How to avoid cash shortages in catering

Shortages are a very common problem in catering.
Unfortunately it is not enough to be constantly careful to avoid them, but it is necessary to implement internal procedures and make sure they are respected.

Let’s analyze together the possible causes and remedies.

What is a cash shortage?

Ammanco means lack. About what? Cash from the cash desk.
So a cash shortfall is the finding of a difference between what the cash liquidity should be and what is actually measured.

Finding of a difference between what the cash liquidity should be and what is actually measured.

Clearly, the problem arises if it is negative.

Main causes of shortages

  1. Theft: yes, in 75 percent of cases this is the reason. Leaving the cash desk in an employee’s hand is always a risk. It happens almost to every restaurateur.
  2. Bad warehouse management
  3. Mistakes with the remains

Solutions

Case No. 1
To reduce the risk of theft, just use a management system like Ristomanager, which differentiates the cash functions between owners and waiters.

In fact, our software centralizes operations, so that you will always be in charge of managing orders and cash transactions.
Case No. 2
The weak point of every activity, which undermines its efficiency: the warehouse!
In this case we must act on everything related to the inventory.

Always with Ristomanager, the management software for restaurants, bars, pizzerias, holiday farms, taverns and breweries (and so on and so forth) you can have precise data on its stocks.

Case No. 3
Here the solution that I propose to you is the cash compensation: a compensation given to those who handle the money, since you take responsibility for any cash errors.

But be careful: I recommend it only if you have a large restaurant, otherwise it could prove to be too expensive.
In fact the indemnity represents an additional sum compared to the basic pay.

Shortages and accounting point of view: deductibility

The item cash shortfalls must be entered in the income statement among the different management charges in B14.

According to the financial administration, cash shortfalls are deductible for Ires and Irap purposes if it is shown that they are:

  • physiological,
  • unavoidable
  • inherent to the business activity.

It is also necessary to document the difference through a special report prepared by the person responsible for the company controls and by the cash manager to whom the shortages are attributable.

If all the conditions listed above do not occur, shortages cannot be considered deductible.

Once the shortfall has been documented in this way, the deductibility of the same from business income will derive from the common rules of experience, according to which shortages of modest daily amount can only represent different fiscal-relevant management charges.

In particular

With regard to the determination of the modest amount, the resolution specifies that the evaluation must be related exclusively to the day-to-day management of the fund, taking into account:

  • the presence of organizational measures and tools to contain and prevent the causes of cash difference formation;
  • the trend of cash differences recorded in the period under review;
  • of the emergence of cash differences, for the same tax period, both negative and positive, hypothetically countervailable;
  • of the limited significance of cash differences in relation to business volume, the consistency of the daily cash fund or that recorded at the time the checks are carried out, the total number and value of the transactions, the number of operating funds and the number of cash operators.


Finally it must be remembered that the cash differences, the Administration specifies, are subject to the discipline of Article 101 Tuir regarding the deductibility of losses of goods, not goods, in the presence of certain and precise elements that allow to objectively reconstruct the an and the quantum. Upon the occurrence of these conditions, the requirement of relevance may also be considered verified.

Employe’s control in restaurants: strategies

Employe;’s control in restaurants: Employees are fundamental in any business, but even more so if it is an activity in which contact with the customer is constant.

For a successful restaurant it is necessary to establish a climate of trust and collaboration between employees and owners.
A peaceful indoor climate translates into better customer service.

However, we are not always able to find the right people with whom to run a business. Therefore we must equip ourselves with some strategies to safeguard our money.

Here they are:

Monitor the cash point


A good reason to do this is that it is one of the areas most at risk in the club.
Even more so if employees are allowed access and if they can withdraw cash.
What should you do? In this case, all the operations recorded by the system must be monitored:

  • Number of box openings
  • Number of canceled transactions
  • Typing errors
  • Number of digits

With Ristomanager you can get around this problem!
In fact, thanks to our management software you can monitor the order process, keep track of the accounts entered, count the orders and have real-time data on the availability of products in stock.

The warehouse

Another “red” area is the warehouse.
It could happen that your employees steal stocks.
These episodes can occur before the goods are inventoried, that is, as soon as they are taken by the supplier, or later.

In the second case, the theft of food can be limited to eating an ice cream in the kitchen or becoming much more serious with whole crates of raw materials that end up in the homes of the employees rather than in the warehouse.

To counter these dangers, it is important that every warehouse movement is written down and each inventory is certified by a person in charge of the control.

Employee control and cameras: are they legal?

It often happens that entrepreneurs feel the need to install surveillance cameras that frame certain areas of the corporate structure. We also saw it on TV!

Fiction or reality?

With a series of recent measures, the Privacy Guarantor has declared unlawful the use of the video surveillance system installed in some workplaces.

The law provides, in fact, that the images collected for security purposes cannot be used for checks, even indirect ones, on the work activity. We need the union agreement, and, in its default, the authorization of the Labor Inspectorate.

Alternative solutions to discover the employees they steal?

Two solutions. The first is that of any testimonies of colleagues who have witnessed the crime: their statements can be used to blame the wrong colleague.

The second solution is that of the fake customer. In essence, instead of filming the workers, the employer can carry out a random check through the simulation of a purchase by the inspection staff present at the cash register as a customer, verifying whether the failure to issue the receipt corresponds to the detention of the relative collected price.

How to open a successful tavern

Open a tavern: If you think about where to drink a good glass of typical wine of the area, it is certainly one of the first places that come to mind.

We are talking about the osteria, one of the oldest restorative formats that, even in modern times, manages to find increasing appreciation from the public, even among the youngest. Accomplice in a constant search for Italianness on the table, of quality and genuineness as well as a growing interest in typical and local products, opening a tavern can be a successful and profitable entrepreneurial activity.

Let’s take stock of the situation with our guide.

Requirements and bureaucracy

Nothing new: they are the usual requisites required for the administration of food and drink and for the opening of an activity.

Mandatory moral requirements are required to open a tavern, ie you must not have been declared bankrupt or previously banned. Otherwise, you will not get the go-ahead and the necessary authorizations for the opening.
In addition, the SAB certificate (or equivalent title for food handling and administration) will be required. Alternatively, 2 years of experience in the sector and the hotel or similar diploma are sufficient.

It will also be necessary to look for a place that is well suited to opening a tavern and therefore has all the safety and hygiene requirements required by law.
If the place does not have it, you will not be allowed to open. To remedy this, you could make the rooms compliant with renovation work, so be sure to inform yourself about the standards and quality of the premises before renting or buying.

Other mandatory requirements for opening a tavern are:

  • the opening of a VAT number and registration in the Business Register;
  • have all the mandatory permits for the opening of an activity, such as the ASL certificate (which certifies the safety and hygiene of the premises, the ASL is requested through a specific form, the ASL will send personnel for the checks) and the registration to INPS and INAIL;
  • receive permission to display the sign and pay the relevant fee;
  • obtain the HACCP certificate for food and beverage administration;
  • declare to the municipality the beginning of activity and obtain the permit;
  • pay SIAE in case you think you will be transmitting music to your club.


The 4 secrets of the success of an inn

1) The business plan makes the difference

In addition to the requirements, which are virtually identical to those for opening a restaurant, it is essential to carefully prepare an accurate business plan.
This document will allow you to clearly define your goals, a fundamental step for the success of your tavern.
Above all, with the business plan you will be able to understand how to reach your goals from a financial point of view.
I also advise you to read up on possible funding granted by the region to open new businesses.

2) The location

Regardless of the type of commercial activity, the search for the place to be sold is an aspect to which to devote enormous importance.
The success of your tavern may depend on this delicate choice.
In order to identify the right venue, an in-depth market analysis is needed to know the earning possibilities, which depend on the target, and the competitors present in the immediate vicinity.

We also need to analyze the strategic points well, the best would be to find a place near sports centers, discos, cinemas and major tourist attractions.

With a large initial budget you might think about buying the place, even if renting one would be a way to see first how things are going. Another point to pay attention to and spend several days is the furnishing of your tavern, to give the structure an absolutely personalized imprint.

Fortunately, since it is a tavern large formalities are not necessary, wooden tables and chairs and glasses and cutlery may be enough, even if they are not very elegant, to give a rustic touch to the room. Obviously this in general, because the decor of the tavern naturally depends on your personal tastes.

Remember that you need to create a welcoming and familiar environment: even the furniture can make the difference between success and failure!
Choose warm colors and wooden furniture to create the rustic atmosphere required and attract more people.

3) Staff selection and food

The key words are: wine, cutting boards and typical dishes.

It is advisable to hire only competent personnel and specialized personnel who have experience in catering and who know how to treat food. A prepared chef is a good place to start.

When it comes to opening up any new business the choice of employees is fundamental.

All the staff, from the owners to the waiters, must be distinguished then by cordiality and sympathy, as the customer must be encouraged to return to the tavern both to try other excellent wine and other local dishes but also for the hospitality received.

4) Marketing and competition

Despite the antiquity of the business, if you want to succeed in 2019 you have to adapt to the technological era in which we live.
Therefore it will be fundamental the presence on social media, a captivating website as well as the presence on review sites and sector blogs.

However, we must not forget about traditional promotion, such as the inauguration party and word of mouth.

The tavern is not a luxury restaurant and to combat competition you have to use every gimmick, because the client on duty must always be treated in the best possible way in every respect: culinary, economic and in terms of hospitality.

How to open a successful trattoria: costs and requirements

Recently, the world has become aware of the negative effects of junk food: the recovery of healthy eating is also spreading in Italy.
To benefit, it will be the producer of slow food par excellence: the trattoria.

In the collective imagination, the trattoria is a place where:

  1. eat in a genuine way
  2. spend little
  3. you go in the company
  4. the portions are plentiful
  5. it is not necessary to dress formally
  6. the owner is kind

You can potentially attract any type of clientele: from couples to large companies, from families to workers.

What are you waiting for? Follow this brief guide to learn how to revolutionize your life by opening a satisfying activity that you can manage as a family.

Trattoria: Requirements and bureaucracy

As for bureaucratic requirements, it will be necessary:

  1. to complete a self-certification, the SCIA, Report of Start of Activity Certificate, to the municipality of belonging;
  2. open the VAT number;
  3. fill in the Single Business Communication form to the Chamber of Commerce to be part of the Business Register;
  4. registration to INPS and Inail;
  5. the HACCP document for all workers present within the premises.

  1. In addition to these obligations, certain requirements are also required, including:
  2. self-certification regarding the possession of moral and professional requirements;
  3. the sanitary and hygienic authorization issued by the ASL of belonging;
  4. the authorization for the distribution of food and drinks, which can be obtained if you already have at least 2 years’ previous experience in the sector and the possession of a diploma that certifies the skills required to open a trattoria or with certificates and the course.

Costs

It is a cheaper investment compared to a restaurant, first of all with regards to the rent.
In fact it is not necessary to occupy a luxury environment in the city center: it is sufficient that the building is welcoming and comfortable, better if a bit spartan and rustic!

In addition to the bureaucratic costs, expenses will then have to be incurred to furnish the premises, to set up a kitchen, for utilities, to pay employees and to pay suppliers.

Despite this, with a figure between 20,000 and 30,000 euros it is possible to start this kind of activity.

You can also evaluate the franchise.
With an affiliation fee ranging from 15,000 to 25,000 euros, the parent company will provide the furniture, give you administrative assistance, sponsor you through its advertising channels, and procure the suppliers for you directly.

Management and staff

Opening a restaurant is equivalent to opening any kind of commercial activity, and even if of modest size, it will require the preparation of a business plan.

Accurate planning will allow you to determine initial investments and growth prospects, also taking into account potential risks.

Finally, let’s talk about the staff, saying that great chefs are not necessary, but rather competent people and in particular in typical local dishes, which will be the strong point of the menu; and the welcome to the customer that will represent the last, but still very important, factor in which we will have to work hard.
In this context, not only cordiality (courtesy, helpfulness and sympathy) are included, but also the low price list even if it depends on the customer.

Food cost calculation: what is it and what is it for?

Here is the guide for bars, pizzerias, restaurants, pubs and pastry shops. The Food Cost is the cost of the dish, that is the sum of the costs of the raw materials that form a dish.

For example, the Food Cost of a margherita pizza will be given by the sum of the cost of the dough “ball”, the tomato sauce, the mozzarella and the basil.

Usually, the value is expressed as a percentage of the sale price.

Because it is important?

Most restaurateurs in Italy do NOT calculate the food costs of their dishes.

Some have “a vague idea” of how much the ingredients cost in the whole, others have realized two accounts “in mind”, others still had an estimate,
But the worrying fact is that they have never seriously applied – with their kitchen staff, calculator, scale and Excel sheet – to calculate their Food Costs.

It is a disconcerting truth because food cost is an important fact for making corporate choices.
Imagine if a shoemaker didn’t know the cost of raw materials to build a pair of shoes!
Would it be a problem to determine the selling price per pair, or not?

So, restaurateurs and beautiful company, you have the power to earn more!
Let’s learn together how to calculate the food cost!

How to calculate the food cost

Let’s start with a distinction: the food cost can be preventive or consultative. So we can control both the purchases of the future, which are used to determine the right selling price, and the purchases of the past, to try to contain costs and correct the waste.

The definitive formula for calculating the food cost would be: “Net cost of food goods / Adjusted revenues” * 100.
Clearly in the revenues we must also consider the meals of the employees.
Once this percentage is obtained, we can determine the selling price thanks to a coefficient. It is calculated as follows: “100 / absolute value of food cost”. Once the result is obtained, simply multiply it by the total cost of a dish to get a target price.

In reality the food cost is an analysis that contains various indicators, so we must not only consider the costs of raw materials, but also:

  • other variable costs
  • cost of labor
  • overhead costs
  • profit share

For example, there is a quality / price indicator that consists of two intermediate steps.
The first is to determine the average price charged to customers through the formula “Total sales / Nr. Dishes served ”.
The second is the calculation of the average price offered by the restaurant, with the formula “Sum of prices of all courses / Nr. of the dishes that make up the menu ”. Finally, we take the two results obtained and relate to each other to obtain the “quality / price” ratio: “Average price charged to customers / Average price offered by the local”.

If such the value of this formula is between 0.9 and 1 it means that there is a balance between the offer of the venue and the choice (or expectation) of the clientele.

A result lower than 0.9 indicates that our customers are moving towards lower prices, and finally a result higher than 1 makes us understand that customers generally choose the most expensive dishes, which show a balance between the quality of the food and the its price.