HOTELS MONTH END REPORT MANUAL

______________________
Compiled & Prepared by A.S.MOHAN
Email mohanaries@yahoo.com Mob. 8050308235

REFACE
You may feel, in the modern scenario all the things are available in web site. At present IT is developing very fast and advanced computer packages are introduced. So why we have to do the cumbersome work? Whatever report required we can generate from the system directly. But unfortunately, wherever I have worked, I had found, When the hotel shifted from manual to computer, the hotel management gave more preference and importance to guest areas like Front Office and outlets. When other modules (Housekeeping, Stores, Reservation, Accounts, and Telephones etc.) are readily available with the software package either the cost factor or staff factor they restricted to the minimum modules only. After that, if the hotel wants to upgrade the software, either the software company couldn t provide the system support due to shortage of trained manpower to implement the module. So according to my point of view, 1. Software only used for limited modules like Front Office Module and other Outlets only. 2. Software not utilized fully or Software not installed fully 3. Trained Manpower not available or the Trainer not available to train the staff in the Software. 4. In few hotels, all the modules are installed, and the modules are generating en number of reports, but the concerned department Head or Staff are not trained properly or they are not showing interest to learn, but still they are not aware of those report system and how to use it. But still they are doing routine work only through the system instead of manual. 5. Now, due to the recession all are bothering about the business only and nobody is bother about the software up gradation or implementation. For them only this book is useful one.

SERVICE WITH A SMILE A man wrote a letter to a small hotel in a Midwest town, he planned to visit on his vacation. He wrote; I would be very much like to bring my dog with me. He is well groomed and very well behaved. Would you be willing to permit me to keep him in my room with me at night? An immediate reply came from the hotel owner, who wrote, I have been operating this hotel for many years. In all that time, I ve never had a dog steal towels, bed clothes or silverware or picture off the walls. I ve never had evict a dog in the middle of the night for being drunk and disorderly. And I ve never had a dog run out on a hotel bill. Yes, indeed, your dog is welcome at my hotel. And, if your dog will vouch for you, you re welcome to stay here, too. From Chicken Soup for the Soul

CONTENTS
How to use the book Reservation Front Office Housekeeping Food & Beverage Service Food & Beverage Production Purchases Stores Receiving Accounts Human Resources Maintenance Security Conclusion

HOW TO USE THE MANUAL

This manual talks about the significance of itself. This book is not specialized or focused one particular function. This is covering all the functions of the hotel from Reservation to Security. Generally the Budget are prepared on the basis of previous year s performance and issued by the Accountant to the managers who are all concerned and responsible for the results. Normally Report is the process of envisaging that a company s activities confirm to its plans and that its objectives are achieved. This Month end Report Book encompasses all the methods and procedures which direct employees towards achieving the objectives. Mainly, the Report system is a communication network that maintains activities within the organization and provides the basis for corrective action in the future. In Few hotels all the department heads are involving in the preparation of Budget and after that, they are mainly concentrating on the Revenue and operation part only. Actually, they are not having enough time to concentrate or compliment few hours to analyze the month end Report. This month end report can assist to compare actual and enable corrective actions to be taken The day to day operations are exercised by the manager. So it is essential that, these managers are to be provided at least, once in a month with detailed comparison of actual performance with budgeted performance. The system provides reports, which compare with budget performance with actual performance as known as Accounting Responsibility.

Remember the Confidence building words: Absolutely, Assuredly, Certainly, Definitely, Guaranteed, Obviously, Of Course, Naturally, Positively, Sure, Without doubt ...

RESERVATION
This is the first department interact with the guest for the room reservation Effective hotel operation depends on an efficient reservation procedure. Reservation staff must be updated with all relevant information about the hotel, city, sight seeing places, mode of transport etc. They are able to respond quickly, pleasantly, accurately regarding the types of rooms, availability of room, and tariff etc. Monthly Report They have to prepare three months forecast report with details like confirmed/tentative/group booking/others, etc. Maximize the room revenue by monitoring the room availabilities and forecasting room revenue. Previous month postpone bookings/ cancelled bookings /refused bookings This report helps Sales & Marketing dept. to improve the business. Other reports are optional to analyze the strategy. 1. Reservation Transaction Report - Format (Annexure- I) This report summarizes, the daily reservation activity such as addition, modification, cancellation, No shows and blocked rooms. You can get the information from the computer itself, you have to just fill up the details or co-ordinate with Front Office Manager and prepare the report. 2. Travel Agent Report (Annexure II) This Report will help the Accounts Department to cross check and release the payment at the earliest. Normally Accounts Department not gives the importance to Travel Agent Commission.

ANNEXURE - I RESERVATION TRANSACTION REPORT DAYS DATES Available Room Expected Arrival Expected Departure Occupied Rooms No Shows Cancellation Blocked Rooms Occupancy % SUN TUE WED THU FRI SAT

ANNEXURE - II DATE : DAY: TRAVEL AGENT COMMISSION REPORT Name of the Travel Agent Contact Person Phone Number Rooms Materialised Check - in Date Check-out Date No. of days Room Tariff Plan Commission Offered

"Coming together is a beginning; keeping together is progress; working together is success." ~ Henry Ford

FRONT OFFICE
Hotel performance has been based on the occupancy % or ARR (Average Room Rate) Are you aware rooms are highly perishable product? It cannot be stored and sell later. Actually, Maximum reports and information you can get it from the system. But depends upon the hotel, how much information they are using or utilizing. Month end Report format (Annexure FO I) given below:

These reports will help to a) Identify the new market segments. b) Identify the potential business source c) Monitor the discount and improve the business and profits d) Reduce the expenses by proper planning. Guidance to prepare the Month end Report A. Room Revenue : This revenue you can get it from the system or Daily Flash Report. This Net Room Revenue after deducting discount and allowances. Number Rooms Sold or Occupied : ------------------------------- X 100 Available Rooms

B. Occupancy %

Net Room Revenue C. Average Room Rate : -----------------------Number of Rooms sold/Occupied

Obstacles are those frightful things you see when you take your eyes off your goal . Henry Ford.

D. Average Person Rate :

Net Room Revenue -----------------------Number of Guest Occupied

E. Number of Complimentary Rooms :} (From E to J) F. House Use Rooms :} this information you can G. Room Cancellation :} get it from the system, if you H. No Show List :} entered properly. I. Business Source Analysis :} J. Segment wise Analysis :}

You can add or remove the items according to your property and priority to prepare the reports. Some hotels are following this system to improve the profitability or retain the revenue. If you want workout the same Yield Statistics: Occupancy % X Rate Achievement Factor X 100 a) Rate Achievement Factor: Average Room Rate / Average Rack Rate b) RevPAR : Actual Room Revenue/ Number of Rooms Available

Stores Supplies: You may ask the question Why stores cannot generate the report. Actually speaking whatever the stores issued to your department, not utilized /consumed fully for the month, some stocks will be remaining in your department. For reconciliation purpose only you are doing this work. By this you can monitor your department Expenses. (Annexure FO- II)

"Teamwork is the fuel that allows common people to attain uncommon results." ~ Andrew Carnegie

How to Calculate: Column A B C D E F G Description Opening Stock Received from Stores Total = Opening Stock + Receipts Closing Stock Consumption =Total Closing Stock Rate of the items per unit Amount = Consumption X Rate per Unit

For the Complimentary Rooms format (Annexure FO III) attached you can use the same format for the high discounted rooms (discount allowed above approved level) and Other Complimentary like marriage parties, Conference etc. Your suggestions and comments are always welcome to improve this manual.

ANNEXURE FO - I MONTH END REPORT KEY NOTES ROOM REVENUE OCCUAPNCY % AVERAGE ROOM RATE AVERAGE PERSON RATE NO. OF COMPLIMENTARY ROOMS HOUSE USE ROOMS ROOM CANCELLATIONS NO SHOW LIST For the Month Budget Actual Variance

MONTH For the Year Budget Actual Variance

BUSINESS SOURCE ANALYSIS AHMEDABAD SALES OFFICE BANGALORE SALES OFFICE CHENNAI SALES OFFICE DELHI SALES OFFICE KOLKATTA SALES OFFICE MUMBAI SALES OFFICE PUNE SALES OFFICE TRAVEL AGENTS HOSUR SALES TEAM FRONT OFFICE OTHERS WALK IN TOTAL SEGMENT WISE ANALYSIS C.V.G.R DFIT FFIT GIT - D GIT - F WALK IN TOTAL

ANNEXURE FO - II Printing & Stationary Units Opening Stock A 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25

A4PAPPER ATTENDANCE REGISTER BOX FILE CHECKOUT BILLS COMPUTER 80 COLUMN SHEET ENVELOPE COVER BIG LETTER PAD HIGHLIGHTER SMALL SIZE NOTE BOOK PLASTIC FILES STAPLER TARIFFCARD FRONT OFFICE TRANSPORT RQ.SLIP BOOK VISITING CARD WHITE BOARD MARKER GUEST COMMENTS CARD BAGGAGE TAG ENVELOPE COVER BIG ENVELOP COVER BIG A 4 SIZE KEY CARD NEWSPAPER BAG NOTE LONG SIZE STAPLER PIN SMALL STAPLER BIN BIG KEY CARD POUCH

Receipts B

Total C= A+B

Closing Stock D

Consu mption E=C-D

Rate F

Amount G

Box Nos Nos Nos Nos Nos Nos Nos Nos Nos Nos Nos Nos Nos Nos Nos Nos Nos Nos Nos Nos Nos Box Nos Nos

OTHERS WELCOME DRINKS NEWS PAPER MUSIC & ENTERTAINMENT TOTAL EXPENSES FOR THE MONTH AVERG PER DAY EXPENSES AVERAGE PER DAY EXPENSES

GUEST COMMENTS FEED BACK ROOM NO

NO. OF COMPLIMENTARY ROOMS

Sl.No

Name of the Guest

Designation

Arrived From

Duration of Stay

Arrived On

Departure On

Room No

No. of Pax

Ref. by

Req. by

Appro. By

Pl. Note - the above format you can use for (i) discount allowed above approved level & (ii) Other complimentary like Marriage Party, Conference etc.

Cleanliness is next to Godliness - Anonymous

HOUSEKEEPING
Housekeeping is the department ensures to maintain at its best, general environmental of entire of property. Now the role of housekeeper has changed rapidly with the changing of times. A part from cleaning, maintenance and upkeep of the property, they are taking care of quantity control, cost control and even some extent to play the role of Guest relation executive. For that, this month end report will help to concentrate the cost control and reduce the expenses and increase its department contribution along with the Front Office. You are aware of that; you have to take the month end inventory of the linen, Cutlery, crockery & uniform pertaining to your department in the presence of some representative from the Accounts Department. Generally speaking the Housekeeping major operational expenses are: 1. 2. 3. 4. Printing & Stationary Guest Complimentary / Amenities Guest supplies Cleaning Supplies

In this, according to your hotel system you can add or remove the items under each head and find out the cost per day, per room, per guest. This will help you to monitor your expenses.

There are two fatal errors that keep great projects from coming to life: 1. Not finishing 2. Not starting Buddha

Guide lines to prepare the Month end Report: Stores Supplies: You may ask the question Why stores cannot generate the report. Actually speaking whatever the stores issued to your department, not utilized /consumed fully for the month, some stocks will be remaining in your department. For reconciliation purpose only you are doing this work. By this you can monitor your department Expenses. (Annexure HK I) How to Calculate: Column A B C D E F G Description Opening Stock Received from Stores Total = Opening Stock + Receipts Closing Stock Consumption =Total Closing Stock Rate of the items per unit Amount = Consumption X Rate per Unit

Why we have to segregate the items group wise like Printing & Stationary, Guest Supplies, Cleaning Supplies, Guest Amenities/Complimentary. This will help you to identify in which group, our expenses is more. Total Consumption Value To find the Average per day cost. = -------------------------------Number of days Total Consumption Value To find the Average per room cost. = -------------------------------Number of rooms occupied

Every minus is half of a plus, waiting for a stroke of vertical awareness Alan Cohen

Total Consumption Value To find the Average per guest cost. = -------------------------------Number of guest occupied Total Consumption Value To find the % to Net room Revenue = -------------------------------- X 100 Net Room Revenue The Number of days is the actual days of the month The Rooms occupied details you can get from the Front Office The Guest Occupied details you can get from the Front Office The Net room Revenue you can get it from the Front Office. Key Data Report (Annexure HK II)

This report gives you detailed information about your department s performance.
LAUNDRY & MINIBAR

Some hotels are having In House Laundry and Mini Bars .The revenue will be accounted under M.O.D (Minor Operating Department). But the expenses are to be controlled by your department.

A person must be big enough to admit his mistakes, smart enough to profit from them, and strong enough to correct them

LAUNDRY You have to monitor and control the laundry chemicals and keep the track of the consumption and prepare the report and submit to accounts department. You have to maintain the minimum stock of the same and whenever required you have to raise the Purchase Requisition and handover to Purchase Department to procure the same. To identify the laundry cost, the formula given below: (Annexure HK- III)

MINI BAR You have to monitor and control the Mini Bar items and keep the track of the consumption and prepare the report and submit to accounts department. You have to maintain the minimum stock of the same and whenever required you have to raise the Purchase Requisition and handover to Purchase Department to procure the same. For the calculations, I had given a format for the same. (Annexure IV)

I hope by this exercise you will become familiar and the next year Housekeeping budget you can prepare yourself. Your suggestions and comments are always welcome to improve this manual.

ANNEXURE HK - I HOUSEKEEPING MONTH END REPORT Opening Balance A 1 2 3 4 5 6 7 8 9 10 11 CELLOTAPEWHITE CELLOPHANE SHEETS ERASER FEVI STICK LETTER PAD SMALL SIZE NOTE PENCIL PERMANENT MARKER ROOM SCRIBBLING PAD RUBBER BAND SOAP STICKER Roll Nos Nos Nos Nos Nos Nos Nos Nos Nos Nos Closing Stock D

PRINTING & STATIONARY

Receipt B

Total C= A+B

Consumed E=C-D

Rates F

Amount G

Total Value Opening Balance A 1 2 3 4 5 6 MINERAL WATER 1000ML NESCAFE COFFEE POWDER TEA BAG TAJMAHAL PLASTIC CONTAINERS SUGAR FREE DAIRY CREAMER Nos Pkts Kgs Nos Kgs Nos Closing Stock D

GUEST COMPLIMENTARY

Receipt B

Total C= A+B

Consumed E=C-D

Rates F

Amount G

Total Value

GUEST SUPPLIES

Opening Balance A

Receipt B

Total C= A+B

Closing Stock D

Consumed E=C-D

Rates F

Amount G

1 2 3 4 5 6 7 8 9 10 11 12 13 14 15

DENTAL KIT DUST PAN WE CARE KIT SHAVING KIT COMB COCONUT OIL(H.KPING) GUEST BATH CHEPAL LOTION MATCH BOX SEWING KIT SHAMPOO SHOWER CAP SHOE SHINE STRIP SOAP TOILET ROLL

Nos Nos Nos Nos Nos Nos Nos Nos Nos Nos Nos Nos Nos Nos Nos

Total Value Opening Balance A 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 MOP REFILL NYLON SCRUB PHENYL SCOTCH BRITE SOFT CARE / LEVER PLUS SPRAY GUN SUMA INOX D7 SLURRY SOFTBROOM CLEANING CLOTH TASKI R1 TASKI R2 TASKI R5 TASKI R6 TASKI R9 TOLIET BURSH TASKI R4-SHINEUP TASKI SPIRAL T BRUSH VIM LIQUID VIM POWDER GARBAGE BAG WIPER Nos Pkts Ltrs Nos Kgs Nos Ltrs Kgs Nos Nos Ltrs Ltrs Ltrs Ltrs Ltrs Nos Ltrs Ltrs Nos Bott Pkts Nos Nos Closing Stock D

CLEANING SUPPLIES

Receipt B

Total C= A+B

Consumed E=C-D

Rates F

Amount G

Total Value

LAUNDRY REVENUE & EXPENSES ADD ; COMPLIMENTARY LAUNDRY TOTAL LAUNDRY REVENUE NO. OF LAUNDRY SERVICED NO. OF PRESSING RENDERED AVERGAE LAUNDRY REVENUE PER DAY NUMBER OF ROOMS OCCUPIED NUMBER OF GUEST OCCUPIED AVERGAE LAUNDRY REVENUE PER ROOM AVERAGE LAUNDRY REVENUE PER GUEST FLOOR LINEN EXPENSES (ANNEXURE I) STAFF UNIFORM EXPENSES (ANNEXURE - III) FRONT OFFICE UNIFORM HOUSEKEEPING UNIFORM F & B SERVICE UNIFORM F & B PRODUCTION UNIFORM PERCENTAGE OF OCCUPANCY NUMBER OF ROOMS SOLD NUMBR OF COMPLIMENTARY ROOMS NUMBER OF GUEST AVERAGE FLOOR LINEN EXPENSES PER DAY AVERAGE FLOOR LINEN EXPENSES PER ROOM AVERAGE FLOOR LINEN EXPENSES PER GUEST F & B LINEN EXPENSES (ANNEXURE - II) AVERAGE F & B LINEN EXPENSES PER DAY TOTAL GUEST SUPPLIES EXPENSES (ANNEXURE -IV) TOTAL CLEANING SUPPLIES EXPENSES (ANNEXURE -V) TOTAL STATIONARY CONSUMPTION EXPENSES (ANNEXURE - VI) MINI BAR SALES KEY NOTES AVERAGE GUEST SUPPLIES PER DAY AVERAGE GUEST SUPPLIES PER OCCUPIED ROOM AVERAGGE GUEST SUPPLIES PER OCCUPIED GUEST GUEST SUPPLIES % TO NET ROOM REVENUE AVERAGE CLEANING SUPPLIES PER DAY AVERAGE CLEANING SUPPLIES PER OCCUPIED ROOM AVERAGGE CLEANING SUPPLIES PER OCCUPIED GUEST CLEANING SUPPLIES % TO NET ROOM REVENUE AVERAGE PRINTING & STATIONARY PER DAY AVERAGE PRINTING & STATIONARY PER OCCUPIED ROOM AVERAGGE PRINTING & STATIONARY PER OCCUPIED GUEST PRINTING & STATIONARY % TO NET ROOM REVENUE AVERAGE GUEST COMPLIMENTARY PER DAY AVERAGE GUEST COMPLIMENTARY PER OCCUPIED ROOM AVERAGGE GUEST COMPLIMENATRY PER OCCUPIED GUEST GUEST COMPLIMENTARY % TO NET ROOM REVENUE

For The Month

For The Year

Look here, Steward, if this is coffee, I want tea: but if this is tea, than I wish for coffee

FOOD & BEVERAGE SERVICE

You are the next major revenue generating department in the hotel after the Rooms Department (Front Office and Housekeeping). You have to prepare the month end report to update your department information and increase the productivity. In this maximum reports, your software can generate. These reports help you to analyse the performance of your department. The outlets you can modify according to your hotel structure. You have to monitor the supplies your to your outlet. For Example, i) Guest Supplies/Paper Supplies i) Printing & Stationary

You have to take the monthly inventory for the cutlery, crockery & glassware items and ensure some representative from the Accounts department. Other Reports A. Consolidated Sales Report B. Cover Analysis Report C. Item wise Sales Report i) Fast Moving items ii) Slow moving items iii) Non moving items D. F & B Stores Supplies Report i) Printing & Stationary ii) Guest Supplies iii) Paper Supplies/ Disposable supplies.

If you are not fired with enthusiasm, you will be fired with enthusiasm . Vince Lombardi.

A. Consolidated Sales Report. This information you can generate from your system for the actual sales, Budget Sales, Variance as per format shown. (F & B Annexure I) B. Cover Analysis Report. From the software you can generate the Cover Analysis Report outlet wise, section wise, etc. if you enter the details properly. Otherwise you have to update by manually in the register or Excel file. For APC (Average per Cover) you have to give the importance to ensure the pax written properly. Then only you can get the exact picture. Tea/Coffee sales added and adjusted to the regular APC value. But normally due to non availability of the trained staff, you have to recruit the new staff and train him and explain the importance of the APC. Then only it is useful. (F & B Annexure II) C. Items wise Sales Report After analyzing the report you will come to know, what the items movement is. This report will help you to modify your menu according to the movements of the items. For the month you have to identify the followings: 1. Fast moving items 2. Slow moving items 3. Non moving items If your software package supports, you can generate the above reports and high light the important items only instead of generating the entire report. (F & B Annexure III)

Consider that people are like tea bags. They don t know their own strength, until they get into hot water - Don McKinnon

D. F & B Stores Supplies Report (F & B Annexure i) ii) iii)

IV)

Printing & Stationary Guest Supplies Paper Supplies/ Disposable supplies.

Stores Supplies:

You may ask the question Why stores cannot generate the report. Actually speaking whatever the stores issued to your department, not utilized /consumed fully for the month, some stocks will be remaining in your department. For reconciliation purpose only you are doing this work. By this you can monitor your department Expenses. This report you can be prepared the outlet wise after that you can add all together and get the amount of consumption.

How to Calculate: Column A B C D E F G Description Opening Stock Received from Stores Total = Opening Stock + Receipts Closing Stock Consumption =Total Closing Stock Rate of the items per unit Amount = Consumption X Rate per Unit

Why we have to segregate the items group wise like Printing & Stationary, Guest Supplies, Cleaning Supplies, Guest Amenities/Complimentary. This will help you to identify and monitor the expenses.

A good friend who points out mistakes... is to be respected as if he revealed a secret of hidden treasure - Buddha

E. Key Data Summary (F & B Annexure

V)

Total Consumption Value To find the Average per day cost. = -------------------------------Number of days. Total Consumption Value To find the % to Net F & B Rev. = ------------------------------- X 100 Net F & B Revenue

Your valuable comments and suggestions always welcome to improve the manual.

F & B Annexure - I MONTH Sl. No. CONSOLIDATED SALES REPORT Budget Food Sales 1 2 3 4 5 6 Restaurant - I Restaurant - II Room Serice Bar Banquet Plan slaes For the Month Actual Variance Budget For the Year Actual Variance

Total Food Sales

Beverage Sales 1 2 3 4 5 6 Restaurant - I Restaurant - II Room Serice Bar Banquet Plan slaes Total Beverage Sales

Total F & B Sales

F & B Annexure - II MONTH Sl. No. COVER ANALYSIS REPORT Budget Food Covers 1 2 3 4 5 6 Restaurant - I Restaurant - II Room Serice Bar Banquet Plan Covers For the Month Actual Variance Budget For the Year Actual Variance

Total Food Covers Beverage Covers 1 2 3 4 5 6 Restaurant - I Restaurant - II Room Serice Bar Banquet Plan Covers Total Beverage Covers

Total F & B Covers

F & B Annexure - III ITEMS WISE SALES REPORT Fast Moving Itmes Sl. No. 1 2 3 4 5 6 7 8 9 10 11 12 Slow Moving Itmes Sl. No. 1 2 3 4 5 6 7 8 9 10 11 12 Non Moving Items Sl. No. 1 2 3 4 5 6 7 8 9 10 11 Item Name Item Name Qty. Amount Item Name Qty. Amount

F & B Annexure - IV F & B STORES SUPPLIES REPORT OUTLET NAME : Sl. No. PRINTING & STATIONARY Unit Opening Balance A 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 BILL ROLL BOT THUNDER RIBBON PRINTER STAPLER PIN SMALL CARTRIDGE EPSON CELLOTAPEWHITE CHART PAPER CUP N UP KOT CUP N UPFEEDBACKBOOK DOUBLE SIDE TAPE FEVI STICK NOTE LONG SIZE SMALL SIZE NOTE PENCIL SPRING FILE THUMP PIN BIG Nos. Nos. Nos. Nos. Nos. Nos. Nos. Nos. Nos. Nos. Nos. Nos. Nos. Nos. Nos. Nos. Receipt B Total C= A+B Closing Stock D Consumed E=C-D Rates F Amount G

Total Printing & Stationary Items Consumption Sl. No. Opening Balance A 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 TEA BAG TAJMAHAL AMUL LITE BUTTER CHIPLET DEMERERA SUGAR DABUR HONEY MARGARIN CHIPLET SUGAR SACHET SUGAR FREE SWEET SUPARI SWEET SOMBU VINIGAR CHILLYSAUCE MIXED FRUIT JAM JEERA MASALA TOMATO KITCH UP SOYA SAUCE (800G) TO0MATOSAUCE Kgs Box Box Nos Bott Box Kgs Kgs Kgs Kgs Kgs Bott Box Bott Bott Bott Bott Closing Stock D

GUEST SUPPLIES

Receipt B

Total C= A+B

Consumed E=C-D

Rates F

Amount G

18

JAM CONTAINERS Total Guest Supplies Items Consumption

Nos

Sl. No.

DISPOSABLE ITEMS

Unit

Opening Balance A

Receipt B

Total C= A+B

Closing Stock D

Consumed E=C-D

Rates F

Amount G

1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19

CAKE BOX DISPOSABLE FORK DISPOSABLE SPOONS DONNAS GLASS COVER CLEAN WARP NAPKIN PARCEL CONTAINER 1000 PAPER GLASS 200ML PAPER GLASS 100 ML PARCEL CONTAINER 250 PARCEL CONTAINER 500 PARCEL CONTAINER 100 SAND WITCH CONTAINERS SILVER FOIL STIRRER STICK TEA SPOON DISPOSABLE STRAW TOOTH PICKS Total Disposable Items Consumption

Nos Nos Nos Nos Nos Nos Nos Nos Nos Nos Nos Nos Nos Nos Nos Nos Nos Nos Pkts

F & B Annexure - V KEY DATA SUMMARY For the Month Sl. No. 1 2 3 4 5 6 7 8 9 10 11 Details Average Printing & Stationary Consumption Per Day Average Printing & Stationary Consumption Per Cover Printing & Statioanry Consumption % to Ner F & B Revenue Average Guest supplies Consumption Per Day Average Guest Supplies Consumption Per Cover Guest Supplies Consumption % to Ner F & B Revenue Average Disposable items Consumption Per Day Average Disposable Items Consumption Per Cover Disposable items Consumption % to Ner F & B Revenue Food Revenue % to F & B Revenue Beverage Revenue % to F & B Revenue Value For the Year Value

GUEST COMMENTS FEED BACK ROOM NO A B

Hot on Sunday, Cold on Monday, Hashed on Tuesday, Minced on Wednesday, Curried on Thursday, Broth on Friday, Cottage Pie on Saturday Dorothy Hartley

FOOD & BEVERAGE PRODUCTION

I knew this is difficult task. But it will help to bring down your food cost and other expenses and improve the performance and increases your department contribution. Wastage/spoilage report to be prepared daily basis and forwarded to F & B Controller. Check the wastage to ensure no saleable portion is neglected. Month end wastage report to be prepared and reviewed in amount and in percentage and ensure that the wastage is reasonable. During buffet Break fast/Lunch/Dinner sessions, you have to maintain a register on daily basis and enter the portions of items prepared and refilled and returned after the session. See Annexure I F & B (P) In this task F & B Service staff and F & B controller will be co-ordinate while closing the buffet counter every session. The same to be followed for the banquet service also. Every day kitchen closing stock to be taken and handover to F & B Controller, If it is not possible at least once in a month you have to do the exercise then only your food cost will reflect the correct amount. Ensure proper portion control to be implemented and exercised. Every six month once recipe cost and menu cost to be reviewed by Head Chef. Whether free pouring like milk, oil etc., is monitored properly. Perform yield test for high cost items to ensure the actual utilization.

DAILY DISCRPENCIES REGISTER Kitchen Rep. Sign

Date

Supplier Name

Items

Qantity

Remarks

Supplier Sign

Stores/Purchase Rep. Sign

ANNEXURE - I F & B (P) BUFFET CONTROL SHEET Date: Session Sl. No Time Portions Prepare d Pick up F&B Rep sign F&B Controll er Sign Return Kitchen Rep. Sign

Description

Added

Returned

Remarks

The basic difference between an ordinary man and a warrior is that, a warrior takes everything as a challenge, while an ordinary man takes everything either as a blessing or a curse . Duo Juan

STORES
The main reason, cash is converted as stock and kept in the stores. You are having the responsibility and accountability for each and every item. So you have to justify the purchases or indented during the month. To monitor the fund, to avoid the unnecessary money block and space block in the stocks, this report helps to you. You have to prepare (i) Month end Food Cost Reconciliation Report, (ii) Month end Beverage Cost Reconciliation Report (iii) Month end Tobacco Cost Reconciliation Report Format Stores Annexure I

You may think F & B Controller is preparing the Food cost/ Beverage Cost/Tobacco Cost. Why I have to prepare the same. Some times due to emergency, some items bought and handed over to kitchen/Bar for the banquet function or some other purposes. This may be brought your notice after some days. So, you have to prepare the reconciliation statement every month end. For this report you can take the assistance from F & B Controller and prepare the same. Secondly, Purchase Reconciliation Report. Format Stores Annexure - II

Every month end you have to take the inventory of all the items and reconcile with the Purchase Reconciliation Statement. This report can be prepared by either the stores / accounts payable asst.

Hope, confidence and joy of living come from believing there s something good waiting for you around every corner

Stores Analysis Report. Format Stores Annexure - III

Inventory value is the stock value of the particular group items. Number of days Inventory in Hand = Average Inventory (divided by)/Cost of issue/consumption per day Consumption/issue.

Average Inventory

= Opening Stock + Closing Stock (divided by)/ Two (2)

Cost of Consumption per day

= Value of goods consumed or issued (Divide by)/ Number of Days.

Month end Report

Stores Annexure - IV

In the month end you have to high light the Non moving items, nearer expiry items, high price variation items, Non available items and anything if you feel importance. Your valuable comments and suggestions always welcome to improve the manual.

Attitude is a little thing that makes a big difference.

RECEIVING
You are responsible for receiving the goods on behalf of the hotel; ultimately cash is converted as goods. You ensure all the receipts are verified against the purchase order as per the standard and specifications. You have to involve security to check the quantity and involve the concerned department representative to ensure the quality. After receiving you have to prepare the Daily Goods Receiving Note. Ensure the bills are duly stamped and signed by Security Staff, Concerned Dept. Representative and you and forwarded You have to maintain a discrepancy register;(Annexure I) when ever any discrepancy happened in the quality or specification while receiving the material from the supplier it should be noted in that and duly signed by the supplier, storekeeper/purchase Executive and the concerned dept. representative and yourself.. Then only in the month end we can negotiate the supplier for the discrepancies during the month and try to reduce the rates or improve the supply quality. During the month end you can assist stores for the month end inventory and other reports whatever possible by you. Your valuable comments and suggestions always welcome to improve the manual.

MONTH END REPORT MONTH END FOOD COST RECONCILIATION REPORT A B Opening Stock ADD : Purchases During the Month Cash Purchases Credit Purchases LESS : Goods Returned to Suppliers Total Stock Value LESS : Closing Stock Consumption for the Month LESS : TRANSFERS a) Non - chargeable KOT's b) Staff Cafeteria c) Kitchen to Bar d) House Use e) Spoilage/Wastage G H LESS :Total Transfers ADD : TRANSFERS a) Bar to Kitchen b) Cafeteria to Kitchen c) Set Menu/Banquet Soft Drinks H I J K ADD :Total Transfers NET FOOD COST NET FOOD SALES FOOD COST % Wine, Brandy issued to kitchen for cooking For emergency it may happen sometime Beverages given complimentary along with food Cost price/Food cost % can be considered Actual Transfer Value Juices used in Bar for Cocktail/Complimentary Snacks For Complimentary On spoilage/wastage Report Basis Stores Stock + Kitchen Stock

GUIDE LINES Stores Stock + Kitchen Stock

C D E F G

MONTH END BEVERAGE COST RECONCILIATION REPORT A B Opening Stock ADD : Purchases During the Month Cash Purchases Credit Purchases LESS : Goods Returned to Suppliers Total Stock Value LESS : Closing Stock Consumption for the Month LESS : TRANSFERS

GUIDE LINES Cellar Stock +Stores Stock + Bar Stock

C D E F G

Cellar Stock +Stores Stock + Bar Stock

a) Non - chargeable KOT's b) Bar to Kitchen c) House Use d) Set Menu/Banquet Soft Drinks e) Wastage/Breakage G H LESS :Total Transfers ADD : TRANSFERS a) Kitchen to Bar H I J K ADD :Total Transfers NET BEVERAGE COST NET BEVERAGE SALES BEVERAGE COST % MONTH END TOBACCO COST RECONCILIATION REPORT A B Opening Stock ADD : Purchases During the Month Cash Purchases Credit Purchases LESS : Goods Returned to Suppliers Total Stock Value LESS : Closing Stock Consumption for the Month LESS : TRANSFERS a) House Use b) Wastage/Spoilage G H I J LESS :Total Transfers NET TOBACCO COST NET TOBACCO SALES TOBACCO COST %

Cost price/Bev. cost % can be considered Wine, Brandy issued to kitchen for cooking For Complimentary Beverages given complimentary along with food On Wastage/Breakage Report Basis

Juices used in Bar for Cocktail/Complimentary Snacks

GUIDE LINES Stores Stock + Bar Stock + Outlet Stock

C D E F G

Stores Stock + Bar Stock + Outlet Stock

For Complimentary On spoilage/wastage Report Basis

STORES ANALYSIS REPORT Food Inventory Value in hand No. of days Food Inventory In Hand Beverage Inventory In Hand No. of days Beverage Inventory In Hand Cigarette Inventory in Hand No. of days Cigarette Inventory In Hand Guest Supplies Inventory In hand No. of days Guest Supplies Inventory In Hand Cleaning Supplies Inventory In hand No. of days Cleaning Supplies Inventory In Hand Printing & Stationary Inventory In Hand No. of days Printing & Stationary Inventory In Hand

MONTH Purchase Reconciliation Statement Last Month Amount This Month Amount

Opening Stock Guest Supplies Cleaning Supplies Printing & Statioanry Paper Supplies Total Value ADD Purchases During the month Guest Supplies Cleaning Supplies Printing & Statioanry Paper Supplies Total Value LESS: Closing Stock Guest Supplies Cleaning Supplies Printing & Statioanry Paper Supplies Total Value

Consumption for the month Guest Supplies Cleaning Supplies Printing & Statioanry Paper Supplies Total Value Department wise Distribution Front Office House Keeping Food & Beverage Service Food & Beverage Production Kitchen Stewardering Staff Canteen Repair & Maintenance Sales & Marketing Accounts & Administration Total Value Average per day value Consumption

"Learning is a lifetime process, but there comes a time when we must stop adding and start updating." ~~~ Robert Brault

ACCOUNTS & ADMINISTRATION

Financial Accounting Concerned with the Profit & Loss Account, Balance Sheet, and fund flow, cash flow etc., mainly for the external parties outside the organizations. Cost Accounting is concerned with cost accumulation for stock valuations and meets the requirements of external reports. Management accounting relates t the provision of appropriate information for people within the organization to help them make better decision. Management requires information quickly if it is to act on it. Consequently Management reports on various activities may be prepared at daily, weekly and monthly basis. In the hotels month end Profit & Loss Account prepared by accounts department by collecting various information from the entire department. Normally it is called Report Back. Other important MIS Reports are 1. Key Data Report 2. Statutory Payment Report 3. Statutory Returns Report In some hotels ESI, EPF returns are prepared and submitted by either HR Department or Consultants. Out of the routine work, you are having special assignments like Insurance, Licenses Renewal, etc. In some hotels HR department assist the administration work like license renewal and statutory formalities.(Format I) But end of the day you should aware of all the formalities and procedures. This report will give you the glimpses of the performance of your hotel.

MONTH END REPORT KEY DATA REPORT BUDGET NET REVENUE GOP GOP % TO Net Revenue Room Nights sod ARR Occupancy % REVPAR RATIOS Net Revenue to Net Room Revenue Net Revenue to Net F & B Revenue Net Revenue to Net MOD Revenue Net Room Revenue to Net F & B Revenue Room cost per Occupied room Room cost Per day Food cost % Bar Cost % Total Outstanding Average collection Period MTD ACTUAL VARIANCE BUDGET YTD ACTUAL VARIANCE GOLY %

STATUTORY PAYMENT REPORT For the Month 1 2 3 4 5 6 7 8 TDS - PAYMENTS Service Tax Provident Fund Employee State Insurance Luxury Tax Value Added Tax Professional Tax Other Payments - if any, Remitted On

1 2 3 4 5

STATUTORY COMPLIANCES REPORT Luxury Tax Return VAT Return EPF Return ESIC Return TDS Return

For the month

Submitted On

Let me have the best solution worked out. Don t argue the matter. The difficulties will argue for themselves Winston Churchill

HUMAN RESOURCES
The Human resources are the company s most important asset, Called Human capital: The collective knowledge, skills and abilities of an employee. Every employee must therefore be willing to: 1) learn; 2) communicate; 3) be disciplined; 4) get involved; and 5) change in order to maximize gains.. Management must also be able to support by motivations, rewards, and incentives to encouraging all employees to contribute in their own ways. Talent management: Broadly defined as the implementation of an Integrated strategies or systems designed to increase workplace productivity by developing improved processes for attracting, developing, retaining and utilizing people with the required skills and aptitude to meet current and future business needs COLA (cost-of- living adjustment): Pay adjustment given to employees regardless of their performance or company profitability; usually linked to inflation; also referred to as a standard percent rise. Human resource (HR) audit: A formal research effort that evaluates the current state in an organization. This month end report will help you to analysis and understand the consequence of your department activities. Your valuable comments and suggestions always welcome to improve the manual.

MONTH END REPORT Sanctioned Department wise Manpower Strength Rooms Food & Beverage Admin & General Marketing Repair & Maintenance Health club Training Total Department wise Manpower Cost BUDGET Rooms Food & Beverage Admin & General Marketing Repair & Maintenance Health club Training Total MTD Department wise PTER Expenses Rooms Food & Beverage Admin & General Marketing Repair & Maintenance Health club Training Total MTD Total Manpower Cost Rooms Food & Beverage Admin & General Marketing Repair & Maintenance Health club Training Total MTD YTD BUDGET ACTUAL VARIANCE BUDGET YTD ACTUAL VARIANCE BUDGET ACTUAL VARIANCE BUDGET YTD ACTUAL VARIANCE MTD ACTUAL VARIANCE BUDGET YTD ACTUAL VARIANCE Actual Recruitment Termination Resigned No Intimation

Department wise Manpower Days Cost Rooms Food & Beverage Admin & General Marketing Repair & Maintenance Health club Training Total ANALYSIS

BUDGET

ACTUAL

VARIANCE

BUDGET

ACTUAL

VARIANCE

MTD BUDGET ACTUAL VARIANCE BUDGET

YTD ACTUAL VARIANCE

TOTAL MANPOWER STRENGTH TOTAL MANPOWER COST (Incl. PTER) Average Manpower cost Per Staff Average Manpower cost per day Total Manpower cost % to Net Revenue

Remarkable performance moves us to act, makes us feel good, causes us to laugh and stimulate us to think

MAINTENANCE
You are the one of the main department to upkeep the hotel image. The right and effective maintenance has a direct relation with cost control and effective operation. You have to prepare the utilities report, (Heat, Light & Power) to justify the consumption of electricity, Diesel & Water which are essential in the hotel day to day operation. Try to install sub meters wherever it s required to control the cost. As per the norms of the hotel industry 6% of the Revenue provided for the Repair & Maintenance. By ensuring proper routine maintenance, preventive maintenance and Annual Maintenance contract you can monitor your department cost. LPG Cylinders are maintained by your department, whenever you are receiving and returning the cylinders to be weighed and entered in the register. In the month end you have to take the inventory of the available gas cylinders and that should be deducted from the purchases and opening stock. Your valuable comments and suggestions always welcome to improve the manual.

MONTH END REPORT MAINTENANCE DEPARTMENT ELECTRICITY CHARGES UNITS GENERATED - METER I UNITS GENERATED - METER II TOTAL COST AVERAGE PER DAY COST AVERAGE PER OCCUPIED ROOM COST DIESEL LTRS. CONSUMED - GENSET I LTRS. CONSUMED - GENSET II TOTAL COST AVERAGE PER DAY COST AVERAGE PER ROOM COST DIESEL LTRS. CONSUMED - BOILER I LTRS. CONSUMED - BOILER II TOTAL COST AVERAGE PER DAY COST AVERAGE PER OCCUPIED ROOM COST ELECTRICITY CONSUMPTION DETAILS RECEPTION GARDEN & STREET LIGHT BAR & PUB VEG A/C KITCHEN EXHAUST CHILLER PLANT COLD ROOM LAUNDRY EQUIPMENT WATER KL CONSUMED AVERAGE PER DAY COST AVERAGE PER OCCUPIED ROOM COST KL CONSUMED - LAUNDRY AVERAGE PER DAY COST AVERAGE PER OCCUPIED ROOM COST FOR THE MONTH UNITS AMOUNT

MONTH FOR THE YEAR UNITS AMOUNT

L.P.G CONSUMPTION OPENING STOCK ADD ; PURCHASES TOTAL LESS : CLOSING STOCK CONSUMPTION

Instead of thinking about where you are, think about where you want to be. It takes twenty years of hard work to become an overnight success .

SECURITY
The Security in the hotel industry is great concern for the hotel management. The security department is not limited to prevent the theft and trespassing. They are taking care of the hotel property, staff, as well as the guest whenever required. They are also having additional responsibilities like first aid, fire fighting etc. Now day s hotels are appointing ex service man/Ex. Police Officials as a Security Office and report thro HR Manager to General Manager. But as Accounts Department concern about the reports for the pending Returnable Gate Passes in the month end. (Format Given) Your valuable comments and suggestions always welcome to improve the manual.

RETURNABLE GATE PASS PENDING DETAILS Gate Pass No. To be Returned On

MONTH

Particulars

Qty.

Sent On

Taken By

Remark By concern Dept. HOD.

Prepared By

Checked By

HOD Sign

Now that, my house has been burned down, I have a better view of the sky - Zen saying..

Conclusion
This manual has been compiled and prepared from the experience and the sources. Proper care has been taken to ensure the accuracy of the information in this manual. But it is possible that errors may still be occurred. Your valuable comments and criticize are always welcome. Basically, I am from the Accounts and Administration functions in the hotel industry, having more than 20 years experience. Mainly I discussed about the interdepartmental function related with Accounts department. But sometimes, you may think, I exceeded the limit. If you feel so, I am sorry for that. But I am respecting your valuable comments and ideas to improve this manual.

Thanks A.S.MOHAN