Use loss reasons

To be able to book losses at the POS system, first select a reason for loss and then book the corresponding item. The item is automatically posted without a sales price. On the loss report and the operator report (to the extent that it includes loss postings), losses are shown at purchase price and broken down by reason of loss.

Examples of how to handle losses:

A guest orders another sundae, as production has not yet started on the basis of the order slip, the operator can book a cancellation and order the new item. The customer can optionally specify a change order as the cancellation reason.
A guest complains about the ice cream sundae on delivery. The operator books the same sundae again, but with the reason for loss complaint. The first sundae is disposed of. If necessary, the return of the item complained about must be confirmed by the producing employee by signing the new order slip (with the reason for loss complaint).

If you do not want to give your operators permission to book losses, have these cancellations booked and consider them in the operator billing. Cancellations recognised as losses can then simply be retroactively rebooked for reasons of loss.

If you want to post entire transactions to loss, create a macro in cashier mode that applies the loss reason to the transaction.

If you want to "mechanically secure" the loss postings, create a "loss key" or a "loss card" (magnet or transponder card) by creating a virtual operator to whom you assign the key or cards along with the reason for the loss.

When issuing invitations and similar goods, make sure that you comply with the law. In Germany, for example, there is a limit of €35 per person per year in 2014 which can be given as a gift. If you invite someone to more, this may have tax implications. Clarify this in any case with your tax advisor.

Best Practice Protection against "false invitations

A "popular trick" of some operators works like this: First, the guest is invited with the consent of the responsible persons. But often this is followed by further orders from the motivated guests. When the operator then receives the invoice at the end, it no longer includes the repeat orders after the invitation (reason: the process was actually already completed). The operator therefore adds the guests' repeat orders by hand and adjusts the final total. He thus increases his tip by the unbooked but paid reorders!

You can control this with a simple function and also give a better feeling to guests who are simply invited without then reordering. Because the guests know that the invitation was made with the knowledge and agreement of those responsible. The "control by the guest" works as follows:

Define a reason for loss e.g. as an invitation (or advertising costs). Use a friendly text for the invoice, e.g."The team from xxx invites you:". The operator also posts the invitations to this loss reason in the cash register. This is the correct fiscal path anyway. Thus, all invitations appear at 0,- on the settlement with the guests and the business is relieved of the merchandise. The loss reports evaluate the use of goods for you.

The guests can see exactly on the invoice that you are booking your invitations correctly. There is no reason not to enter further orders into the POS system and the guests will become suspicious if the operator now wants to add handwritten items and will see through the operator. Even the operators with the bad intentions notice this control and try to add bookings that are no longer handwritten, as has been proven many times in practice.

Whether or not you use it for fraud control, it is the correct way to do it and you will make your guests and loyal operators feel comfortable knowing that the invitation was made with the knowledge of the establishment.

By the way: If you had booked another bottle of wine "as corked" to loss on the same transaction, this loss would not have appeared on the invoice because you define such losses accordingly. However, in the internal data of the transaction and in checks, it can be seen exactly that you unfortunately also lost a bottle of wine at this table. Likewise, your loss reports and inventory management are completely correct.

You can create your goods usage reports with or without loss postings. Without the loss postings, you can use evaluations it for your internal control (what can "the kitchen/ the bar" do for it if someone is to be invited). Your tax advisor will use the loss postings for the corresponding depreciation and in your BWA this will not be charged as a flat rate cost of sales. Conclusion: This gives your loyal team the correct opportunity to invite good guests and you always keep control.

Check complex losses at the POS

In connection with larger events or depending on the workflow concept, it can be useful to control the losses from certain (large) operations. Open the corresponding transaction and press the cash register function Show reason for loss. The programme filters the process for losses and lists them:

In case of a very large number of losses, you can align the grouping according to responsible operator, for example, for orientation.

With the button Process info on you can call up details of a process similar to the Master Process overview:

Back to the parent page: Loss management in practice