FOOD & BEVERAGE COSTING

- SETUP -
TABLE OF CONTENTS

SETUP

1. Costing Start Date

2. Costing Link

3. Sales/Cost Budgets

4. Recipe/Sub Recipe Master

Identifying Standards
The following are some of the standards that are commonly displayed in all the screens:

Click To
Enter new information.

Change/update existing information.

Remove or erase the existing information. This button

works only conditionally.
View/browse existing information.

View the preceding details. This is enabled only after you

click Browse.
 View the subsequent details. This is enabled only after
you click Browse.
Save new or modified information.

Access other menu options namely Command Window,

Internode Communication, Calculator, Calendar,
Scratch Pad, and Yellow Pages.
Exit from the screen.

SETUP
The Setup menu item of the F&B Costing module explains the various settings that are necessary for the F&B Costing
module to work efficiently and in connection with other modules.

On the main screen, click F&B Costing and select Setup; you can view the following screen.
1. Costing Start Date
The Costing Start Date is a mandatory parameter, which is used to enter the date for activating the food and beverage-
costing module.

Based on the date specified here, the Sales and Consumption details will get extracted from the Point of Sales and Materials
Management modules to the Food and Beverage module for generation of Sales and Cost MIS Reports.

It is recommended that only when both the Point of Sale and Materials Management modules are fully operational, the
Costing Start Date should be specified, else the MIS reports will not be generated due to insufficient details.
CAUTION: Once the Start Date is entered, updating the same will not be allowed.

Click Costing Start Date under Setup to view the following screen.

To Add a Costing Start Date

Column/ Fields Description
Starting Date The Starting Date is entered at first time when the entry
is made. From next time, the date is picked from the
system.

Note: You will not be able to edit the date appearing in

this field once it is created.
User ID The Login ID of the user who is logged into the
application appears here.
Last Updated The date and time entered during the previous entry is
displayed in this field.
Audit Date Here the user can enter the date beyond which the
transactions are not allowed.

2. Costing Link
The Links between Restaurant, Kitchen and Cost Centers is a mandatory parameter definition, which is used for linking cost
centers with the supplying kitchen to enable the sales and consumption, figures in the food and beverage cost reports to be
accumulated and arrived accordingly. The definition is based on the cost types such as liquor, smoke, soft drinks, and food.

Multiple Cost Centers can be linked to a single kitchen. A provision for Sales Tag is provided for identification of Revenue
and Non Revenue Outlets in the Cost Reports. All sales / cost values in the Cost Reports will be reflected based on Kitchens.

Click Costing Link under Setup to view the following screen.

To Link Costing to Restaurant/Cost Centers/Kitchen

Column/ Description
Fields
Select the Cost type from the dropdown list.

Cost Type

On selection of the Cost Center the Cost Code and Cost Name is displayed in the relevant
field.
Click on the Res Code to view the linked group and item names in the Link Item – Kitchen
grid.
Res Code
Double-click to change Cost Center Code and Kitchen Code.
To link the restaurant, select any one link by options: Group Code or Item Code.
Link By
 Enter the range of the Group Code or the Item Code that you have selected in the From
From, To
and To fields. Click . You get the message ‘Records Saved Successfully’.
Display Select one of the options: All/Un Tagged/Tagged to display the records.
Select the relevant Kitchen/Bar to tag to costing.

Tag
Kitchen/Bar

The following screen appears: Click Yes.

If you want to change the kitchen for the Group and Item, double-click under the Kitchen Code column
corresponding to the Group. The Kitchen Code Help Screen appears, select the required Kitchen Code.

Defaults Click Defaults, the following screen appears:

 From the Available Reports, select the reports you need and click Add. The selected
reports will move under Required Reports.

Click .

3. Sales/Cost Budgets
The Sales Budget is an option, which is used for defining the sales budget for restaurant or kitchen, to later analyze the
variance in sales and cost reports.

The sales budget should be defined for given month / year and can also be predefined for future months.

Budgets can be specified session wise and for all Cost Types i.e., Food, Liquor, Soft Drinks, Smokes and Tobacco (Smokes).
The Cost Budget option is used to define cost budgets for all cost types i.e., food, liquor, tobacco, soft drinks, etc.

Budget is defined in terms of percentage based on kitchen and restaurant for reflection of budget and actual figures in cost
reports.
The Actual Cost (Consumption) is calculated based on the value of all Items issued directly to the Cost Centers or from the
Store. This is reflected in the Cost Reports along with the Actual Cost Percentage and the Budgeted Percentage.
If the Actual Cost Percentage calculated is greater than the Budgeted Percentage, then the Variance will reflect as minus and
if the Actual Cost Percentage calculated is lesser than the Budgeted Percentage, then the Variance will reflect as plus.

Click Sales/Cost Budgets under Setup to view the following screen.

To Add Sales/Cost Budgets

1. Click .

Column/ Fields Description

Enter the month and the year for which the Sales /Cost Budgets have to be
Month/Year
defined.
Sales Budget / Cost Select Sales Budget or Cost Budget option that you want to define.
Budget
Select Restaurant or Kitchen option.

Restaurant/Kitchen Sales Budget can be defined for Restaurant or Kitchen. Click on Restaurant and
a list of all Restaurants defined in the Setup Outlet under the System. Setup is
displayed. Select as required.

Click on Kitchen. Kitchen is selected all Kitchens defined in the Kitchens option
under the Materials Management module is displayed. Select as required.
Select the Cost Type. Click Enter to display all the pre – defined Cost Centers in
the Property. Double Click or press Enter on the row to select the Cost Center.
Cost Type
On selection of the Cost Center the Cost Code and Cost Name is displayed in the
relevant field.
 The Cost Type Food, Liquor, Soft Drink, or Tobacco has to be selected in this
field to define the Sales Budget.
Select the Session from the list.

· Budgets can be defined for any specific session. By default budgets

are defined for all sessions.

· Once budget of a particular month / year is defined for any specific or

All sessions, the same holds good for the rest of the months in the
Financial year.

· This is done so that uniformity is maintained while generating a

report for a specified year.

· For e.g., if the option for March 2007 is selected as ‘All’ then the
option by default remains the same for any other month in the year 2007.

If you select the Cost Budget option, then you don’t have to enter the Session
information. You have to enter the Cost % information.

The Cost Percentage entered will be displayed in all the fields of the grid. You
can make changes to the cost percentage if required. The Percentage entered in
this option is applicable to all the days of the month.

Session

Select Sales or Covers from the option provided. Select Sales and enter the
Amount in the field that appears below or select Covers and enter the number
Sales/ Covers of PAX the item covers.

Budget can be defined on the basis of Amount and Covers (PAX). For entering
 both, you have to define Sales Budget figures first, followed by the Covers
Budget.
If ‘Per Day’ option is selected, then you have to manually enter the Amount or
Covers in the columns given below where the Calendar Days of the Month and
Year specified are displayed.
Per Day
Based on the Amount or Covers entered, the Per Day or Per Month has to be
selected.
If Per Month option is selected, the Amount or Covers specified will get equally
Per month
distributed.
This is not an entry field and is applicable only if the Per Month option is
selected.

After the Amount or Covers details is entered and the Per Month option is
selected the data gets equally distributed.
Difference
If some changes are made to the figures distributed, the Difference is reflected.

Note: The Amounts or Covers distributed can be updated if necessary in the

Modify mode.
In the Grid for the given date ranges and each weekday enter the budget
Dates and Days Grid
figures.

2. Click .

3. Click to make any modifications to the fields.

4. Recipe/Sub Recipe Master
A Recipe Item is an option, which is used to define recipe for all food and beverage menu items existing in the Point of Sale
outlets. Defining of Recipe Items is mandatory only if the Recipe based method of Costing is followed, which will enable
accurate reflection of Sales and Consumption (Cost) values in the Food and Beverage cost reports.

Click Recipe/Sub Recipe Master under Setup to view the following screen.

To Add a Recipe/Sub Recipe Master

1. Click .

Column/ Description
Fields
Select Recipe or Sub Recipe from the Type dropdown option.

Type

Enter the recipe code to identify the recipe by the code. It can
be six numeric characters long. This is a mandatory field.
Recipe
Code
 Enter the description in this field the recipe is entered.
Description is normally the name of the Recipe as it appears in
the Menu list.
Name

Enter the portion of the recipe in this field. Like 2 vegetable

rolls etc.

Portion

Click to have a detailed view of the Recipes/Sub Recipes created as shown below. Double-click on the recipe to view
the items used for the recipe.

Click to exit the detailed view pane.

Navigate to each of the tabs to enter information regarding the recipe. All the tabs are explained below:

Recipe Tab
1. Under the Type column select the item type.
Recipes can be defined using Store Items and Sub Recipe Items. A brief explanation is as follows:
Store Items: When this Type is selected, Items defined in the Inventory Master option of Material Management module are
displayed. These Items can be used to make a Recipe Item.
The Items defined in the Sub Recipe Items are displayed. Choose the required sub recipe Item.
Sub Recipe Item: These are items that are used to prepare main items. They can be tomato sauce; a Sub Recipe Items is an
option, which is used for defining the frequently used sub recipes / semi finished items which will be used in a recipe. One
sub recipe can be used / linked to multiple recipes and the quantity of use of the sub recipe varies based on the recipe
requirement.
They may be accompaniments to the main items. The items recorded here are for use in the recipe items and will be
reflected when the type “Sub Recipe Items” are chosen.
2. Select the Store number from the list provided.
3. The Code will auto populate. Press F1 to select the item code from the help Screen. When you select the Code, the
item’s description and UOM auto populate.
4. Under the Actual Quantity field enter the quantity of the Item that is required for the preparation of the Recipe. Once
the quantity of the Item is entered, the value of the item is displayed on the Screen.
5. Under Process Type select the process type of preparing the recipe. If no particular process, select None and if you
want to add a new process type select option Add New and enter the process type.
The yield % and quantity auto populate ( If user want to change they change the Yield % by deleting existing %).

Once you enter all the information and press enter on your keyboard, press F3, the cursor will move to the Cost Analysis
Section. Under the Cost Analysis Section, enter the following details:
Restaurant Code – Select the restaurant that will be consuming the recipe.
Item Code – Select the Item Code under the Item Code column. Press F1 to select the item from the Help Screen.

Note :
1. POS Item can tag for only one Recipe.
2. If the selected POS item Rate is Less than Recipe COST, then it will display warning message saying "Warning!! Item
Price is less than the Cost price"
3. One Recipe can tag to Multiple Res Codes and for multiple POS Items.
4. It will calculate cost % in the below method:
COST % = Cost per Portion / PRICE * 100
When you select the Item, the following screen appears showing the quantity and rate of the item selected. Press Enter.

Production Req Tab

Navigate to the Production Requirement tab to specify the any special production requirements in the space provided.
Preparation Method Tab
Navigate to the Preparation Method tab to specify the procedure to prepare the recipe.

Service Method Tab

Navigate to the Service Method tab to specify how and when the recipe will be served.

Pictures Tab
Navigate to the Item Pictures tab to select and display the pictures of the items used in the recipe.
Once all the information is entered click to save the record.