Stock Management in the Bar and Kitchen of a Restaurant

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In some restaurants, it is necessary to separate the goods – those who are in the bar, and those who are in the kitchen. Microinvest products offer several techniques for the accurate monitoring of products and their availability.


Standard Separation of Groups

In most restaurants, the stock is unified. The separation between bar and kitchen is based on groups of the goods and relevant records by groups. The most common technology is creating separate groups and assigning them to kitchen or bar. In this case, the following should be made:

  • Groups for kitchen: Here all goods, which are raw materials for the meals and dishes, are included. For example, butter, flour, salt, eggs and others.
  • Groups for bar: Here all drinks, lemon, sugar and others are included.

In this division, there reports for the stock availability are separated intro groups. The choice for a certain group gives us the opportunity to define the exact goods for kitchen or bar. Without doubt, in stock- taking, there are some difficulties associated with this – a certain group has to be chosen and the stock- taking is performed to the goods, which are part of this group.

Advantages : The advantages of the technology are the easy and logical work with the products

Disadvantages : As a disadvantage that can be outlined is the inability of one good to be included in the bar and in the kitchen. In this case, the product should be defined twice: “Lemon in kitchen” and “Lemon in bar”.

We can check the availability in bar or kitchen with the report: “Items in Stock”. We choose the groups of goods. The choice of a group is with the pre-list of groups. In 95% of the cases the standard separation is enough for the effective work of a restaurant. Also, this is the most common way of work.

Separation by Codes

A development of the previous idea is the separation of the goods by codes. No matter in which group the raw materials and goods are, the separation by codes allows flexible appropriation of the goods in kitchen. As an example of such division the following codes can be made:

  • Codes from 1 to 700 for the plats and drinks in the restaurants. They are sold by the waiters and are divided into groups
  • Codes from 800 to 899 for the raw materials in the kitchen. No matter in which group are they, when report for code 8 is made, all raw materials in the kitchen appear.
  • Codes from 900 to 999 are the bottles in the bar. It is enough to activate report for code 9 to see all drinks.

In this separation the goods are filtered by groups for the waiters and by codes for the managing personnel.

Advantages : The advantages of the technology are the easy work with the product and the option for a division of the goods;

Disadvantages : A disadvantage is that ranges should be remembered and work with codes should be done

The stock availability in a bar or a kitchen is checked with the report: “Items in Stock“, when entering the first number of the code. When choosing code 8, the program shows all goods from the kitchen. This separation is rarely used, but it allows having plates and drinks in the same groups. The stock availability is checked with the following code or groups of codes.

Combined Separation

There are situations in which the division with codes and groups is not possible. In this case combined separation is used. The way of use is similar to the others.

Separation by Location

There is a scheme for dividing the goods in locations. The scheme allows working with a few separate locations, which have their own stock availability. The technology of the work is simple, but requires extra operations for dividing the locations.

The following is performed:

  1. A group of Locations is defined:
  • Restaurant with code 100
  • Main warehouse with code 101
  • Bar with code 102,
  • Kitchen with code 103
  1. The goods are separated by groups or codes to bar and kitchen. The technologies shown previously in this article can be used.
  2. Automatic production is excluded because it will be replaced by global production at the end of the day, at the initiative of operator.
  3. The goods are delivered in Main Warehouse (Location 101). There is the unified stock availability to the delivered goods. The reports for delivery are made exactly on this object.
  4. When loading Bar (Location 102) a transfer from Main warehouse (Location 101) is performed. In this way, the stock availability of the main warehouse decreases, but the availability of the bar increases.
  5. The same is done when loading Kitchen (Location 103).
  6. In every moment there is stock availability to bar and kitchen and they are completely independent. It is possible that the same good is in stock in both bar and kitchen. The stock is individual only according the locations.
  7. The sales are made in object Restaurant (Location 100).
  8. At the end of the day we have stock availability in Bar and Kitchen and sales in Restaurant.

With this, the standard work is done. The daily procedures are next. They are the following:

  1. At the end of the day operator activates report “Sales/Purchases per Items“, divided by groups of goods for Bar
  2. From the resulting report, an automatic transfer operation is made. This transfer is from warehouse Bar to restaurant. With this, the quantities of the goods sold in Restaurant are reset to zero, in and the negative quantities sold are moved to Bar
  3. The same procedure is performed in the Kitchen. The quantities of the sold goods in Restaurant are reset to zero, and the insufficient quantities are moved to Kitchen
  4. In the Bar and Kitchen warehouses, there are negative quantities for the sold goods and positive quantities for the raw materials. With one operation Total Production are produced all insufficient goods and the stock availability of the goods decreases.
  5. With report “Items in Stock” can be seen all stock availabilities in the locations and individual inventory to Bar and Kitchen can be made.

The current technology allows detailed tracking of the whole process and full control of the operation in every location. The automatic transfer from report to operation saves time, as the whole procedure takes no more than 1 or 2 minutes.

Other Separation Mechanisms

The described technologies are most common. In practice, there exist other methods, such as division of the products in:

  • Sugar total, Sugar for kitchen and Sugar for bar.
  • Lemons total, Lemons for kitchen and Lemons for bar

A simple recipe between these products is created and when selling the Lemon, the total quantity of lemons in stock decreases.

Specific Features

The principles of separation of the products are made in the initial setup of the location and the introduction of the system in operation. After that all operations are quick and easy. The choice of work technology depends on the managers’ wish and practically gives the same results. With the introduction of multiple locations, it is desirable that they are grouped to reduce the workload upon the operator when entering transactions. Locking to an object can also give excellent results, especially for reducing errors.

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