Restaurant Forms

Introduction The suggested forms contained in this section are intended to provide the restaurant operator with a complete picture of the business by providing the data needed for the preparation of helpful financial statements. The forms illustrated may in some instances be more detailed than is necessary, in which case the restaurant operator will use those columns and spaces to fit individual needs. The information put on these forms comes from data generated by basic routines and equipment including point-of-sale terminals (cash registers), checkbook or voucher systems, payroll records, and the paid and unpaid invoice files. Report preparation is a step which requires a person with some technical and bookkeeping talents; however, no attempt is mode in this text to explain any technical accounting points, such as the difference between the cash basis or accrual basis of accounting, the use of prepaid or accrued expenses, allowance for depreciation, or the like. In the event the owner or manager is not familiar with bookkeeping methods we suggest that a part-time bookkeeper be employed to make the necessary closing entries each month. The operator has another choice for preparation of the financial statements since the statement con be prepared by using a software package. All current and comparative data required con be prepared using software, assuming accurate basic data is provided by someone at the restaurant. A statement of income is a summary in dollars and cents of the operating transactions of a restaurant made during the period of time it covers. To reflect the financial results of operations in the restaurant business, as in any other, certain adjustments must be made to the accumulated doily figures compiled during the month by the owner or bookkeeper. These adjustments ore recorded in a general journal, Form 6, explained in this section. Since most adjustments are of a routine nature, most can be made by a bookkeeper with proper and regular review. However, unless statements are prepared purely on a cash receipts and disbursements basis, someone with a knowledge of double-entry bookkeeping will be required to prepare or to explain what is to be done. t is also obvious that this book cannot be a bookkeeping text. The primary purpose for this section is to illustrate how a good record of daily transactions will aid the operators of smaller restaurants. They will then be in a position to have proper statements prepared with o minimum of work on the part of a bookkeeper or accountant at the end of the month or at the end of the fiscal year. Most businesses are conducted to produce income; consequently, the owner is vitally interested in how much money is made or lost. A prudent restaurant operator is also interested in how the restaurants results compare with a predetermined profit plan. These are questions readily answered by analyzing the operating results reflected in the statements bused on data made available from a simple but adequate record-keeping system, summarized and adjusted by a bookkeeper. The extent of available information on sales, food costs, other expenses and profits depends on the amount of detail mode available by the records. The object of the forms outlined in this section is primarily to place the restaurant operator in o position, with only a few entries each day, to have the records necessary to accumulate the daily transactions that will Facilitate preparation of a monthly statement. Thus, all of the instructions in connection with these forms are directed toward the daily use of the sample forms by the owner, manager or someone delegate For the task. If the entries are made daily, correct record keeping will not be a burden or nuisance, and the owner can easily keep abreast of the business as it progresses. This section also attempts to free the restaurant owner of the thought that bookkeeping and bookkeepers are a necessary nuisance continually annoying them with detail. Our purpose is, instead to implant the idea that properly compiled figures can become an invaluable tool in improving a business situation, That is why the earlier statement was made that the bookkeeping forms, as outlined, were designed to give complete detail on operations, f desired. Also, the forms ore flexible enough so that the user can eliminate any detail and retain only that port which is practical in each particular case.