1. Computers in the kitchen and in food service operations

2. OUTCOME ASSESSMENT STANDARD
By 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 STANDARD
By the end of this section you will be able to:
Discuss the use and benefits of computers in the administration of kitchen operations.

3. 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

4. BASELINE ASSESSMENT
Computers play an important role in the hospitality industry. Complete the following in your work books.
Name as many areas as possible where the computer is used in the hospitality industry.
How could you use the computer in your school in Hospitality Studies?
Class discussion may be used for this activity.
Students should make their own notes and can add other points discussed.
Teacher leads discussion using textbook
Marking should use an open memorandum, taking learners answers into account
Some programs might be too complex for school as one would not make use of all the different functions.

5. 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.

6. 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

7. Kitchen and Restaurant operations which are areas involved in
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.

8. 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

9. 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

10. 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
Independent person – not involved in kitchen to ensure stock take is accurate

11. 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.

12. 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.

13. PROCESS OF STOCK CONTROL
DELIVERIES
ISSUING
STOCK-TAKING

14. 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

15. STOCK CONTROL SHEET
EXAMPLE 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
SEE PAGE 75 OF TEXTBOOK

16. 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.

17. ISSUE STOCK SHEET EXAMPLE OF A STOCK ISSUE SHEET STOCK ISSUE SHEET
RESTAURANT & BAR
DATE: 22/05/2012
STOCK ISSUE FOR: __/__/__
STOCK ISSUE TO: __/__/__
CODE
DESCRIPTION
OPEN STOCK
EST
FILLED
CLOSING STOCK 1
MEAT BULK 5 2
BACK BACON 7 3
BEEF FILLET 10 4
SALAMI LOAF
SEE TEXTBOOK PAGE 76

18. 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

19. 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

20. ADVANTAGES OF A P.O.S SYSTEM
SAVES MONEY
INCREASE PRODUCTIVITY
EASILY PRINTED RECEIPTS
OBTAIN MORE INFORMATION WITH DETAILED REPORTS
BETTER STOCK CONTROL
BETTER RECORDS OF CASH FLOW

21. 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

22. 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

23. 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

24. 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

25. STANDARDISED RECIPE CARD
EXAMPLE 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:
SEE PAGE 79 IN TEXTBOOK

26. 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.

27. 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

28. 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

29. 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

30. Results in cost savings, minimises impulsive and unnecessary buying
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 s
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

31. 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

32. ADVANTAGES AND DISTADVANTAGES
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

33. 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