1. PRICE VARIABILTY ANALYSIS
1.1. Scenario analysis with individual menu items being the subject
1.1.1. informed/warranted by an increase in expenses incurred and change in demand
2. PAYABLES
2.1. ACCOUNTS RECONCILIATION
2.1.1. Check the statements from the suppliers against the internal trackers, matching each invoice detail
2.1.1.1. (If any) send notes to the parties of interest
2.1.1.1.1. Once resolved, check the "Zero balance" supplier statement against the ageing summary from QB
2.2. SUPPLIER STATEMENTS
2.2.1. Requesting for the statements -dated from the start of the current year
2.2.1.1. Done in the first week of each month (between 1st and 3rd)
2.2.1.2. once reconciled and their payment has been processed, request for updated statement - (2nd/3rd week)
2.2.1.2.1. Zero outstanding balance Statement will be saved and replaced each month
2.3. PAYMENT PROCESSING
2.3.1. cheques against reconciled supplier statements
2.3.1.1. attention to be given to individual credit terms and urgency of deliveries
2.4. INVOICE TRACKING
2.4.1. COST ALLOCATION
2.4.1.1. Pilot - performed on menu items with a 1-1 recipe relationship
2.4.1.1.1. to validate the inventory turnover and stock movement
2.4.2. Log all relevant invoice details to internal trackers
2.4.2.1. Once every two weeks, scan all the invoices that are with you
2.4.2.1.1. these are then to be uploaded to the central folder
2.4.2.2. Send physical copies to accountants ( or person in charge of QB updates)
2.4.2.2.1. Each month's invoices should be filed once the reconciliation for the month is completed
2.4.2.2.2. Kioko: Posting of supplier invoices and credit notes
2.4.2.3. Check the pricing indicated in the invoices against Supplier's pricing checking to confirm that any applicable discounts or price changes have been effected.
3. COST ACCOUNTING
3.1. BUDGET PROJECTIONS
3.1.1. generated on a weekly basis
3.1.1.1. informed by the sales projections and adjustments made to them
3.1.1.1.1. Contrasted against the cost of the Order Projections from the Order Tools (both kitchen and bar) to generate the Planned vs Budgeted variance report
3.2. PURCHASE ORDER GENERATION
3.2.1. Review the order projections with the heads of each department (Food & Drink)
3.2.1.1. Forward the adjusted projections to the GM for final review
3.2.1.1.1. With the PO Suite generate the POs and forward them to the GM for placing
3.3. EXPENSE TRACKING
3.3.1. correctly split the purchased items between each cost category
3.3.1.1. supported with proof of delivery that bears the stamped of "RECEIVED"
3.4. REPORT GENERATION
4. REPORTING
4.1. MANAGEMENT REPORTS
4.1.1. KIOKO TEAM
4.1.1.1. Sharing of management report
4.1.1.1.1. once shared, this should indicate that the month's accounts have been reconciled and closed
4.1.2. INTERNAL
4.1.2.1. To be generated on a weekly and monthly basis
4.2. INVENTORY TURNOVER REPORTING
4.2.1. Generated on a monthly basis
4.2.1.1. highlights how many rotations in stock were made to facilitate the sales made
4.3. BUSINESS PERFORMANCE REPORT
4.3.1. To be generated on a monthly and quarterly basis
4.4. BUDGET & FORECASTING REPORT
4.5. COGS Report
4.5.1. To be generated on a monthly basis (i.e. for a 30/31 day period)
4.5.1.1. it'll breakdown the expenditure among the food & drink cost categories
4.6. BUDGET & FORECASTING REPORT
5. SALES
5.1. MONLTHLY REPORTS
5.1.1. Spreadsheet to detail all the sales made
5.1.2. details any misallocations between how a sale was booked and how it was paid for
5.1.2.1. these are to be indicated on the day's banking form (summary document filled in by the cashier)
5.1.3. can be used in place of the TO reports and departmental sales generated from the POS
5.1.4. To be used in the sales reconciliation (till reconciliation, PDQ reconciliation)
5.1.4.1. This will serve as a point of reference between the Kioko team and the internal team
5.2. MASTER TRACKER
5.2.1. Summarizes the sales figures on a weekly as well as on a monthly basis
5.2.1.1. these sales figures are split between Dine-In sales, Delivery sales, food Sales, and drink sales
5.2.2. Other indicators include; top selling items (both food and drink), Food cost, drink cost, Labor cost, COGS
5.2.2.1. top selling items in terms of both quantity and value
5.2.3. Monthly Stats: this 'tab' offers a summary of the numbers run over a calendar month
5.2.3.1. it will serve as a summary of the month's numbers and performance metrics
5.3. CASH TIPS RECON
5.3.1. Details the cash received and the cash banked
5.3.2. reconciliation is on a reducing balance summing the cash received from bills paid and netting the cash banked (and/or tips paid out)
5.3.2.1. used to generate the summary sales numbers
6. Payroll
6.1. Kioko: Payroll processing and filing of statutories
7. PAYABLES
7.1. SUPPLIER INVOICES
7.1.1. details each invoice from every vendor. Most important being the invoice number and payment status
7.1.2. this also summarises each vendors's balance (i.e. sums all the unpaid invoices)
7.1.3. Each month's' summary is presented at the first page "Payment Schedule"
7.1.3.1. Color coded are the balances to reflect whether or not the vendor has shared a statement of accounts
7.2. PEPPERTREE INVOICES
7.2.1. This folder is populated with scans of each invoice delivered.
7.2.1.1. updated every two weeks
7.2.1.2. Naming convention used (<Vendor><date>)
8. ACCOUNTING
8.1. EXPENSE POSTING
8.1.1. INVOICES
8.1.1.1. SUPPLIERS
8.1.1.1.1. FOOD & DRINK
8.1.1.1.2. OPERATIONAL
8.1.2. PETTY CASH
8.1.2.1. posted every two weeks once the statement is shared
8.2. SALES POSTING
8.2.1. BREAKDOWN - % split between food & drinks. Applied to all the categories
8.2.1.1. ACCOUNTS
8.2.1.1.1. invoices generated for each day's sales
8.2.1.2. WALK IN SALES
8.2.1.2.1. sale receipts
8.3. RECONCILIATION
8.3.1. BANK
8.3.1.1. statement received
8.3.1.1.1. payments allocated to supplier invoices
8.3.2. PETTY CASH
8.3.2.1. statement received
8.3.2.1.1. receipts are matched against each transaction
8.3.2.1.2. statutories charged against their respective sub accounts under payroll liablities
8.3.3. SALES
8.3.3.1. merchant statements match recorded transactions
8.3.3.1.1. journals have been passed allocating sales to their respective accounts i.e. cash, till, PDQs
8.4. MERCHANTS
8.4.1. COMMISSIONS
8.4.1.1. posted once the statement is received
8.4.1.1.1. UBER
8.4.1.1.2. JUMIA
8.4.1.1.3. GLOVO
9. SALES RECORDING
9.1. INTERNAL
9.1.1. Record the details of each transaction for each day across each account (Cash, Cheque, Credit Card, and Accounts)
9.1.1.1. Keenly note any "occurrences" that might skew the reconciliation
9.1.1.2. Detail every/any booking fee paid i.e. date paid, date reserved, and booking fee sent
9.1.2. Send TO Reports to Accountant every month
9.1.2.1. Kioko: Off book analysis and recon of Daily sales and TO report
9.2. KIOKO
9.2.1. Kioko: Posting of customer invoices and sales receipts
9.2.2. Kioko: Posting of commissions and offsetting the same against customer invoices
10. SALES
10.1. ACCOUNT RECONCILIATION
10.1.1. THIS IS TO BE COMPLETED ON A MONTHLY BASIS BEFORE THE SECOND WEEK
10.1.1.1. INTERNAL TEAM
10.1.1.1.1. Match every sale detail to the summary statement received from the third party (Safaricom, KCB, and Equity)
10.1.1.2. KIOKO TEAM
10.1.1.2.1. Kioko: Recon of Cash/Till/PDQ (KCB & Equity) and Tips
10.1.2. Any needed correspondences are to be had early in the second week
11. ANALYTICS
11.1. INVENTORY MANAGEMENT ANALYSIS
11.1.1. to be generated on a monthly basis and included in the Month's performance report
11.1.1.1. contextualizes the purchases with a comparison to the level of sales recorded for a particular Cost object category
11.1.1.1.1. the metrics are to judge performance and may also be used as a counter for any singularities that cannot be explained by the purchase summaries
11.2. SALES & EXPENSE FORECASTING
11.2.1. Generated on a weekly basis
11.3. FINANCIAL STATEMENT ANALYSIS
11.3.1. Performed on a monthly basis
12. RECONCILIATION
12.1. SALES RECONCILIATION
12.1.1. INTERNAL TEAM
12.1.1.1. Request for merchant (Mpesa, KCB, and Equity) statements - at every month's end
12.1.1.1.1. Matching each day's summary in the internal trackers to the statements provided
12.1.2. KIOKO TEAM
12.1.2.1. Kioko: Recon of Cash/Till/PDQ (KCB & Equity) and Tips
12.1.2.2. Kioko: Posting of journals from undeposited account to Cash/Till/PDQ (KCB & Equity) and Tips
12.2. PETTY CASH RECONCILIATION
12.2.1. INTERNAL
12.2.1.1. Request for the Mpesa Statement, once every two weeks (15th)
12.2.1.1.1. transfer the transaction details as is in the statement to the Reconciliation workbook
12.2.2. KIOKO
12.2.2.1. Kioko: Posting and recon of petty cash every two weeks
12.2.2.1.1. Recon Windows - 1st and 15th of every month
13. Tax Obligations
13.1. Kioko : Filing VAT & WHT, catering levy
13.1.1. VAT & Withholding tax - 20th
13.1.2. Catering levy - 10th
13.1.3. NSSF, NHIF, PAYE - 9th
14. RECONCILIATION
14.1. PETTY CASH RECON
14.1.1. this details the transactions made through the MPesa phone
14.1.2. The details herein are as per the statement from safaricom
14.1.2.1. These are counter-checked against the invoices that have been handed in after a purchase
14.1.2.2. each receipt is logged in as present/absent when compiling the month's transactions
14.1.2.2.1. this is to keep the users informed
14.1.3. *for integrity purposes this document will have only one editor. Any invited users will have only Viewing privileges'*
15. COST ACCOUNTING
15.1. Daily Expenses
15.1.1. splits each invoice/receipt into the respective cost category
15.1.2. Summarizes the weeks' total spending
15.1.2.1. this week totals do not include any expenses incurred for staff food and supplies (indirect COGS)
15.1.2.2. computes each week's after tax sales
15.1.2.2.1. used to calculate each week's food & drink cost (% of net sales
16. TROUBLE SHOOTING
16.1. FINANCE
16.1.1. SALES
16.1.2. COST
16.2. OPERATIONS
16.3. BUSINESS PERFORMANCE
16.3.1. COST
16.4. LICENSING & STATUTORIES
16.5. SUPPLY CHAIN
16.6. CUSTOMER EXPERIENCE
16.7. MAINTENANCE & REPAIR
16.8. HR
17. Root Cause Analysis
17.1. INSPIRE
17.1.1. TO ask questions
17.1.2. to be methodical in her thinking
17.1.3. to be affirmative in her quest for answers
17.1.4. humble confidence
17.2. EQUIP
17.2.1. Trend analysis
17.2.2. Data collection
17.2.3. Data presentation
17.2.4. Ideation
17.2.5. Story telling
18. Cost Savings
19. CATEGORIES
19.1. REPORTING
19.1.1. FINANCE
19.1.1.1. SALES
19.1.1.1.1. TRACKING
19.1.1.1.2. RECONCILIATION
19.1.1.2. COST REPORTING
19.1.1.2.1. COGS
19.1.1.3. EXPENSE REPORTING
19.1.1.4. MANAGEMENT REPORTS
19.1.2. OPERATIONS
19.1.2.1. VARIANCES
19.1.2.1.1. REPORTING
19.1.2.1.2. VARIANCE FOLLOW UPS
19.1.2.2. STOCK LEVELS
19.1.2.2.1. STOCK ON HAND
19.1.2.3. PROCUREMENT
19.1.2.3.1. MISSING ITEMS
19.1.2.3.2. ORDER FOLLOW UPS
19.1.2.3.3. SUPPLIER SOURCING
19.2. ANALYTICS
19.2.1. FINANCE
19.2.1.1. DASHBOARDS
19.2.1.1.1. WEEKLY
19.2.1.1.2. MONTHLY
19.2.1.2. TREND
19.2.1.2.1. SALES
19.2.1.2.2. COST
19.2.2. OPERATIONS
19.2.2.1. ORDER LEVELS
19.2.2.2. COST COMPARISON - SUPPLIER
20. GAAP
20.1. SALES
20.1.1. MENU ITEMS
20.1.1.1. USAGE
20.1.1.1.1. VARIANCE
20.1.1.1.2. PROCUREMENT
20.1.1.1.3. ANALYTICS
20.1.1.2. REPORTS
20.1.1.2.1. SALES SUMMARY
20.1.1.2.2. WASTAGE
20.1.1.2.3. DISCOUNTS & VOIDS
20.1.2. CASH, TILL, PESAPAL, EQUITY
20.1.2.1. USER vs COMPUTER
20.1.2.2. TIPS