By David Scott Peters
Once you start using systems, your job becomes holding your managers accountable. As I’ve explained in previous posts, the secret to it all is checklists that keep your team on task and focused on what you expect from them. Daily paperwork is one set of checklists that are a “daily” necessity.
Here is an accountability checklist that covers daily paperwork.
□ End-of-Day Paperwork
- Was it completed before the last manager left the building?
- What is the over short?
- Check that cash deposit was used, not POS cash due.
□ Paid Out
- A paid out is cash used from a bar or cashier drawer to pay for a bill, an invoice or a store run.
- Entered to balance.
- Was the line item detail completed?
- Is there a receipt in the daily paperwork?
□ Manager Log
- Are the questions being answered?
- Check that invoices are being entered as they come in.
- Check that invoice line item detail is being completed.
- Review physical invoices against the invoice summary report. Pick the correct date range, print it off and compare them to your vendor invoice summary reports.
□ Purchase Allotment System
- Check to see that the purchase allotment system is being used and followed.
- Double check purchase orders are within your purchasing guidelines.
□ Labor Systems
- Are master schedules in place and accurate?
- Has a labor allotment been run?
- Schedule is within budget guidelines using the reverse labor system?
- Is labor being tracked daily with the reverse labor system?
□ Food/Beverage Systems
- Are your products usable, have pars and locations set?
- Are recipe costing cardscompleted?
- Are you checking that orders are within purchase allotment guidelines and being placed on time (complete)?
- Has your inventory locations section been set to how the product appears on the shelves or alphabetical?
- Are inventories being taken every Sunday or at least the last day of the month?
Give this list to your managers. Your job is to hold your management team accountable and all you have to do is check their daily activities, holding them to this checklist. If you simply ASSUME they are being done, you will not have control of your cash, profits or management. Follow this checklist to ensure you are doing your job!
For a checklist complete with descriptions and explanations of each category, visit this page for a Daily Paperwork Checklist.
By the way, Daily Paperwork is even easier to manage when you use our web-based restaurant management software – SMART Systems Pro (SSP). And with SSP, you can check daily paperwork anywhere you have Internet access, even from the beach.
David Scott Peters is a restaurant expert, speaker, coach and trainer for independent restaurant owners. He is the developer of SMART Systems Pro, an online restaurant management software program helping the independent restaurant owner remain competitive and profitable in an industry boxed in by the big chain restaurants. He is best known as the SMART Systems guy who can walk into any restaurant and find $10,000 in undiscovered cash before he hits the back door… Guaranteed! Learn more at www.therestaurantexpert.com/rdspos.