Unit=3 KITCHEN ORDER TICKET (KOT)

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KITCHEN ORDER TICKET (KOT) :

KITCHEN ORDER TICKET (KOT) KOT is a written document which is given to the kitchen in exchange of any dish or any item picked up from the kitchen. BOT is a written document similar to the KOT which is given to the bar in exchange of any beverages from the bar.

IMPORTANCE:

IMPORTANCE 1. Establishes appropriate co-ordination between the kitchen & service personnel. 2. Helps to avoid confusion at the food pick up counter. 3. It establishes accountability. 4. Facilitates proper control system. 5. Helps to raise a bill for settlement 6. A post analysis will give an exact idea about the high selling and non-selling dishes on a menu card.

TYPES OF KOT:

TYPES OF KOT SUIVANT KOT o r EN SUIT KOT SUPPLIMENT KOT RETOUR(RETURN)or EN PLACE KOT NO CHARGE KOT or HOUSE SLIP COMPLIMENTARY KOT ADMINISTRATIVE &GENERAL KOT ACCIDENT KOT DUPLICATE KOT

1=SUIVANT KOT or EN SUIT KOT:

1=SUIVANT KOT or EN SUIT KOT This KOT also is made on the same KOT slip/ KOT pad however on top of the KOT one needs to mention the word “SUIVANT KOT” or “EN SUIT KOT” which means the “following” depicting that one KOT has already been issued for the same table number & the same guests. This KOT is made when an order is too long to accommodate on one KOT slip and another KOT has to be made. Also when the sweet or coffee is ordered after the main course and a 2nd KOT has to be raised for the same table.

2=SUPPLIMENT KOT:

2=SUPPLIMENT KOT Incase when the accompaniment served with the main course or a side dish is not sufficient, and another portion is ordered by the guest for which the guest will not be charged, here a SUPPLIMENT KOT is raised. This KOT also is made on the same KOT slip/ KOT pad however on top of the KOT one needs to mention the word “SUPPLIMENT KOT”. It has to be counter signed by the manager in-charge and the Reference KOT (previous KOT) number has to be mentioned.

3=RETOUR(RETURN)or EN PLACE KOT:

3=RETOUR(RETURN)or EN PLACE KOT In situations when a wrong dish has been already ordered and has to be returned from the table to the kitchen for replacement, this KOT is raised. Also this KOT is raised when a certain dish is returned by the guest because it is spoilt or it’s not up to the mark and the guest has ordered for a new dish or rectification of the same. This KOT also is made on the same KOT slip/ KOT pad however the names of two dishes and in between the word “RETOUR (return) or EN PLACE KOT” is mentioned. 1st the name of the new dish is mentioned and then the name of the dish returned. In case of service being carried out from an a la carte menu the prices have to be mentioned, normally the dish which is priced lesser is charged. It has to be counter signed by the manager in-charge and the Reference KOT (previous KOT) number has to be mentioned.

4=NO CHARGE KOT or HOUSE SLIP:

4=NO CHARGE KOT or HOUSE SLIP In preparation of many dishes the kitchen makes use of alcoholic beverages like wine, rum, brandy etc . In situations when such dishes are ordered by the guest, the steward has to bring the required amount of alcohol from the bar where this KOT is raised for the BAR other than the normal KOT which is raised for the order given by the guest . This KOT also is made on the same KOT slip/ KOT pad however on top of the KOT one needs to mention the word “NO CHARGE KOT or HOUSE SLIP”. It has to be counter signed by the manager in-charge and the Reference KOT (previous KOT) number has to be mentioned.

5=COMPLIMENTARY KOT:

5=COMPLIMENTARY KOT This KOT is raised when a complimentary portion of food is to be served either to an upset guest to maintain the goodwill or for business promotion . This KOT also is made on the same KOT slip/ KOT pad however on top of the KOT one needs to mention the word “COMPLIMENTARY KOT ”. It has to be counter signed by the manager in-charge and the reason has to be mentioned.

6=ADMINISTRATIVE & GENERAL KOT:

6=ADMINISTRATIVE & GENERAL KOT This KOT is raised for the top executives of the hotel or the managers who are authorized or given allowance to dine in the restaurant or order from the restaurant. This KOT also is made on the same KOT slip/ KOT pad however across KOT one needs to mention the word “ADMINISTRATIVE & GENERAL KOT” for identification. It has to be counter signed by the manager in-charge and also by the recipient of the order.

7=ACCIDENT KOT:

7=ACCIDENT KOT In situations where there is an accident and the dish gets spoilt or partially damaged this KOT is raised for the same dish (freshly prepared) for the kitchen . This KOT also is made on the same KOT slip/ KOT pad however on top of the KOT one needs to mention the word “ACCIDENT KOT”. It has to be counter signed by the manager in-charge and the reason has to be mentioned. The analysis will be done and the concerned person will be penalized

8=DUPLICATE KOT:

8=DUPLICATE KOT If all the copies of the KOT get misplaced, a duplicate KOT has to be raised with the same information or order . This KOT also is made on the same KOT slip/ KOT pad however on top of the KOT one needs to mention the word “DUPLICATE KOT ”. It has to be counter signed by the manager in-charge and the reference KOT number has to be written.

COMPUTERIZED CHECKING SYSTEMS OR CONTROLLING SYSTEM……. :

COMPUTERIZED CHECKING SYSTEMS OR CONTROLLING SYSTEM…….   In today’s food service operations, computer has become an integral part and is used in every sphere of operations. Computerized pre-check systems are extensively used in food and beverage control. The advantages of using modern technology in food service operations are as follows;  It ensures good control over the operations. It increases productivity and reduce labor costs. It eliminates revenue leakages by ensuring that all the orders are billed. It reduces clerical errors to minimum. It avoids duplication of work. It saves time. It generates bills quickly without any mistake.

MODES OF PAYMENTS METHOD :

MODES OF PAYMENTS METHOD There are various methods of making payments for the consumed food and beverage services. Some of the most popular methods are ; Cash Credit card Debit card Cheques Traveller’s cheques

1=Cash:

1=Cash The payment received in cash should always be checked in front of the guest and at the same time when change is given then it should be counted back to customer . In this method complete payment is made in cash and therefore the currency notes should be checked for their authenticity and proper shape.

2=Credit Card:

2= C redit Card If the payment is made by credit card, the first step is to check its validity. Then a voucher is made out and filled in with the required details. The customer is then requested to sign the voucher after which the operator should check and match the signature with that on the credit card. The customer copy should be given to the guest .   The validity of the credit card is checked by passing it through the electronic machine after which the details of the credit card are printed on the form of itemized bill which the customer then signs. (One copy of this itemized bill is given to the customer for his record)

3=Debit Card:

3=Debit Card The use is similar to the above, but the amount used is immediately deducted from the customer’s account.

4= Cheques:

4= Cheques When accepted cheques , the cashier should check the following information ;   Correct date   Filled amount (correct/incorrect )   Signed by the person indicates on the cheque   Match the signature of cheque card .   NOTE:  cheque should always be accompanied by the cheque card.

5=Traveller’s Cheques:

5=Traveller’s Cheques These may be issued by the travel agent (if travel agencies and hotels have tie up or any type of contract ). The traveler’s cheque must be signed once when issued and again when to pay.

GUEST BILL SETTLEMENT TYPE DIAGRAM :

GUEST BILL SETTLEMENT TYPE DIAGRAM

SETTLEMENT BY CREDIT CARD: :

SETTLEMENT BY CREDIT CARD: 1. Swipe the Card on the EDC(electronic data capture) machine. 2. Enter the amount on the EDC machine. 3. Verify the amount entered with the amount on the bill. Confirm the settlement. 4. Take print out and get signature on the merchant copy from the guest along with the check copy. 5. Return the credit card along with the guest’s copy of the credit card slip / voucher. 6. If guest adds a tip on the Credit card slip then adjust the same on the EDC machine and take a new printout. 7. If the credit card is declined / expired then politely ask the guest for another card or form of payment. If necessary ask the guest to step away from his or her group so that he or she will not be embarrassed.

SETTLEMENT OF BY CASH: :

SETTLEMENT OF BY CASH: 1. Cash settlements may vary among restaurant / hotel policy. 2. If the guest wants to settle by foreign currency then request the guest to exchange the currency with the front desk cashier. (Depending upon the hotel and local government policy) 3. Present change in the folder. 4. Do not claim the tip until guest leave. 5. If the guest leaves while you are settling the bill then, the change is your tip.

SETTLEMENT TO IN HOUSE ROOMS: :

SETTLEMENT TO IN HOUSE ROOMS: 1. Request the guest to write their name and room number on the printed check and sign them. 2. Do a room enquiry on the POS machine with the details mentioned on the bill by guest. 3. Try searching by room number first if not found then try again by searching by the last name of the guest. 4. If details matched with those given on the bill then settle the bill on to that room. 5. If the details don’t match then, ask the guest to present the room key as identification. 6. If the POS enquiry fails with the given details, then crosscheck with the front desk team with the guest details. And check if the guest is entitled for a credit on the restaurants. 7. Nowadays on the PMS there are features to block all POS settlements, This will restrict any POS settlements from restaurants to the guest room account, So these guests has to pay their bill directly at the restaurants by other payment methods.

SETTLEMENT TO COMPANY OR CITY LEDGER: :

SETTLEMENT TO COMPANY OR CITY LEDGER: 1. Ask the guest to write down the Company name on the bill, some companies have credit with the hotel. These are called city Ledgers. If the guest is aware of the unique City Ledger number then ask for the same. 2. Ask guest to sign on all the checks. 3. Give the receipt showing the charges. 4 . Make the settlement to City Ledger and close the Table on POS.

SETTLEMENT AGAINST COUPONS, VOUCHERS AND GIFT CERTIFICATES: :

SETTLEMENT AGAINST COUPONS, VOUCHERS AND GIFT CERTIFICATES: 1. Read the coupon carefully to determine if it is a valid or expired one. 2 . Find out what all charges are covered. 3. Don’t give any cash as change for gift certificates and coupons. 4. If the coupon amount doesn’t cover the total food bill then collect the balance amount by other method of payments. 5. Keep the coupon safely on the cash box / folder. Treat them as cash

CASH HANDLING :

CASH HANDLING Cash handling describes the different ways you can receive payment for services and goods provided. It can be by cash, cheque , credit cards, bank transfers, traveler’s cheques and money orders. ELECTRONIC CASH REGISTER SALES SUMMARY SHEET POINT –OF-SALE (POS) TERMINAL

1=ELECTRONIC CASH REGISTER :

1= ELECTRONIC CASH REGISTER An electronic cash register is a mechanical device used to calculating and recording sales transactions. It usually prints a receipt for the customer. It has an attached drawer for storing cash. The cash drawer can be opened after a sale, except when special keys, which only senior employees have. This reduces the risk of cash pilferage.

2=SALES SUMMARY SHEET :

2= SALES SUMMARY SHEET The sales summary sheet is an analysis of all the transactions/cash taken during the particular period of service. It is prepared to know the revenue generated through the sales of food, beverages, the modes of bill settlement- cash, cheque , credit card, amount charged to room accounts, tax amount, discounts given etc. the basic information required in a sales summary sheet includes the following: Date Bill number Table number Number of cover per table Bill amount Modes of payment- cash, credit card, cheque , posted  to room Analysis of food, beverages, and other sales items.

3=POINT –OF-SALE (POS) TERMINAL   :

3=POINT –OF-SALE (POS) TERMINAL   Point-of –sale systems are computerized system incorporating registers, computers and peripheral equipments , usually on a computer network. These systems keep track of sale &can generate records used in accounting and book keeping. POS registers are connected to touch screen monitors, magnetic strip readers, bar code term inals , etc. the data is fed to various terminals and it can be accessed in various output units. This system integrates the data and reduces the manual work. For example- if a bill is made in the restaurant, it will be automatically posted in the guest bill, if a KOT is made it can be displayed in the kitchen or can be printed in the kitchen .   These  systems can  also generate reports required by various departments at any given point of time, can control reservations, guest history, guest registration ,sale summary sheet etc .

Sequence of food service and table cleaning process:

Sequence of food service and table cleaning process Handling table reservation and allocation of table. Welcome the guest. Seating the guest. Water preference. Present the menu. Let the guest things. Taking the order(upselling and repeating the order) Generating of KOT. Placing of cutlery and crockery required for the dish.

PowerPoint Presentation:

Serving the food (food pickup from the past ,placing the food from guest). Method of service. Feedback (regarding the food and service ). Clearance Crumbing Placing the dessert cutlery. Serving the guest (feedback). Asking for tea/coffee and bill. Paint the bill and presenting it to guest. Settlement of bill (giving one copy of bill to the guest ). Farewell.

Billing methods:

Billing methods In the restaurants, when the guest request for the bill, the waiter collects it from the cashier and checks it whether all items are entered and priced correctly. It is always advisable for the waiter to double check the addition . Then the bill is presented to the guest in a bill folder. Many types of billing methods are used in foods service operations. The type of method used depends on style and volume of business. They are explained as follows ;

Bill format :

Bill format

1=BILL AS CHECK:

1=BILL AS CHECK   In a duplicate checking system, the second copy of the food check is used as a bill . When the guest requests for the bill, the waiter or cashier sums up all the rates on the second copy of the KOT and presents the same to the guest. This method is used in small hotels, café, and popular restaurants

2=SEPARATE BILLS:

2=SEPARATE BILLS The bill is made for the second copy of the food check. The second is given to the cashier. Based on that, the cashier prepares a bill that has two copies. The top copy of the bill is presented to the guest. On receiving payment to the guest, the bill is stamped ‘paid’ and is returned to the guest . The second copy is retained to the cashier and attached to the second copy of KOT to submit it along with sale summery to the food and beverage controls department.

3=PRE-PAID:

3=PRE-PAID The customer purchases tickets or coupons in advance, either for specific meal or specific value . For example food service operations organizing theme food festivals, fashion shows, and New Year’s Eve program sell admission tickets in advance at fixed price . Admission in to the venue and service of food and beverages is based on tickets or coupons.

4=NO-CHARGE:

4=NO-CHARGE I n this system, the guest is not charged for receiving the goods or services. The guest is asked only to sign the bill as acceptance of service received, and the particular amount is posted to the house.

5=DEFERRED:

5=DEFERRED This type of system is used in catering function. In this, a service has been requested by an individual, firm, or company, which has been confirmed and taken place. Upon the conclusion of event, the bill is prepared or the services rendered and are sent to the company or organization person.

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