Having systems and processes in place is an essential part of business today. Using them and using them continuously though are two different matters. Some systems are so basic and yet a lot of owners fall into the trap of thinking “she’ll be right!” For example when you place an order with a supplier what do you do? Do you simply pick up the phone and ring it through like most people? Think about this; you’re on your way out the door and the order arrives, your Bar Manager or Bartender signs for it. How do they know what arrived is what was ordered…the correct product, size even brand?
Let’s assume they are good proactive staff and they put the order away and into stock for you. The next Bar Assessment that is done shows a shortfall, how can you be sure that the order that arrived was genuinely checked against the docket that was with it and you were not short delivered? Remember, signing for the goods indicates that you and checked and received the correct goods as per the docket. When you check the docket you notice that the Rum you ordered is a $5 a bottle more expensive than the last time and you had asked for the same price. You ring the supplier and they tell you that the special you wanted finished two weeks ago.
I bet if you’re honest a lot of this sounds familiar. Try this: Record what you are ordering on an order form designed by you. Have an order number on it and a place to list the quantity, brand, size and price plus any special delivery instructions and fax this through to your supplier. You now have a complete record of what you have ordered. Ensure that the invoice of the arriving goods is checked against your order and then the invoice checked against the stock being received. We have seen many hundreds of dollars saved by having a simple system like this in place.
– Peter Nelson, Managing Director, Bevinco Asia Pacific
