Portion Control in Food Cost Management

Portion control is an essential practice in managing food costs for any restaurant. It means serving the exact amount of each ingredient in a dish to keep costs steady and quality consistent. If portions are not controlled, it can lead to higher costs, food waste, and unhappy customers. Here’s how portion control can benefit a restaurant:

Why is Portion Control Important?

• Cost Control: Serving even slightly larger portions can add up over time, raising costs. For example, if a recipe calls for 6 ounces of chicken, but 7 ounces are regularly served, the restaurant loses money on each dish.
• Consistency: Customers expect their dish to be the same each time they order it. Inconsistent portion sizes can lead to complaints or dissatisfaction.
• Waste Reduction: Over-serving leads to more food being thrown away. Proper portion control helps minimize waste and saves money.

How to Implement Portion Control

• Standardized Recipes: Use recipes that list exact ingredient amounts for each dish. This helps ensure the same portions are used each time.
• Portioning Tools: Equip the kitchen with measuring cups, ladles, scoops, and scales to keep servings accurate. Scales are especially useful for proteins, where even small differences matter.
• Training Staff: Train the kitchen staff on the importance of portion control and how it impacts profitability. Regular training ensures new and existing staff follow the rules.
• Pre-Portioning: Preparing ingredients in pre-measured amounts makes it easier for kitchen staff to serve consistent portions.

Impact on Food Cost Accounting

Portion control isn’t just about reducing waste; it plays a key role in financial management. Here’s how:

• Accurate Food Cost Percentage: This percentage measures how much revenue is spent on food ingredients. To keep it within a profitable range (around 28-35%), portion sizes must be controlled. Inconsistent portions can increase food costs, reduce profit margins, and lead to inaccurate financial records.
• Inventory Valuation: Consistent portioning helps keep track of inventory use, making it easier to know how much is left. This helps with accurate inventory and cost calculations.
• Food Cost Variances: Differences between the expected cost (based on standard recipes) and the actual cost can lead to discrepancies. With portion control, it’s easier to spot and fix these variances.

Example of Cost Impact

Imagine a restaurant serves a chicken dish with 6 ounces of chicken, costing $0.50 per ounce:

• Intended Cost: 6 oz. × $0.50 = $3.00 per dish.
• Over-Portioned Cost: 7 oz. × $0.50 = $3.50 per dish.
• Impact Over 100 Servings: The extra ounce adds up to an additional $50 per 100 dishes ($0.50 × 100). Over a month, this could total $200 in unnecessary costs.

Exercises for Understanding Portion Control

Task 1: Portion Size Calculation

• A dish includes an 8-ounce steak costing $6.00, plus mashed potatoes at $0.75 and vegetables at $1.00, for a total of $7.75.
• Instructions: Calculate the new cost if the steak is reduced to 6 ounces (keeping the per-ounce price the same).

Example Answer:

• Cost for 6 oz. steak: $4.50.
• Total new cost: $4.50 (steak) + $0.75 (potatoes) + $1.00 (vegetables) = $6.25.

Task 2: Waste Reduction

• The restaurant wastes 10% of mashed potatoes that cost $0.75 per serving.
• Instructions: Use this formula to find the waste cost:

Waste Cost=Cost per Serving×Waste Percentage×Number of Servings

Example Answer:

• Waste Percentage = 10%.
• Waste Cost = $0.75 × 10% × 100 servings = $7.50.

Conclusion: Portion control helps restaurants manage food costs, reduce waste, and keep financial reports accurate. Following portion control practices ensures profitability and supports reliable accounting.

Waste Percentage: _______ %  

Cost per serving: $ _______  

Number of servings wasted: ________  

Total Waste Cost: $ _______

• Example Answer:
  Waste Percentage = 10%
  Total Waste = $0.75 \times 10% \times 100 = $7.50

Food Cost Calculation and Control

Effective food cost calculation and control are fundamental to the financial health of any restaurant. Chefs must carefully manage food costs to ensure that they align with revenue while maintaining the quality and consistency of dishes. Controlling food costs requires a combination of accurate pricing, portion control, waste reduction, and strategic supplier management. When done effectively, these practices can improve profitability without compromising the customer experience.

The Importance of Food Cost Calculation

Food cost represents one of the largest expenses for any restaurant. It is calculated as the percentage of a dish’s ingredient costs relative to its selling price. Proper calculation and ongoing monitoring of food cost percentages help ensure that menu items are priced profitably and can highlight areas where adjustments are necessary to improve margins.

• Food Cost Percentage Formula:

Food Cost Percentage = (Cost of Ingredients / Selling Price) * 100

This formula helps chefs and restaurant managers quickly determine how much of the selling price is spent on ingredients. The goal is to maintain a food cost percentage that balances profitability with the perceived value of the dish.

• Industry Standard:
  While food cost percentages vary depending on the type of restaurant and cuisine, an industry-standard target is around 28-35%. Fine dining establishments may operate at a higher food cost percentage due to the use of premium ingredients, while fast-casual restaurants may aim for a lower percentage due to lower ingredient costs and higher volume.

Key Factors in Food Cost Control

To control food costs effectively, chefs must manage various aspects of kitchen operations, from ingredient sourcing to portion control. Below are the key components that directly impact food cost calculation and control:

Portion Control

Maintaining consistent portion sizes is one of the simplest and most effective ways to manage food costs. Over-portioning not only increases food costs but also leads to inconsistency in the customer experience, as guests may receive different quantities of food for the same price. Implementing standardized recipes, along with portioning tools like scales and measuring cups, ensures that every dish is prepared consistently, reducing both food waste and excessive costs.

• Recipe Standardization:
  Recipe standardization is essential for portion control. It ensures that the same quantity of ingredients is used for each dish every time it’s prepared, which maintains quality and keeps food costs predictable. Chefs should train their staff to follow standardized recipes to avoid costly overuse of ingredients.

Waste Reduction

Reducing food waste is another critical factor in controlling food costs. Kitchens waste food in multiple ways: over-prepping ingredients, throwing away perfectly usable leftovers, or discarding produce due to improper storage. Each of these can be minimized through proper planning and inventory management.

• Inventory Management:
  An effective inventory management system helps chefs track ingredient usage, minimize waste, and prevent over-ordering. By ordering only what is needed and monitoring ingredient shelf life, restaurants can reduce waste and save money. Additionally, rotating stock (First In, First Out) ensures that older ingredients are used first, preventing spoilage.
• Repurposing Ingredients:
  Creative use of ingredients, such as using vegetable scraps for stocks or turning leftover proteins into specials, can help reduce food waste. Chefs should regularly review the kitchen’s waste practices and identify opportunities to turn potential waste into additional revenue.

Supplier Relationships and Pricing

Strong relationships with suppliers allow chefs to negotiate better pricing and ensure a steady supply of ingredients. Working with multiple suppliers can also provide flexibility in pricing, helping restaurants to avoid overpaying for ingredients.

• Negotiating with Suppliers:
  Building long-term relationships with reliable suppliers enables better pricing, consistent quality, and more favorable terms, such as bulk discounts or extended payment terms. Chefs should regularly compare prices from different suppliers to ensure they are getting the best deal without compromising on quality.
• Seasonal and Local Sourcing:
  Purchasing seasonal and local ingredients not only supports sustainability but can also reduce costs. Seasonal produce is typically more abundant and less expensive than out-of-season imports, and local sourcing reduces transportation costs. Incorporating seasonal ingredients into the menu helps control costs while offering customers fresh, high-quality dishes.

Monitoring and Adjusting Food Costs

Food cost control is not a one-time activity; it requires continuous monitoring and adjustment to stay aligned with changing market conditions, ingredient availability, and menu pricing. Regular review of food costs helps identify trends and areas for improvement, allowing chefs to make informed decisions to protect margins.

Regular Food Cost Analysis

Chefs should conduct food cost analyses on a regular basis to ensure that their dishes remain profitable. This involves reviewing ingredient prices, monitoring waste levels, and comparing actual food costs to projected costs.

• Food Cost Variance:
  Any significant difference between the projected food cost and the actual food cost should be investigated. These variances could indicate issues such as over-portioning, waste, or supplier price increases. By identifying and correcting the cause of variances, chefs can maintain control over their food costs.

Achieving Food Cost Control for Profitability

Controlling food costs is crucial to ensuring a restaurant’s profitability while maintaining the quality and consistency of the dishes. By focusing on portion control, waste reduction, and effective supplier management, chefs can keep food costs in line with industry standards and improve the restaurant’s bottom line. Continuous monitoring through food cost analysis and menu engineering ensures that restaurants stay profitable in a competitive market.

By mastering these principles, chefs can strike the delicate balance between cost efficiency and the delivery of exceptional dining experiences, maintaining both financial sustainability and customer satisfaction.

Calculating Food Costs

Objective: Learn how to calculate food costs for individual menu items and understand how to use this information to price dishes appropriately.

Exercise:

• Task 1: Calculate Food Cost Percentage for a Dish
  Use the following data for a menu item:
  • Ingredient Costs for the dish: $5.50
  • Selling Price of the dish: $16.00
• Instructions:
  • Calculate the food cost percentage using the formula: 
  • Food Cost Percentage=(Selling PriceCost of Ingredients​)×100

Ingredient Costs: $ __________

Selling Price: $ __________

Food Cost Percentage: __________ %

Example Answer:
Food Cost Percentage=(16.005.50​)×100=34.38%

Task 2: Analyze Food Cost
If the industry standard for food cost percentage in restaurants is around 30%, is the cost percentage for this dish high, low, or in line with the industry standard? Explain what actions you might take to optimize the food cost for this dish (e.g., adjust portion sizes, increase the selling price, negotiate lower ingredient costs).

Is the food cost high, low, or within standard? Why? _____________________  

What action would you take to improve this dish’s profitability? ___________

• Example Answer:
  The food cost percentage of 34.38% is higher than the industry standard. To lower it, I might reduce portion sizes slightly, raise the selling price, or find cheaper ingredients without compromising quality.

Effective cost control and setting prices properly are important for making sure a restaurant stays profitable. Here are key strategies for managing costs and pricing in foodservice:

Principles of Cost Control in Restaurants

Cost control helps ensure a restaurant makes money and uses resources well without wasting them. It involves:

• Budgeting: Create and follow budgets for food, labor, and overhead.
• Tracking Expenses: Regularly check spending to find ways to save money.
• Cost-Benefit Analysis: Look at whether the money spent on new items or ideas is worth it.

Cutting Unnecessary Costs

Finding and reducing extra costs can make a restaurant more profitable:

• Reduce Waste: Use leftover ingredients creatively, like turning vegetable scraps into soups.
• Energy Efficiency: Save on energy bills by using energy-saving appliances.
• Labor Management: Schedule staff based on busy and slow times to avoid overspending on wages.

Monitoring Restaurant Operations

Keep a close eye on operations to spot cost issues early. This helps make quick fixes and keeps things running efficiently.

Inventory Management

Keep track of what’s in stock and use the oldest products first (FIFO method). This helps prevent spoilage and wasted money.

Comparing Actual and Expected Food Costs

Regularly compare real food costs with standard costs to find and fix problems. This helps keep food spending in check.

Managing Supplier Relationships

Good supplier management helps get quality ingredients at fair prices. It’s important to:

• Evaluate Suppliers: Check their product quality, reliability, and prices.
• Negotiate: Ask for discounts for bulk purchases or better payment terms.

Balancing Ingredient Quality and Cost

Choose ingredients that balance quality and price to keep dishes great but not too expensive.

8. Food Storage and Portion Control

Make sure food is stored correctly to stay fresh and use portion control to keep ingredient use consistent.

Minimizing Food Waste

Reduce waste by ordering only what’s needed, training staff on handling ingredients properly, and finding ways to use all parts of an ingredient.

Sustainable Practices

Use energy-saving methods and eco-friendly practices, like composting food scraps and conserving water, to save money and help the environment.

Monitoring Food and Beverage Costs

Regularly check food and drink costs as a percentage of sales to make sure they meet industry standards (28%-35% for food, 18%-24% for drinks).

Menu Pricing and Costing

Set menu prices based on the cost of ingredients plus a profit margin. Use tools like menu engineering to highlight popular and profitable dishes.

Managing costs and using effective pricing strategies help restaurants make money and stay competitive. By regularly reviewing practices, tracking costs, and training staff, foodservice operations can stay profitable and sustainable over time.

Financial knowledge isn’t just for accountants; it’s important for kitchen staff too. When everyone in the kitchen understands the financial side of the business, it helps the whole operation succeed.

Key Financial Concepts for Kitchen Staff

• Revenue and Expenses: The money coming in (revenue) and going out (expenses).
• Profit Margins: The money left over after covering all costs.
• Cost of Goods Sold (COGS): The cost of the ingredients used to make the food sold.
• Labor Costs: The money spent on paying staff.

Understanding Food Costs

Knowing how to calculate the food cost percentage and why portion control is crucial helps maintain profitability. It’s also important to understand how much each recipe costs to make.

Inventory Management

Good inventory management includes using the First-In-First-Out (FIFO) method to reduce waste, proper storage practices, and keeping accurate records of what’s been used.

Labor Cost Awareness

Understanding what portion of sales goes to labor costs is essential. Efficient scheduling and recognizing how overtime affects profit can make a big difference.

Reducing Waste

Reducing waste helps save money. Kitchen staff can do this by identifying waste points, controlling portion sizes, and finding creative ways to use leftover ingredients.

Understanding Financial Statements and Budgets

Knowing how to read an income statement and stick to a budget can help kitchen staff contribute to better financial outcomes.

Prime Cost

The concept of Prime Cost combines the two largest expenses in a restaurant: the cost of ingredients and the wages of the staff. Prime Cost is usually about 60-65% of total sales but can vary. Monitoring Prime Cost is critical because if it’s too high, the restaurant may struggle to turn a profit.

How to Manage Prime Cost:

• Use ingredients wisely to avoid waste.
• Keep portion sizes consistent.
• Schedule staff to match busy and slow times.
• Train staff to be productive and efficient.

Understanding Prime Cost helps the kitchen staff see how their work directly impacts the business’s financial health. It’s not just about making good food but making good food while supporting the bottom line.

Using Technology

Technology like point-of-sale (POS) systems can help with accounting by analyzing sales. Inventory management software can track stock and calculate recipe costs accurately.

Sharing Financial Goals

Keeping kitchen staff informed about financial targets and performance is important. Regular updates, setting achievable goals, and offering rewards for hitting those goals can motivate the team.

Success Through Financial Education

Many kitchens have boosted their profits and cut costs by teaching staff about financial management. Training, online courses, and mentorship programs are great ways for kitchen staff to learn more about financial literacy.

By understanding these concepts, kitchen staff can play a significant role in the restaurant’s success.

Vulnerabilities in Internal Control Systems and Preventive Measures

While internal control systems are designed to ensure accuracy and security in foodservice operations, they can still be susceptible to exploitation through fraud or theft. Understanding these vulnerabilities and implementing preventive measures are essential for maintaining the integrity of the operation.

Cash Handling Vulnerabilities and Prevention

How It Can Be Exploited:

• Theft by Employees: Staff members who handle cash at different stages can exploit gaps in the system to pocket cash before it is accounted for.
• Falsified Receipts: Employees may issue unnumbered or fake receipts and pocket the corresponding cash.
• Misreporting of Sales: Employees may underreport cash sales and keep the difference.

Prevention Strategies:

• Separation of Duties: Ensure that different individuals handle cash collection, recording, and reconciling to reduce the risk of collusion or fraud.
• Surveillance Systems: Use security cameras around cash registers and cash-handling areas to deter theft and provide evidence if discrepancies arise.
• Random Cash Counts: Conduct unscheduled cash counts in addition to daily ones to catch irregularities early.
• Digital Payment Tracking: Encourage electronic payments to reduce cash handling and improve traceability.

Specific Example:

• Skimming at the Register: A cashier intentionally underreports cash sales by not ringing up smaller transactions and pocketing the cash. For example, a cashier might only record the sale of an appetizer worth $5 but keep the cash from an entrée sale worth $20.
• Prevention:
  • Use Point-of-Sale (POS) Integration: Implement a POS system that tracks every transaction in real-time and reconciles sales with cash in the drawer.
  • Dual Cash Counts: Have two employees, one from the opening shift and one from the closing shift, count the cash drawer together at the end of each shift and sign a verification form.

Specific Example:

• Falsified Refunds: An employee processes false refunds and takes the cash for themselves. For instance, they might issue a $30 refund on a meal that was never returned or complained about, and take the cash equivalent.
• Prevention:
  • Refund Approval: Require manager approval for all refunds above a set amount.
  • Review of Refund Logs: Regularly audit the refund logs to ensure they align with documented customer complaints or returned items.

Inventory Management Vulnerabilities and Prevention

How It Can Be Exploited:

• Unauthorized Access: Employees with access to storage areas may steal food or supplies.
• False Reporting: Staff might misreport stock levels or falsify inventory counts to cover up theft.
• Collusion: Employees could collude with delivery staff or suppliers to overstate received goods and split the excess.

Prevention Strategies:

• Access Controls: Limit storage area access to trusted staff members only and use keycards or electronic locks to monitor entry.
• Regular Audits: Conduct independent audits and spot-checks of inventory to detect discrepancies.
• Documentation Protocols: Require detailed documentation for all inventory movements, including signatures from multiple parties for verification.
• Inventory Management Software: Use automated systems to track stock levels, movements, and usage in real-time for more precise control.

Specific Example:

• Hidden Theft During Deliveries: An employee receives a delivery but hides part of the stock (e.g., a case of expensive steak cuts) and takes it out of the premises after hours.
• Prevention:
  • Two-Person Verification: Require two employees to check and sign off on deliveries, with one verifying the items against the purchase order and the other documenting the check-in process.
  • Security Cameras: Install cameras in receiving areas to monitor the delivery process and deter potential theft.

Specific Example:

• Falsified Stock Counts: An employee inflates inventory numbers during stock counts to cover up stolen items. For example, they might report 50 pounds of seafood in stock when only 40 pounds are actually available.
• Prevention:
  • Surprise Inventory Audits: Conduct unannounced inventory counts periodically to verify reported levels.
  • Inventory Management Software: Use automated inventory tracking systems that log real-time stock changes and flag discrepancies for review.

Purchasing and Accounts Payable Vulnerabilities and Prevention

How It Can Be Exploited:

• Invoice Padding: Employees may collude with suppliers to create fraudulent invoices for goods not received.
• Duplicate Payments: Accounts payable staff might issue multiple payments for the same invoice and pocket the excess.
• Unauthorized Purchases: Staff could place unauthorized or personal orders under the restaurant’s name.

Prevention Strategies:

• Approval Processes: Implement a multi-level approval process for all purchases to ensure legitimacy.
• Three-Way Matching: Use a system that matches purchase orders, delivery receipts, and invoices before payment is issued to catch discrepancies.
• Supplier Verification: Regularly verify that suppliers are legitimate and payments align with actual deliveries.
• Segregation of Duties: Assign different staff to manage ordering, receiving goods, and paying invoices to reduce the risk of collusion.

Specific Example:

• Invoice Padding: An employee colludes with a supplier to submit invoices for goods that were never delivered, such as adding an extra case of truffles valued at $500 to an order.
• Prevention:
  • Three-Way Match System: Implement a process where purchase orders, receiving reports, and supplier invoices must match before payment is approved.
  • Rotate Verification Duties: Regularly rotate staff responsible for verifying deliveries and processing invoices to reduce collusion opportunities.

Specific Example:

• Duplicate Payments: An employee processes duplicate payments for an invoice and diverts the extra payment to a personal account.
• Prevention:
  • Invoice Tracking Software: Use software that flags duplicate invoice numbers for review before processing payments.
  • Dual Approval: Require two separate approvers for all payments above a set threshold to ensure oversight.

Payroll Vulnerabilities and Prevention

How It Can Be Exploited:

• Falsified Time Records: Employees may clock in for each other (buddy punching) or supervisors may approve inflated work hours for favored staff.
• Ghost Employees: Payroll staff could create fake employee records and funnel wages to themselves.
• Unauthorized Payroll Changes: Unauthorized adjustments to pay rates or overtime records could result in overpayments.

Prevention Strategies:

• Biometric Time Tracking: Use biometric systems, such as fingerprint scanners, to prevent buddy punching and ensure accurate time records.
• Supervisor Oversight: Require dual sign-offs for timecards and changes to payroll to add a layer of accountability.
• Payroll Audits: Conduct regular payroll audits to verify employee records, wage payments, and overtime calculations.
• Access Restrictions: Limit payroll system access to authorized personnel only, and maintain detailed logs of any changes made to payroll records.

Specific Example:

• Buddy Punching: Employees clock in for coworkers who are not actually present, inflating payroll expenses. For instance, an employee clocks in for a friend who arrives two hours late to their shift.
• Prevention:
  • Biometric Timekeeping: Use fingerprint or facial recognition systems to ensure that only the actual employee can clock in or out.
  • Random Timecard Audits: Conduct random reviews of timecard logs to look for patterns, such as consistent clock-ins at odd times.

Specific Example:

• Ghost Employees: Payroll staff create non-existent employees and collect their wages. For instance, adding a fake server’s record and issuing biweekly paychecks that go to the fraudster’s personal account.
• Prevention:
  • Payroll Audits: Perform regular audits that cross-check payroll records with the list of active employees.
  • Supervisor Verification: Require department managers to review and confirm the list of active employees and their hours each pay period.

Specific Example:

• Unauthorized Overtime Manipulation: A supervisor manipulates time records to show unauthorized overtime, either for themselves or favored employees. For example, altering time logs to reflect an extra 10 hours of overtime at a rate of time-and-a-half.
• Prevention:
  • Overtime Approval System: Set up a policy where all overtime must be pre-approved by senior management and documented with reason codes.
  • Access Controls: Limit payroll system access to high-level, trusted personnel and track any changes made to time records with audit logs.

General Preventive Measures for All Internal Control Systems

• Employee Training: Educate staff about company policies, procedures, and the consequences of fraud. Well-trained employees are less likely to commit or overlook fraudulent activities.
• Whistleblower Hotline: Establish a confidential reporting system for employees to report suspicious behavior or discrepancies.
• Regular Audits: Conduct both scheduled and surprise audits to identify weaknesses and deter potential fraudsters.
• Updated Technology: Implement advanced software solutions that integrate cash handling, inventory management, purchasing, and payroll, providing automated checks and alerts for irregularities.
• Strong Ethical Culture: Foster a workplace culture that emphasizes honesty, integrity, and transparency to discourage unethical behavior.

By identifying how these systems can be exploited and implementing robust preventive measures, restaurant owners and managers can safeguard their operations against fraud and theft, ensuring that their financial and operational processes remain secure and efficient.

Internal controls are like the rules of the game in a kitchen – they keep everything running smoothly and honestly. These controls matter because they protect assets, ensure accurate numbers, improve efficiency, and make sure everyone follows the established procedures.

Strong internal controls are vital for ensuring smooth and secure operations in a foodservice business. Here’s what effective internal controls might look like:

Cash Handling

• Different employees are responsible for handling money at various stages to prevent errors and fraud.
• Numbered receipts are used for all transactions, and daily cash counts are performed to ensure accuracy and accountability.

Inventory Management

• Regular stock counts are conducted to track inventory levels accurately.
• Access to storage areas is restricted to authorized staff only.
• All inventory movements, such as stock usage and transfers, are documented to maintain control over assets.

Purchasing and Accounts Payable

• A clear system for approving purchases is in place, ensuring that only necessary items are bought.
• Staff check received goods against purchase orders and invoices before processing payments to confirm accuracy and prevent overcharges or fraud.

Payroll

• A reliable time-tracking system records employees’ work hours.
• Supervisors review and approve timecards to ensure accurate reporting.
• Payroll reports are regularly reviewed to detect and correct any discrepancies or errors.

These internal controls help maintain the integrity of financial processes, reduce the risk of loss, and ensure that the foodservice operation runs efficiently.

It’s important to create clear rules for internal controls and train employees to follow them. Regular reviews help keep these controls up-to-date and effective. However, sometimes things can go wrong. In smaller restaurants, one person may have to do multiple tasks, which can weaken controls. Managers might ignore the rules, or staff might not keep proper records. This is why it’s crucial to check the internal controls regularly, either by the restaurant itself or with outside help.

Internal controls in restaurants are designed to protect assets, ensure accurate financial information, improve efficiency, and make sure everyone follows the rules set by management.

Key Elements of Strong Internal Controls

• Leadership and Structure: Good management and a clear organization chart help set the tone for effective controls.
• Trained Staff: Employees need to be competent and trained to understand their roles.
• Separation of Duties: Important tasks should be divided among different employees to prevent fraud.
• Proper Authorization: Certain actions, like approving purchases or payments, should require permission from a manager.
• Good Record-Keeping: Accurate and complete records help track the restaurant’s operations.
• Written Procedures: Documented guidelines help staff understand the correct steps for various processes.
• Physical Controls: Locking up inventory and using safes for cash are examples of physical measures to protect assets.
• Budgets and Internal Reports: These help track spending and income, making it easier to spot irregularities.
• Independent Checks: Regular checks by supervisors or outside auditors ensure the system is working properly.

Specific Procedures for Different Areas

Restaurants need internal controls for specific areas to prevent problems and fraud:

• Cash Control: Rules for handling money, recording cash received, paying out cash, and doing bank reconciliations.
• Accounts Receivable and Payable: Systems for managing money owed to the restaurant and money the restaurant owes to others.
• Revenue Control: A four-step process for checking sales, guest charges, revenue receipts, and deposits.

Preventing Fraud and Theft

Fraud and theft can happen in restaurants, especially because they often handle a lot of cash, have lower-skilled staff, and store easily taken items. To fight this, managers can:

• Use Separation of Duties: Split responsibilities to make fraud harder to commit.
• Require Documentation: Ensure records are kept for all transactions.
• Supervise and Oversee: Managers should regularly check staff work.
• Use Technology: Point-of-sale (POS) systems help monitor sales and reduce errors or theft.

By following these practices, restaurants can protect their assets and ensure their financial information is accurate. Regular checks and having solid rules in place help keep the system strong and reduce the chances of fraud.

There are two different methods of accounting: accrual and cash basis.

Cash Basis:

This is like writing down only when you actually get or spend money.

• One day, you sell $3 worth of lemonade and get the money in your hand. You write down “$3 earned.”
• But the day before, you bought $5 worth of lemons and sugar from the store, but you promised to pay for it later (you haven’t given the money yet). So, you don’t write down anything for the lemons because no money has left your pocket.

At the end of the day, you see $3 in your pocket and think, “I made $3!”

Accrual Basis:

This is like writing down both when you promise to get or spend money, even if it hasn’t happened yet.

• You sell $3 of lemonade, so you still write down “$3 earned.”
• But, even though you haven’t paid for the lemons yet, you promised to give the store $5. So, you write down “-$5 spent” because it’s something you owe.

At the end of the day, you look at your notes and think, “Oh no, I made $3, but I still owe $5, so I’m down by $2.”

What’s the Difference?

• Cash Basis is like thinking, “How much do I have in my pocket right now?”
• Accrual Basis is like thinking, “What’s really happening with my money, even if I haven’t paid or received it yet?”

In the cash basis, you think you made money because you don’t count the lemons you haven’t paid for. In the accrual basis, you know you still owe for those lemons, so it looks like you lost money.

Both ways are important because the cash basis shows what you have right now, and the accrual basis shows the full picture of what you owe or are owed.

Most restaurants use accrual accounting because it provides a clearer long-term view of the business’s financial position. However, it’s useful to understand both methods, as each has its place in financial management.

Scenario:

• On January 15, the restaurant purchased $5,000 worth of ingredients on credit, meaning they haven’t paid for it yet but will owe this amount in the future.
• On January 16, the restaurant made $3,000 in sales, and these sales were paid for in cash.

Cash Basis Accounting:

Cash basis accounting records transactions only when cash is actually received or paid out. In this method:

• Revenue is recorded only when the cash is received.
• Expenses are recorded only when the payment is made.

In this case:

• Sales Revenue: The restaurant received $3,000 in cash from sales, so this amount is recorded as revenue.
• Cost of Goods Sold (COGS): Since the $5,000 purchase of ingredients was made on credit and no cash has been paid yet, this expense is not recorded in cash basis accounting at this time.
• Operating Expenses: No other expenses (such as payroll or utilities) were paid in cash, so nothing is recorded here.

Thus, the Net Income under the cash basis is $3,000, because no expenses were actually paid during this period.

Cash Basis: The income statement reflects only the cash transactions. In this case, $3,000 in cash sales is recorded, and since no cash expenses have been paid, the net income is $3,000.

Cash Basis Income Statement

Accrual Basis Accounting:

Accrual basis accounting records revenues and expenses when they are earned or incurred, regardless of when the cash is actually received or paid.

In this case:

• Sales Revenue: The restaurant earned $3,000 from sales, and it is recorded even though the sale was in cash.
• Cost of Goods Sold (COGS): The restaurant incurred an expense of $5,000 when it purchased ingredients on credit. Under accrual accounting, this expense is recognized even though payment hasn’t been made yet.
• Operating Expenses: There are no additional operating expenses in this example.

Thus, the Net Income under accrual accounting is -2,000 (a loss), because the restaurant recognized both the $3,000 in revenue and the $5,000 in expenses incurred, resulting in a $2,000 deficit.

Accrual Basis: This statement records all transactions, including credit purchases. Here, the sales revenue of $3,000 is recognized, but the cost of goods sold (COGS) of $5,000 (purchased on credit) is also recognized, resulting in a net income of -$2,000 (a loss due to the credit purchase being recognized as an expense).

Accrual Basis Income Statement

Summary:

• Cash Basis: Only recognizes transactions when cash changes hands, showing a profit of $3,000 because no expenses were paid yet.
• Accrual Basis: Recognizes revenue and expenses when they are incurred, showing a loss of $2,000 because the $5,000 expense for ingredients is recorded as soon as it’s incurred, even though it hasn’t been paid yet.

This example shows how the timing of recording transactions differs between the two methods, and how cash flow can look positive on a cash basis, but the business might still be incurring significant expenses on an accrual basis.

Accounting Basics Worksheet: Cash vs. Accrual Accounting

Instructions:

Fill in the definitions for the following key concepts based on what you’ve learned. Use clear and simple explanations. If you need help, refer to your course materials.

1. Cash Basis Accounting
   Definition:
   In your own words, explain what cash basis accounting is and how it works.
2. Accrual Basis Accounting
   Definition:
   In your own words, explain what accrual basis accounting is and how it works.
3. Sales Revenue
   Definition:
   What does “sales revenue” mean? How does it show up in both cash basis and accrual basis accounting?
4. Cost of Goods Sold (COGS)
   Definition:
   What does COGS represent in a restaurant’s financials, and how does it differ in cash vs. accrual accounting?
5. Net Income
   Definition:
   What does net income mean, and how is it calculated in both accounting methods?
6. Practice Problem

Use this space to solve the following scenario:
“On January 15, a restaurant buys $500 of ingredients on credit. On January 16, the restaurant earns $300 in cash from food sales. Explain how the restaurant would record these transactions using cash basis and accrual basis accounting.”

• Cash Basis:
  
• Accrual Basis:
  

Answer Key

1. Cash Basis Accounting
   Definition:
   Cash basis accounting is when transactions are recorded only when cash is received or paid. For example, revenue is recorded when the money is received, and expenses are recorded only when the cash is actually paid out. This method is simple but doesn’t always show the full picture of what a business owes or is owed.
2. Accrual Basis Accounting
   Definition:
   Accrual basis accounting is when transactions are recorded when they are earned or incurred, regardless of when cash is exchanged. This means that revenue is recorded when it’s earned (even if the payment hasn’t been received yet), and expenses are recorded when they are owed (even if they haven’t been paid yet). This method provides a more accurate view of a business’s financial health.
3. Sales Revenue
   Definition:
   Sales revenue is the total amount of money a business earns from selling goods or services.

• In cash basis accounting, sales revenue is recorded when the cash is received.
• In accrual basis accounting, sales revenue is recorded when the sale is made, even if the cash hasn’t been received yet.

4. Cost of Goods Sold (COGS)
   Definition:
   COGS represents the direct costs of producing the goods sold by the business, such as ingredients for a restaurant.

• In cash basis accounting, COGS is recorded when the cash is actually paid for the goods (e.g., when the restaurant pays for ingredients).
• In accrual basis accounting, COGS is recorded when the expense is incurred (e.g., when the restaurant takes delivery of the ingredients, even if they haven’t paid for them yet).

5. Net Income
   Definition:
   Net income is the total profit (or loss) a business makes after subtracting all expenses from its total revenue. It reflects the final financial result for a specific period.

• In cash basis accounting, net income is calculated using only cash that has actually been received and paid out.
• In accrual basis accounting, net income includes all earned revenues and incurred expenses, even if the cash hasn’t changed hands yet.

6. Practice Problem

“On January 15, a restaurant buys $500 of ingredients on credit. On January 16, the restaurant earns $300 in cash from food sales. Explain how the restaurant would record these transactions using cash basis and accrual basis accounting.”

• Cash Basis:
  • January 15: No transaction is recorded because the restaurant has not paid for the ingredients yet.
  • January 16: The $300 cash sale is recorded as revenue.
  • Net Effect: $300 revenue recorded, $0 in expenses.
• Accrual Basis:
  • January 15: The $500 purchase of ingredients is recorded as an expense, even though the restaurant hasn’t paid yet.
  • January 16: The $300 cash sale is recorded as revenue.
  • Net Effect: $300 revenue recorded, $500 expense recorded, resulting in a $200 loss.

Debits and credits

Debits and credits can be thought of in terms of how money moves in and out of accounts:

• Debits: Generally represent money coming into an account. For accounts like assets and expenses, debits increase the balance, reflecting incoming money or value. For example, when a restaurant receives cash or pays for supplies, it debits the cash or expense account.
• Credits: Typically indicate money going out of an account. For accounts like liabilities, owners’ equity, and revenues, credits increase the balance, reflecting outgoing money or value. For instance, when a restaurant makes a sale, it credits the revenue account, signifying an increase in income.

It’s important to note that the impact of debits and credits depends on the type of account:

• Assets and Expenses: Debits increase the balance; credits decrease it.
• Liabilities, Owners’ Equity, and Revenues: Credits increase the balance; debits decrease it.

In summary:

• Debit = money coming in (increases in assets or expenses).
• Credit = money going out (increases in liabilities, owners’ equity, or revenues).

Understanding how debits and credits work is crucial because they don’t always mean the same thing for every type of account. Debits and credits affect different account categories in specific ways:

Types of Accounting Transactions:

There are nine possible types of accounting transactions affecting assets, liabilities, and owners’ equity. These include:

1. Increase one asset and decrease another asset
2. Increase an asset and increase a liability
3. Increase an asset and increase an owners’ equity account
4. Increase one liability and decrease another liability
5. Decrease a liability and decrease an asset
6. Increase a liability and decrease an owners’ equity account
7. Decrease an asset and decrease an owners’ equity account
8. Decrease a liability and increase an owners’ equity account
9. Increase an owners’ equity account and decrease another owners’ equity account

The chapter provides examples for each of these transaction types.

Determining Entries for a Transaction:

To determine the correct entries for a transaction, follow these three steps:

1. Determine which accounts are affected
2. Determine whether to debit or credit the accounts
3. Determine the amounts to be recorded

Account Balances:

An account has a debit balance if the sum of its debits exceeds the sum of its credits. Conversely, an account has a credit balance if the sum of its credits exceeds the sum of its debits.

Trial Balance:

A trial balance is a listing of all accounts with their debit and credit balances. It’s prepared at the end of an accounting period and serves as the first step in developing financial statements. The trial balance is “in balance” when the total of debit balance accounts equals the total of credit balance accounts.

Understanding and correctly applying debits and credits is essential for accurate financial record-keeping and reporting in restaurant management.

Balance Sheet Components

The balance sheet, or statement of financial position, shows a restaurant’s financial status at a specific moment in time. It is divided into three main sections: assets, liabilities, and owner’s equity. Each component is essential for understanding and managing the restaurant’s finances.

1. Assets

Assets include everything the restaurant owns that has value. They are listed in order of liquidity, meaning how quickly they can be turned into cash.

a. Current Assets

• Cash: Funds held in bank accounts and on hand.
• Accounts Receivable: Money owed to the restaurant by customers or credit card companies.
• Inventory: The value of food, beverages, and other supplies currently on hand.
• Prepaid Expenses: Payments made in advance, such as for insurance or rent.

b. Fixed Assets

• Equipment: Items like kitchen appliances, furniture, and fixtures.
• Buildings: If the restaurant owns the property.
• Land: The physical property where the restaurant is located.

c. Intangible Assets

• Goodwill: The value of the restaurant’s reputation and customer loyalty.
• Trademarks or Patents: Legal protection for unique recipes or processes.

2. Liabilities

Liabilities are the restaurant’s financial obligations or debts that it needs to repay.

a. Current Liabilities

• Accounts Payable: Money owed to suppliers for goods or services.
• Short-term Loans: Debts due within one year.
• Accrued Expenses: Costs incurred but not yet paid, such as wages or taxes.
• Unearned Revenue: Payments received in advance for services to be provided later (e.g., catering deposits).

b. Long-term Liabilities

• Mortgage: Debt for the restaurant property if owned.
• Long-term Loans: Debts that are due over a period longer than one year.

3. Owner’s Equity

Owner’s equity is the value that represents the owner’s investment in the business and the retained profits.

a. Capital

• The initial and additional investments made by the owner(s).

b. Retained Earnings

• Profits that have been accumulated and reinvested back into the business.

c. Treasury Stock

• (For corporations) Stock that the company has bought back from shareholders.

The Fundamental Accounting Equation

The balance sheet follows the fundamental equation:

Assets=Liabilities+Owner’s Equity

This equation ensures that the balance sheet stays balanced, which is why it is called a “balance” sheet.

Why It Matters

Understanding the components of a balance sheet helps chefs and restaurant managers evaluate the restaurant’s financial health, plan for investments or financing, and clearly communicate the business’s financial status to stakeholders.

Chart of Accounts

Now, let’s talk about the chart of accounts. Think of this as the filing system for your financial information. It’s a list of all the accounts you use to record transactions, and it’s crucial for organizing your financial data.

In a restaurant, your chart of accounts might include categories like:

1. Assets: Things you own, like kitchen equipment or cash in the bank.
2. Liabilities: What you owe, such as loans or unpaid bills to suppliers.
3. Revenue: Money coming in from food and beverage sales.
4. Expenses: Costs like food, labor, rent, and utilities.

What makes a restaurant’s chart of accounts unique are the specific subcategories. For example, under revenue, you might have separate accounts for food sales, beverage sales, and catering. Under expenses, you’d likely have detailed categories for different types of ingredients, kitchen supplies, and staff roles.

Uniform systems of accounts

The Uniform System of Accounts for Restaurants (USAR) is a standardized accounting system developed by the National Restaurant Association (NRA) In USA, in collaboration with industry experts. This system provides a consistent framework for financial reporting in the restaurant industry, allowing for easier comparison between establishments and more effective financial management.

Key features of the USAR include:

1. Standardized Chart of Accounts:

The USAR provides a detailed chart of accounts specifically tailored to restaurant operations. This includes accounts for:

– Food and beverage sales

– Cost of sales

– Labor costs

– Other operating expenses

– Non-operating income and expenses

2. Departmentalization:

The system encourages separating financial data by department, such as food, beverage, and other revenue centers. This allows for more detailed analysis of each area’s performance.

3. Uniform Financial Statements:

The USAR outlines standardized formats for key financial statements:

– Balance Sheet

– Income Statement

– Statement of Cash Flows

4. Operating Ratios:

The system defines key performance indicators and operating ratios specific to the restaurant industry, such as:

– Food cost percentage

– Beverage cost percentage

– Labor cost percentage

– Prime cost percentage (combined food, beverage, and labor costs)

5. Detailed Expense Classifications:

The USAR provides clear guidelines for categorizing expenses, ensuring consistency across the industry. For example:

– Direct Operating Expenses

– Marketing Expenses

– Utility Services

– General and Administrative Expenses

– Repairs and Maintenance

6. Revenue Recognition:

The system outlines specific methods for recognizing various types of revenue, including food sales, beverage sales, and other income sources like catering or merchandise.

7. Inventory Valuation:

Guidelines for consistent inventory valuation methods are provided, typically recommending the use of the First-In, First-Out (FIFO) method.

8. Fixed Asset Accounting:

The USAR includes recommendations for depreciating different types of restaurant assets, such as kitchen equipment, furniture, and leasehold improvements.

9. Supplementary Schedules:

Detailed schedules are provided for various aspects of restaurant operations, including:

– Food and beverage sales analysis

– Labor cost analysis

– Marketing expense breakdown

10. Glossary of Terms:

A comprehensive glossary ensures that all users interpret financial terms consistently.

Benefits of using the USAR include:

– Improved accuracy and consistency in financial reporting

– Easier benchmarking against industry standards

– More effective communication with stakeholders, including investors and lenders

– Better decision-making based on standardized financial data

– Simplified training for accounting staff

Restaurant managers should familiarize themselves with the USAR and consider implementing it in their operations. While the system may require some initial adjustment, its benefits in terms of improved financial management and industry-wide comparability make it a valuable tool for restaurant accounting.

Food and beverage cost ratios are essential metrics that restaurants use to measure the efficiency of their operations and ensure profitability. By monitoring and optimizing these ratios, restaurants can control expenses, maintain healthy margins, and ensure long-term sustainability. Understanding the importance of these ratios, as well as how to monitor and optimize them, allows restaurant managers to make data-driven decisions that directly impact the bottom line.

Understanding Food and Beverage Cost Ratios

A food or beverage cost ratio is the percentage of sales that is spent on purchasing food or beverages. These ratios are critical indicators of how well a restaurant manages its food and beverage expenses relative to its revenue. A well-managed food or beverage cost percentage means the restaurant is generating enough revenue from each dish or drink to cover the costs of ingredients, while also contributing to overhead expenses and profit.

Food Cost Ratio

The food cost ratio is the percentage of a restaurant’s food sales that is spent on food ingredients. It’s calculated using the following formula:

Food Cost Percentage=( Cost of Food Ingredients / Food Sales ​) × 100

• Example:
  If a restaurant spends $5,000 on food ingredients in a month and generates $20,000 in food sales, the food cost percentage is: ( 5,000 / 20,000 ) × 100 = 25%  This means that 25% of the restaurant’s food sales revenue is spent on purchasing ingredients.

b. Beverage Cost Ratio

The beverage cost ratio is the percentage of beverage sales that is spent on purchasing drinks, including alcohol, soft drinks, and coffee. The formula is similar to that of the food cost ratio:

Beverage Cost Percentage = ( Cost of Beverages / Beverage Sales ) × 100 

• Example:
  If a restaurant spends $2,000 on beverages and generates $10,000 in beverage sales, the beverage cost percentage is: ( 2,000 / 10,000 ) × 100 = 20% This means that 20% of the restaurant’s beverage sales revenue is spent on purchasing drinks.

Industry Standards for Food and Beverage Cost Percentages

Food and beverage cost ratios can vary depending on the type of restaurant, cuisine, and service model. However, there are general industry standards that restaurants should aim for to ensure profitability:

• Food Cost Percentage: Typically, restaurants aim to maintain food cost percentages between 28% and 35%. Fine dining establishments may have higher food costs due to the use of premium ingredients, while fast-casual or quick-service restaurants may have lower food cost percentages.
• Beverage Cost Percentage: Beverage cost percentages are generally lower than food costs. A typical target for beverage costs is between 18% and 24%, with alcohol having a lower cost percentage due to higher markups, while non-alcoholic beverages may have a slightly higher cost percentage.

Monitoring Food and Beverage Cost Ratios

Regularly monitoring food and beverage cost ratios is essential for identifying trends, spotting inefficiencies, and ensuring that costs are controlled. This process requires careful tracking of both sales and purchasing data to ensure that cost percentages stay within acceptable ranges.

Tracking Food and Beverage Purchases

• Inventory Management: Keeping detailed records of food and beverage purchases is essential for calculating accurate cost ratios. This includes tracking every purchase made for ingredients, beverages, and other supplies. Restaurants should also conduct regular inventory audits to ensure that actual inventory usage aligns with purchase records.
• Vendor Invoices: All vendor invoices for food and beverages should be recorded, and these totals should be compared against sales to calculate the exact food and beverage costs for a given period.

Monitoring Sales Data

• Point-of-Sale (POS) Systems: Most restaurants use POS systems to track sales of food and beverages in real time. The sales data from these systems should be regularly analyzed and compared to purchasing data to calculate food and beverage cost percentages.
• Separate Food and Beverage Sales: It’s important to separate food sales from beverage sales in the POS system to accurately calculate each cost ratio. This separation ensures that managers can track specific cost categories and make targeted improvements.

Regular Cost Analysis

• Weekly or Monthly Reviews: Restaurants should review their food and beverage cost percentages on a regular basis, typically weekly or monthly. This helps to catch any discrepancies or rising costs early, allowing managers to take corrective action before these issues impact profitability.
• Variance Analysis: If there are significant differences between projected food or beverage costs and actual costs, variance analysis should be conducted. Variances can occur due to over-portioning, waste, theft, or supplier price increases. Identifying and addressing the root cause of variances is essential for controlling costs.

Optimizing Food and Beverage Cost Ratios

Once a restaurant is actively monitoring its food and beverage cost percentages, the next step is to optimize these ratios to ensure that they stay within the desired range. This can be achieved through a combination of portion control, waste reduction, pricing adjustments, and supplier negotiations.

Portion Control

Maintaining consistent portion sizes is one of the most effective ways to keep food costs in check. Over-portioning not only increases food costs but also leads to customer inconsistency. Using tools like scales, portion scoops, and standardized recipes can help ensure that portions remain accurate and food cost percentages are controlled.

• Example:
  If a restaurant’s recipe calls for 8 ounces of chicken per serving, but kitchen staff frequently serve 10 ounces, the food cost for that dish increases. Implementing strict portion control helps keep food costs within the expected range and prevents unnecessary overspending.

Reducing Waste

Waste reduction is a critical strategy for optimizing food costs. Food waste can occur during prep, cooking, or storage. Implementing inventory management practices like First In, First Out (FIFO) ensures that older stock is used before newer stock, minimizing spoilage. Additionally, repurposing food scraps and reducing over-preparation helps lower food costs.

• Example:
  A restaurant that routinely throws away unused vegetables at the end of the day could repurpose them into soups or stocks, reducing waste and lowering food costs.

Adjusting Menu Pricing

If food or beverage costs rise significantly, adjusting menu prices may be necessary to maintain profitability. Restaurants should regularly review their pricing to ensure that it reflects current costs. Menu engineering can help identify which items are most profitable and where price adjustments can be made without negatively impacting sales.

• Example:
  If the cost of a key ingredient, like seafood, increases by 20%, the restaurant may need to raise the price of seafood dishes to ensure that the food cost percentage remains within the target range.

Negotiating with Suppliers

Building strong relationships with suppliers can help control food and beverage costs. By negotiating for better pricing, volume discounts, or long-term contracts, restaurants can secure lower costs for their most-used ingredients. Regularly comparing supplier prices and leveraging competition can help keep costs in check.

• Example:
  A restaurant might negotiate with its supplier to get a bulk discount on staple ingredients like flour or oil, reducing the cost per unit and improving the overall food cost percentage.

Menu Engineering

Menu engineering involves analyzing the profitability and popularity of menu items to ensure that high-margin items are highlighted and underperforming items are either improved or removed. By focusing on items with low food costs and high sales potential, restaurants can maximize profitability and optimize their food cost ratios.

• Example:
  If a restaurant finds that a particular appetizer has a low food cost and high sales volume, it can promote that item more heavily, increasing overall profitability while maintaining low food costs.

The Financial Impact of Optimizing Food and Beverage Cost Ratios

Optimizing food and beverage cost ratios directly impacts a restaurant’s profitability. By keeping these ratios within industry standards, restaurants ensure that enough revenue is generated from each sale to cover costs and contribute to profit. Poorly managed cost ratios can quickly erode margins and lead to financial challenges.

Improved Profit Margins

Lowering food and beverage cost percentages increases gross profit margins. Every percentage point saved in food or beverage costs directly translates to increased profits for the restaurant.

• Example:
  If a restaurant with $100,000 in monthly sales reduces its food cost percentage from 35% to 32%, that 3% reduction saves $3,000 per month, significantly improving overall profitability.

Financial Stability

Maintaining consistent food and beverage cost ratios contributes to long-term financial stability. With stable costs, restaurants can more accurately forecast revenue, manage cash flow, and plan for future growth.

Competitive Pricing

By keeping costs under control, restaurants can maintain competitive pricing without sacrificing profitability. This allows them to attract customers with appealing price points while still ensuring that each sale contributes to covering overhead and generating profit.

Conclusion: Managing Food and Beverage Cost Ratios for Profitability

Monitoring and optimizing food and beverage cost ratios is essential for ensuring the financial success of any restaurant. By regularly tracking these metrics, controlling portions, reducing waste, negotiating with suppliers, and adjusting pricing as needed, restaurants can keep their food and beverage costs within industry standards and maximize profitability.