensure that only the exact amounts are issued as requisitioned for.
This is done by weighing, measuring, and counting each items at the time of issue. The
requisition form, gets the signatures of the person issuing and the person receiving so that
there is no ambiguity of amounts being issued. The person receiving the stocks is then
accountable for delivering the exact amounts to the concerned sections for use.
 Beverages are issued using same procedures as food items with
some modifications are mentioned below:
• Maintain bar par stock.
• Issue bottles strictly against consumption which means that the beverage storekeeper
has account for empty bottles against which he issues filled one.
• Beverage issues are made once a day only as a measure of control and accuracy in
requisitioning.
• All bottles are stamped to identify them as belonging to the property. It eliminates
bartenders from bringing their own bottles and selling making unauthorized sales.
 Production and Service Control
• A production system needs to be organized to produce the right quantity of food at
correct standards, for the required number of people, on time, making best possible use
of staff, equipment and material available. A method of predicting the number of
customers using the catering facilities on a specific day, and also of predicting as
accurately as possible what items they will eat and drink. A method of controlling food
and beverage costs in advance of the preparation and service stages. It is done by
preparing and using standard recipes for all food and beverage items and also by using
portion control equipment.
 Production and Service Control
Preparation of various food items and fresh beverages. The cooks prepare various foods and the
bar tenders prepare cold beverages such as mocktails and cocktails. They also make the dish most
presentable by arranging food on platter and decorating it in an attractive manner. The beverages
are also decorated by using fruit slices, decorating the glasses, and stirrers. It includes,
• Minimizing food waste/ maximizing nutrient retention
• Pre-costing
• Portion control
• Standard recipe and amount
• Delivering and presentation
• Requirements of food and employee safety
 Revenue Control
• To control the revenue of a unit, particular attention must be paid to the major factors
which can have an influence on the profitability. Therefore it is essential to control the
main factors which can affect the revenue of a business, such as the menu-beverage list,
the total volume of food and beverage sales, the sales mix, the average spend of
customers in each selling outlet at different times of the day, the number of covers
served and the gross profit margins.
• The payment for food and beverage may be made in many forms such as cash, foreign
currency, credit cards, cheques, travelers' cheques, lunch type vouchers and signed
bills.
 Revenue Control
• There are two basic approaches to recording and controlling food and beverage sales.
1. A manual system:
which is commonly used in small and in-exclusive type catering units.

2. An automated system:
which is commonly used in units with several outlets with a very high volume of business
and in up-to-date companies with many units
 Revenue Control
• It is important to note, particularly in commercial operations that somewhere in the total
control system there is a need for the accountability of what has been served to the
customer and the payment for what has been issued from the kitchen or the bar.
• Allstaff handling cash should be adequately trained in the respective company’s
methods. It is a common practice for a cashier’s or waiter’s handbook/manual to be
produced so that an established procedure may be followed with the specific aim of
ensuring that cash security is efficiently carried out at all times.
 Preventing Pilferage & Theft of Revenues
1. Define a Company Policy.
• Make sure your staff know that you will not tolerate dishonesty. Establishing a "zero-
tolerance" policy is the first step; this should include theft of time as well as product or
cash: things such as taking a long lunch break without approval, using sick leave when
not sick, arriving late for a shift, or leaving early without permission. Write and
distribute a company policy that outlines exactly what constitutes stealing.
 Preventing Pilferage & Theft of Revenues

2. Keep a close eye on your POS reports.

• Staff who know you’re watching are less likely to steal. Do regular audits, and make
sure your employees know you do them. Speed line POS, for example, tracks "notable
activities“, actions that can indicate theft and displays a list at the touch of a button.
Other reports to review regularly include time-clock reports and those that list employee
payouts and discounts.
 Preventing Pilferage & Theft of Revenues
3. Monitor Employee Access.
• You should always be aware of which employee has key or pass code. These are
important responsibilities, and your staff should be made accountable if an incident
occurs. No employee should be responsible for more than one security measure. For
instance, it’s good practice to keep recording and processing cash transactions as
separate duties.
 Preventing Pilferage & Theft of Revenues
4. Create a Positive Work Environment.
• A positive work environment has been shown to deter employee fraud and theft. Open
lines of communication, employee recognition, and fair employment practices help staff
feel part of the business. And if staff are educated about the high cost of theft and
potential impact on their jobs and pay, they will be much less likely to put up with a
thieving co-worker.
 Preventing Pilferage & Theft of Revenues

5. Keep Your Door Open.

• Make it easy for staff to report employee theft anonymously. Keep staff feedback
confidential, but if you have to dismiss an employee for stealing, make sure the rest of
your staff understands what happened and why.
 Preventing Pilferage & Theft of Revenues
6. Install Security Cameras.
• Explain to staff that cameras help safeguard the business and the whole team from theft
(whether from outside or inside). They also provide positive proof for an honest
employee who’s caught up in a dispute over a shortage at a till or an irate customer.
Read more about how security cameras can prevent theft in the article increasing
profitability with integrated video & POS data.
 Preventing Pilferage & Theft of Revenues
7. Regularly Count Your Inventory.
• Do you know how much inventory you have on hand at any given time? Would you
notice if some "walked" off the shelves? by regularly counting critical inventory like
cheese and meats, you can ensure you aren't over-portioning and that your employees
are helping themselves.
 Importance of Computer Technology in F&B Control
• Computer systems have become an essential part of all aspects of the food and
beverage industry, they help with purchasing decisions, inventory, employee
scheduling, and training, and customer acquisition and retention. A leading indicator of
this growing trend is the fact that many programs are now training hospitality
computers and technology courses in the curriculum.
• computers are also used in very innovative ways of some food and drink companies.
for example, Garden Restaurants, which operates Red Lobster and Olive Garden
chains uses computers to help choose the new building sites, etc.
 Importance of Computer Technology in F&B Control
• Computers are helping in this area in several ways. In many restaurants, the wait staff
can process various forms of payment at guest tables, which allows guest to leave
directly from their table without the need to stop at a centralized checkout station.
• Computers systems have improved employee performance, and food and beverage
quality and consistency.
• Computer systems help manage the entire food service process from ordering the
ingredients needed to produce menu items, to forecasting the amount of items to prepare
for each dining period based on historical patterns. This helps to reduce wasted food,
which is very expensive and comes out of the businesses profit.
 Importance of Computer Technology in F&B Control
• Computer can also forecast with business volume to be expected which allows managers
to properly manage the staff. This is vital because having too much staff on hand can
consume unnecessary amounts of payroll, and not having enough staff on hand will
cause customer service problems.
• Computer Technology makes out of home dining a more enjoyable experience for the
consumer and a more profitable manageable experience for business managers and
owners.
• A key management concern of any food and beverage business is the profit margin. In
this vital area of ​business, computers have also proven to be an essential tool.
 Standard Purchase Specifications
• Purchase specification is detailed list of exactly what you will buy and the conditions
under which you will buy them. Purchase specification includes all product
information, but, in addition, it includes information regarding the pertinent supplier
services buyers who sell them products.
• The purpose of any specification is to provide purchasing personnel with clear
guidelines to purchasing, and to provide vendors with firm criteria of minimum product
or service acceptability.
• It may be defined as a list of the detailed characteristics of the product for specific use.
It contains information like name of the product, quality standards, price and no. of the
portion to be produced out of it, etc.
 Standard Purchase Specifications
An SPS must contain:
• Definition of each item
• Grade or brand name of the items
• Size, weight or count
• Unit against which prices should be quoted
• Special note for the commodity
• Photograph of the ideal / standard item, e.g. table apple, cherry tomato etc.
 Standard Purchase Specifications
Objectives of SPS:
• To establish a suitable buying standard for a particular commodity for the catering
establishment.
• To furnish to the suppliers in writing in specific terms the requirements of the catering
establishment.
• To help in deciding the price of a commodity.
• To obtain a standard product.
• To measure the performance against the standard product.
 Standard Purchase Specifications
Objectives of SPA:
• Establishing a buying standard of a commodity so that a standard product is available for
the customer.
• Inform the supplier in writing, by drawing or with a photograph or describing precisely
what is required.
• Provide detailed information to the receiving department and store as to the standard of
foods to accept.
• Makes everyone aware of the differences that can occur because of the difference in size,
weight, quality and quantity of a product.
 Characteristics of a Good Purchasing Specification
1. It should set the minimum acceptability of the good or service. The vendor must know
the minimum standard to determine what to provide. A standard that is too high means
money may be wasted and a standard which is too low means the goods or services will
not meet the expectations of the user.
2. It should promote competitive bidding. The maximum number of responsive,
responsible vendors should be able to bid to the specification.
3. In some cases, it should contain provisions for reasonable tests and inspections for
acceptability for the good or service.
4. It should provide for an equitable award to the lowest responsive bidder.
 Purchasing Specification Development Tips
1. Information gathering: valuable information and advice may be obtained through
discussions with other departments, agencies, companies, and purchasing personnel.
2. Specification writing tips:
Use simple, clear language.
Define terms, symbols and acronyms (include a glossary of terms).
Do not explain the same requirement in more than one section.
Adopt a user-friendly format.
Number the sections and paragraphs.
Discuss the draft and refine it.
 Standard Recipe
A standard recipe is one that holds no surprises. A standard recipe will produce a product
that is close to identical in taste and yield every time it is made, no matter who follows
the directions. a standardized recipe usually includes:
• A list of all ingredients including spices and herbs.
• Exact quantities of each ingredient (with the exception of spices that may be added to
taste).
• Specific directions for the order of operations and types of operations (e.g., blend, fold,
mix, sauté).
• The size and number of portions the recipe will produce.
 Standard Yield

• It is an important aspect of the standard recipe is that the quantities expressed are the net
quantities after removing husks, covering, fat, etc. each raw material goes through many
processes before it is finally served to the guest. During these processes there is loss in
quantity giving a yield of edible portion much less than the original quantity.
• A standard yield is obtained when an item is processed as per the particular standard
methods of preparation, cooking and portioning of an establishment. It establishes a
standard for the quantity and number of portions obtainable from a specific item of food.
 Standard Yield
• The yield itself is the percentage of the specified product that is usable. For example,
bananas, at a 68% yield, means that you throw away 32% of the banana (the peel), use
the other 68% of it, and obviously pay for the whole thing. This is very useful to know
for when you are cooking for a large banquet and don’t want to over order the food.
• To express the efficiency of a reaction, you can calculate the percent yield using this
formula: % yield = (actual yield / theoretical yield) x 100. A percent yield of 90% means
the reaction was 90% efficient, and 10% of the materials were wasted (they failed to
react, or their products were not captured).
To calculate yield there are some terms and formulas that have to
be understood:
• AP = As Purchased this is the amount of raw material one begins with before it goes
through preparation and cooking processes. It is measured at the time of receiving from
the supplier. It represents 100% of ingredient.
• EP = Edible Portion this is the refined amount that is served to the customer. It is
generally less in quantity to AP. It is the portion weighed before service.
• W = Waste. it is the amount of AP lost to obtain EP. Waste is always a part of AP.
AP = W + EP
EP = AP – W
W = AP – EP
 Example:
The chef is required to feed 200 people 100 g each of beef inside round. How much is
them required in its raw state? through historical data each round losses 30% in
trimming.
Solution:
First calculate EP which is 200 x 100 g = 20000 g. or 20 kg. Now use the formula to
calculate AP.
AP = 20/70 x 100
= 28.57 kg.
The chef will need to buy 29 kg of inside round to feed this catering event.
 Calculating Daily Food & Beverage Cost
Most of F&B Manager and Independent Owners like to see the food cost on a daily basis
rather than each individual dish basis. In the hotel this activity is the responsibility of the
Food Cost Controller while independent restaurants have the Chef who calculates the food
cost. Daily food cost is calculated as follows:
• Total Cost of Food Stock = Cost of Opening Food Stock (which is the cost of closing
stock of the previous day) + Cost of Purchase for the Day - Cost of Food Requisitions
During the Day
• Food Cost Percentage = Total Food Requisitioned for the Day x 100
Total Food Sales for the Day
 Calculating Daily Food & Beverage Cost

The food cost report can include a date - to - date column that progressively reflects the
fluctuations in food cost due to various reasons and evens out the food cost percentage at
the end of a month. The advantages of this procedure are many:
• It is easy to calculate.
• It monitors the daily stock levels.
• It monitors the daily requisitions.
• It necessitates the calculation of daily food revenue.
 Elements of Cost
The elements of cost are the primary classification of cost according to the facts upon
which the expenditure has made. The breakup of cost in its element is essential for the
purpose of accounting and cost control. In order arrive at the cost of any meal served, it is
necessary to analyze the total expenditure under distinct headings. The total elements of
cost are material, labor and overheads.

Elements of costs:
• Material cost (Food Cost)
• Labor cost ( Wages Cost)
• Overhead cost
 Material Cost (Food Cost)
Material cost refers to 3 principle cost e.g. Food Cost, Beverage Cost, sundries as Cigar
And Tobacco.
Food Cost = Cost of Food Consumed - Cost of Staff Meals
Cost of Food Consumed = Opening Stock + Purchases – Closing Stock
Total Food Cost = Cost of Food Consumed – Cost of Staff Meal

Food Cost Percentage (%) = Total Food Cost

* 100 %
Total Sales
 Labor Cost (Wages Cost)

It includes all the remuneration of the employees both in the form of cash and any kind.
These are salaries, wages, bonus, commissions and similar cash payments (for staff meals
and accommodation)
Labor cost percentage (%) = Total Labor Cost
* 100 %
Total Sales
 Overhead Cost
The overheads are all cost other the material and labor cost e.g. rent, depreciation,
insurance, repair, stationary advertisement etc.
In catering industry all the elements of cost are expressed in terms of % of sale. For the
purpose of food cost reporting, any percentage given should be calculated in relation to
the sale volume of the business.
Overhead Cost percentage (%) = Total Overhead cost
* 100 %
Total Sales
 Relation between Cost, Profit and Sales

Gross Profit = Selling Price – Food Cost

Selling Price = Material Cost ( Food Cost ) + Labor Cost +
Overheads + Desire Profit Percentage
Net Profit = Selling Price – Total Cost (Including sales tax)
 Food and Beverage Controller
The food and beverage controller keeps a check on all the food and beverage outlets of
the hotel. The control is carried out on two broad areas and tobacco separately.
• Food
• Beverage ( alcoholic and nonalcoholic )
For the control of food, all the food check reports are collected daily from all the food
and beverage outlets and arranged serial wise, which are tallied with the KOT/BOT. The
price is checked and total sale is calculated to see whether the amount is justified or not.
If any discrepancy, the concerned employees are informed and necessary action is taken.
 Food and Beverage Controller
• To keep a constant check on costs of food and beverage production and hence maintain a
food cost level.
• To ensure that misappropriation of food and beverage does not occur.
• To prevent spoilage, pilferage and wastage of materials.
• To indicate preventive measures for wrong happenings.
• To keep strict check on liquor, as it is expensive item and even a small loose can lead to
high monetary loss.
• To make costing of store issues and banquet menus.
• To check of KOT and other food and beverage controls, periodical stocks and
verification of inventory.
 Food and Beverage Controller
• Daily inventory of hard liquor and monitor what measures are exercised.
• Menu planning and standard recipe formulation in consultation with Chef and F&B
Manager.
• Physical check of outlets at various operational times.
• Preparation of a daily and monthly food and beverage report
• Maintaining records of complementary and staff meals.
• Spot checking on various issues and previous day’s balance on food with emphasis on
beverages.
 Cellar Management
• Many businesses use cellars for storing stock, equipment and machinery. Cellars are
rooms below the ground level that are completely underground. A cellar typically
maintains a consistent temperature and level of humidity, providing an ideal temperature
for storing beverage stock such as wine, liquor, beer and ales.
• Many hotels, pubs, bars and restaurants will utilize their cellars to store their beverages.
Cellars are a great way of controlling the temperature and humidity levels that your stock
is stored in, helping businesses to monitor the movement of stock, and protecting the
stock from potential theft.
• Cellars usually maintain a temperature of 0 - 7° Celsius and 80-90% humidity. This slows
the release of ethylene gas and the growth of microorganisms that can result in
decomposition, resulting in a longer shelf life.
 Some ways to ensure proper cellar management are:

• Create a cleaning schedule:

• Check for leaks:
• Prevent insect and pest infestations:
• Check the temperature and humidity levels
• Check ventilation is suitable and sufficient:
• Ensure waste is not stored in the cellar:
• Create a maintenance schedule:
 Regulations around Cellar Management
• Properly cleaning and maintaining drink dispense systems.
• The correct cellar temperature should be maintained at all times.
• Suitable lighting should be present.
• Suitable and sufficient ventilation should be present.
• Ensuring that electrical equipment is operated safely.
• Properly cleaning all spillages.
• Perishable food should not be stored or prepared in a cellar.
• Smoking is not permitted in a cellar.
 Cellar Management
• Not all members of staff will be able to manage a cellar, nor will they all have access to
the cellar. Often, it is only managers and supervisors that have the authorization to access
cellars and other storage areas.
• A business may choose an existing manager or supervisor to be in charge of cellar
management or may employ a member of staff whose sole responsibility is managing the
cellar. The cellar manager may also train other members of staff who can assist in
managing the cellar.
• However, the cellar manager will usually always be present when the cellar door is open,
or another member of staff is accessing the cellar. At all other times, the cellar will remain
locked to ensure that access is limited, and the cellar, and any stock within the cellar, is
never left unattended.