F&B Controller Procedures

End of each cruise the F&B controller is to compile all the reports from the F&B Department

Art.No.:	PD-01044
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Cash transactions and Expenses Report

At the end of each cruise the F&B controller will prepare a report with cash revenue and any expenses that may have occurred during the cruise, to the office, after checked and signed by the F&B Manager.

These reports will include any cash transactions; Crew bar total cash report, any crew sales in the stores, tips, cash payments to local suppliers, etc.

Food cost

The food cost should be done on a daily basis.

The Provision Master and the F&B Controller must enter daily all galley requisitions by department’s ad the total and divide by the amount of guests onboard, which should give you the food cost per guest per day.

Following this procedure will give the Exc. Chef to control the food cost and check which department is out of the budget.

It is the responsibility of the Exc. Chef to control the food cost.

Spot Checks

Spot checks are to be done by the Food and Beverage Controller. For all bar department spot checks, the Assistant Bar Manager will assist and for all food department spot checks, the Provision Master or an Assistant Food and Beverage Manager will assist.

Provisions Room Inventory’s

The following procedure is to be implemented immediately, these inventory’s will be conducted each cruise by the food and beverage controller, the provisions master and the provisions storekeepers. This is to ensure that the physical stock matches the book vales held in system. It must be noted that there should be zero variance between physical and book, if the correct issuing, receiving and auditing procedures are being followed, if not doing this weekly inventory will be a chance to correct any errors or mistakes made.

Inventory to be conducted on the following items and rooms

All Frozen Items All Bonded Items

If the above procedure is followed it will ensure that the storerooms will be audited every two weeks in all areas and that any variances can be address and corrected.

Unannounced Audits will done by the office at least every three months

In the case of discrepancies, there must be a full explanation of all
discrepancies with supporting paperwork.

Food and Beverage Controller

The spot check results must be part of the end of cruise reports to be send to the office.

Weekly spot checks will be done in the Bars as decided by the F&B Manager or instructed by the office.

It is the responsibility of the F&B Controller to bring to the attention of the F&B Manager any discrepancy found during theses spot checks or inventories.

Stores Closing inventory Reports

At the end of each cruise the F&B Controller must run a open and close inventory cost report by; Food, Beverage and Consumables, to determinate the value of each are in the stores and control the par stocks.

On the last night of the cruise the F&B Controller must do a physical bar stock counts with Asst. F&B Manager and the Asst Bar Manager enter into the computer system and analyze the results highlighting the discrepancies.

These Reports must be checked, signed by the F&B Manager and send to the office.

Payroll Procedures

The Crew Purser will pay the Monthly wages onboard.

Any other payments (tips, loading payments, special parties, etc.) will be done by the Department head and the F&B Controller.

The Department head will provide the F&B Manager with a payment request form, the department head must specify the function, cash amount to be paid p/p and the total

The department head must provide proof of payment; the crewmember must sign the payment sheet as a proof of payment.

After payment is done and the payment sheet signed, the department head will give the form back to the F&B Office (F&B Controller) to had to the end of Cruise report to be sent to the shore side office.

The Hotel Manager must approve any cash transaction onboard or any form of payment.

End of Cruise Report to Main Office

(See the End of cruise close down cover sheet)

At the end of each cruise the F&B controller is to compile all the reports from the F&B Department bring to the F&B Manager to double check and send to the office.