Garlic Jim's Opening Closing Procedures

Garlic Jims University of Pizzaology
Bachelors Program
Junior Studies - Asst. Manager
Course 3
Opening & Closing
Procedures
Delivering our Customers a perfect pizza EVERYTIME

Delivering it fast and safely EVERYTIME
Being knowledgeable about our products ALL THE TIME
Keeping a clean, friendly image ALL THE TIME
Opening & Closing Procedures
Junior Studies- Asst. Manager
Course 3

It is very important to follow and teach the correct daily procedures each day at your Garlic
Jims Famous Gourmet Pizza location. They are a vital part of the management teams job
description. The proper steps are outlined below to help guide you through the process of
both opening and closing the store each day. Remember that you must safeguard your
employees and your customers at all times and not allow the steps taught in this module to
go undone. Make it a habit and it will get done the same way each day.
Learned Skills
Proper Steps to Opening the Store
Proper Cash Preparation for Till and Drivers
Proper Dough Usage Amounts
Proper Evaluation of Previous Nights Close
Proper Steps to Closing the Store
Proper Steps to Closing the Breakaway Vision POS system
Proper Steps to Locking and Securing the Store
Junior Studies- Asst. Manager Course 3 - Opening & Closing Procedures

Copyright 2015 GJ Franchise Systems Inc.
Confidential Page 2 11-30-15
Course 3
Proper Steps to Opening the Store

The opening manager plays a vital role in preparing the store for success. They have a
variety of duties and must wear a variety of hats. The primary job of the opening manager is
to prepare the store for the anticipated sales volume for the day. You will find listed below a
sequence of the daily tasks the opening manager must perform and some helpful hints
associated with each. Each task will be listed chronologically and are written with a lunch
store as the first focus.
1) The opening manager arrives at the store before scheduled, turns on the lights and
disables the alarm system with the appropriate code. (See your store owner for
appropriate code for security system).
2) Manager turns on all POS system components and prepares POS system to begin
taking orders. Check for timed orders that may be set for that day. Prioritize these
steps accordingly to accommodate the on-time delivery of any large prearranged
orders. Expect to get in the store earlier on heavy volume days.
3) Manager removes till from safe and counts to ensure the proper monies are available
(see Cash-Handling Policies and Procedures). Take note if small bills or coins are
needed. Once till funds have been verified, place till in front register.
4) Manager reviews schedule and evaluates staffing as compared to recent sales trends
(see Hourly Sales Chart in Management Tools). Manager should begin calling in
additional staff if scheduled amount is insufficient.
5) Manager makes $20 (two five dollar bills and ten one dollar bills) driver banks for
exactly the amount of drivers scheduled for the day. Note that all drivers need to
have their own coin prior to starting their shift, approximately $2.00 in loose change.
6) At this point the store should be ready to receive orders and conduct business if the
store was closed properly.
7) Evaluate the previous nights close using the Store Cleanliness Evaluation as a guide
(see Proper Evaluation of Previous Nights Close listed in this manual).
8) Evaluate the ending inventory counts from previous evenings shift to ensure proper
inventory control. If the variance numbers in your POS inventory are off then you
need to have a conversation with the individual that closed the night before. You
should also review the labor cost as well and make sure the shift runner or the
assistant manager is not holding onto employees too long. Constantly monitoring
these numbers will alert you immediately to any increases and wont surprise you on
Sunday when its too late to manage the labor and food numbers.
9) Evaluate dough to determine date and proof state. Remove the needed dough for the
anticipated lunch business and leave a buffer in case it gets even busier.
10) Pull sauces from cooler and gather all utensils needed for production. Hint: Start the
crew off right by putting the proper size spoodle in each specific sauce. Doing this
will minimize confusion, reduce overuse and guarantee consistent products.

Course 3
11) Complete the Daily Prep Checklist, and perform the needed prep requirements to
ensure that all items are prepped (review Food Prep module as needed to maintain
proper procedures).
12) Re-stock make line with any pre-prepped items available. If any items are needed
that are not under the make line, make sure to prep these items before opening
store.
Store Stations Checklist
Once the proper requirements have been met to open the store, review each
station for possible overlooked areas:
A. Order Taking Stations All stations on and working properly, pens available
for checks or credit cards, all printers functional and stocked with paper. Menus
fully stocked and all advertising and promotional information available for quick
reference.
B. Dough Station Dough sheeter is functional, dough proofing properly, pizza
flour mix is available, dough scraper and dough docker available and clean.
C. Sauce Station Buckets of Garlic Jims pizza sauce are available including
spoodles and back-up utensils. Olive Oil full in squirt
bottle along with the brush and brush cup.
D. Make Line Check to make sure cheese scale is
functional and in place. Double check that all items
are adequately stocked and ready.
E. Ovens Turn on oven at least 15 minutes prior to
opening or first order completion. Place clean bubble
popper on handle of oven for quick use.
F. Cut Table Make sure that the following items are
available and stocked: Pizza Peel, at least 3 pizza cutters, mints, pizza savers,
tortilla chip bags, sauce cups and parmesan cups taken out from cooler. Also,
check to make sure pizza boxes are fully stocked in the front of the cut table.
G. Driver Station Menus, magnets, cups, plates, forks, spoons, parmesan
cheese packets and red pepper packets stocked and ready. Turn on heat racks
and delivery bag warmers.
H. Soda Cooler Check to make sure soda inventory is adequate and rotated to
ensure freshness by checking dates on the bottles. Also, any pre-prepped
salads are rotated and filled as needed. Look for wilted or browning salad
greens and when in doubt throw it out, even if date says it is still good.
Replenish all salad dressing for quick access.

Course 3
I. Ice Cream Cooler Check for adequate inventory. Communicate any out-of-
stock flavors with staff via the front wall reference notes. Create a list of all
out-of-stocks so CSRs can educate customers.
J. Lobby Walk through the lobby looking at everything from the customers
perspective. Make sure windows and doors are clean, take out menus and
magnets are stocked and movie/promo is playing on the lobby display system.
Ensure menu boards are clean, current and well lit. Double check to make sure
there are no cobwebs in ceiling area and dust is cleared from the window sills.
Five minutes prior to open turn on all signage including open sign. Exterior
Main sign must be left on at all times unless it is on a timer.
K. Paper Towel and Soap Dispensers Check to make sure all paper towel
and soap dispensers are full and ready for the day. It is a health code violation
to operate a store with inadequate hand wash stations.

Course 3
Proper Cash Preparation for Till and Drivers

As you read in Cash Handling Policies & Procedures, proper cash-handling is of paramount
importance. Below is a reinforcement of techniques for properly counting the till for the days
business. Also listed is the proper way to handle the delivery driver banks.
Starting Till Amount: Regardless of your starting till amount, it is important to run an
itemized print receipt of the money you count out for the
starting till amount. It is best to count the change from
quarters (.25) to pennies (.01) then count the bills from dollars
($1) to twenties ($20). [See picture below] Then put that
receipt into the far left dollar slot for the closing manager to
verify that the count was completed. After count is complete,
place till in the front register and make sure that it is closed
and locked. NEVER STORE MORE THAN $100 IN TILL AT ANY
TIME. KEEP REMAINING TILL AMOUNT IN SAFE.
Driver Bank Preparation: Each driver will receive a $20 bank at the start of each shift.
The bank will consist of (2) Five dollar bills and (10) One dollar
bills. The best way to make sure that each driver gets only one
bank is to make only enough banks for the drivers that are
scheduled for that days shift. Also, it is best to store these
banks in the safe so that the Manager-In-Charge is the only
one who can hand them out to drivers. Do not store the banks
in the till as this will cause the till to exceed the $100.00 level.

Course 3
Proper Dough Usage Amounts

The proper amount of dough that should be pulled each day depends on the predicted sales
amount for the store. A few key tools and indicators will help you determine the proper
levels of dough to use each day. These tools include the Menu Sales Report, Sale Recap
Report, Usage Per Thousand Chart and Pie Hour Chart. Please remember that bringing all
your predicted dough usage out at one time for the given day is not good practice. If you do
this, your dinner rush dough will be too warm to use and will end up resulting in wasted
product. If you are opening for lunch, use the
information from the menu sales (Breakaway POS) and Reminder: Always use a metal
information from your Pie Hour Chart to help determine stem thermometer to
how many orders you have been averaging. accurately monitor your dough
temperature. Time alone is not
the determining factor allowing
dough to proof perfectly.
Proper Evaluation of the Previous Evenings Close

You will recall that the very first module was New Employee Orientation. In that module, we
described our philosophy of being clean freaks and safety fanatics. With that information in
mind, it is your job as the store operations manager to provide appropriate feedback and
instruction of how each store should look every day before it opens for business. Therefore,
it is highly important that you evaluate each previous nights close by grading the
performance of the closing crew and providing feedback to them. The form that
accomplishes this task is the Store Cleanliness Evaluation which can be found in the
Management Tools section of this book. This form should be filled out each morning and
posted by the employee schedule for all team members to see. This form highlights and
evaluates the following aspects of store closing and cleanliness:
Front Lobby and Front Parking Cleanliness

Slap Table, Make-line and Cut Table Areas
Walk-in Cooler & Backroom Storage Organization
Office Organization
Bathroom Cleanliness
High Traffic and High Use Areas
Dish Cleanliness and Organization
Outside Back Areas of Store Cleanliness

Course 3
Proper Steps to Closing the Store

Closing a Garlic Jims Famous Gourmet Pizza store at night can be a quick and easy routine if
you establish efficient techniques to help achieve the standards set forth by the following list
of procedures. As the closing manager, it is your responsibility to provide great products and
service to every customer as well as manage labor costs, clean the store, collect and deposit
all receipts and accurately account for all inventory and assets. In this section we will cover a
timeline of a typical night for a closing manager.
The following tasks are performed in preparation of closing while the store is still
opened:
1) Dinner Rush Focus solely on providing each customer with superior products and
service. Do not under any circumstance break down the make line before 9pm since
this just slows down the service.
2) Post Rush Begin sending home opening managers and opening drivers as well as
rush insiders and rush drivers.
3) Begin cleaning the store other than production area. Deposit all cash, checks and
credit card receipts from the till into the safe leaving only necessary amount of cash
to make change. Typically $50 or less is adequate.
4) Prior to close (typically around 10:00pm) Count inventory starting from the back of
the store, moving to the walk-in cooler, then dry goods in the production area. Leave
the make line inventory for last as it might still be needed in production. The best
way to be accurate on inventory counts is to count the same way each night. An
accurate count will ensure that overuse can be tracked and food cost will reflect
accurate amounts used.
5) Break down the make-line when all accurate inventory amounts have been recorded.
6) Finish cleaning as much of the store as possible, everything other than the production
area and floors should be cleaned. Refer to your Safety & Sanitation module to make
sure you understand the proper ways to clean the store effectively each night.
7) At closing turn off the open sign and make sure all doors are locked. Begin your
nightly paperwork, entering in any food deliveries or store transfers into your POS
system that has not been inputted.
Remember:
Garbage in- Garbage out!
Human error is the number one
reason why the system doesnt
report proper information!

Course 3
The following tasks are performed after closing for business:
Begin by entering in your nightly inventory count using the steps listed below:
1) Go to Management module.
2) Select Inventory from the tool bar at the top of the screen.
3) Select Inventory from the list to open up your inventory screen.
4) Enter ending inventory amounts for each item with a blank field (any white
field). Pay attention to note the count types and make sure each item is correctly
being counted by specific type: i.e. case, pound, ounce or bundle.
5) Review any larger variances for count accuracy. Only extremely accurate food
counts will yield correct food cost numbers.
6) Begin organizing the money. Face all cash the same way and separate the
denominations. Review to make sure all checks have been written correctly. All
checks should have order numbers written on them. Credit cards receipts should
be sorted and kept in order by daily sales order number.
7) Count your till to the exact amount using an adding calculator. All the left over
cash and coin will become your cash portion of your deposit. When counting
your till always run a tape with the 10 key. Sign and date the tape when you
have completed this process and you are confident the till is at exactly the
desired amount. The amount of money kept in a till is determined by the owner
of the store based on the volume and cash needs of the store.
8) Count the cash, checks and coin to be deposited twice. Include a signed 10-key
tape with your cash and coin deposit.

Course 3
Credit Card Verification Process
To verify that all tips and all credit card transactions have been inputted into the
system properly, follow these steps:
A. Enter into the Management module of your POS.

B. Go to the Daily tab.
C. Select Credit Cards Transactions.
D. Review all credit card transactions on the screen as compared to your
printed credit card receipts (in numerical order).
E. Verify that all tip and sales total amounts are the same and that all
credit card transactions are showing on the screen.
F. If there is a discrepancy, document that you have followed this
process by itemizing all your printed CC receipts on a 10-key and
compare the amount that appears on the CC transaction screen. Make
sure you enter the tips in slowly and verify each entry before moving
on to the next entry.
G. Once this process has been completed and all totals match, select the
Post authorization button on the CC transaction screen.
H. Once authorization has been completed, go back to the Daily and
select the Settlement option from the drop down screen. NO
ADJUSTMENTS CAN BE MADE ONCE SETTLEMENT HAS BEEN
SELECTED.
I. Once the settlement has been completed the system will auto
populate all credit card deposit information into the transaction
screens as well as your daily summary.
Once you have completed the Credit Card verification process continue to
the final steps of entering in your transactions:
9) Enter your cash and check deposit amounts in the system by going to Daily then
Operational Transactions and selecting bank cash or bank check, depending
on the currency type. Make sure you enter the correct amounts and include the
initials of the person preparing the deposit.
10) At this point all money should be accounted for. Go to Daily and then
Summary to verify that there are no cash discrepancies. If a discrepancy is
found, begin troubleshooting by recounting all cash and checks first, then review
all your credit card transactions. Typically most discrepancies are found when
recounting the cash and checks.
11) Prepare your bank deposit sip. Make sure the deposit slip is written clearly, dated
and signed. Record your deposit amount and bag number on your Deposit Log.

Course 3
Proper Steps to Closing the Breakaway Vision Point-Of-Sale

System
The Breakaway Vision system includes an End of Day process that updates your system and
completes your closing procedures. All order information is copied to history files, all
paperwork information is copied to history files, all operations files are re-indexed, and
system and processing dates are updated.
Before running End of Day, you must complete all other closing procedures. When those
tasks are completed, use the following instructions to run the End of Day process:
1) Open the Management module and from the Daily tab, click End of Day Process.
2) At the message, This process cannot be undone! Are you sure? click Yes.
3) If you have not completed the closing procedures, the End of Day process screen will
appear with the following message, The End of Day process CANNOT run for the
following reasons:
4) Click Close and resolve the problems listed.
5) If you have completed the closing procedures, the End of Day process screen will
appear with no message. Click Ok.
6) Insert the appropriate day of the week CD in the CD drive. (CDs provided by
Breakaway)
7) The message. This process cannot be undone! Are you sure? will appear again.
Click Yes.
8) Select Close All Applications.
9) Select Till Change Bypass.
10) The End of Day process screen will appear with the message Complete and you are
prompted to click Ok. Then you have the option to print your batch reports if desired.
Troubleshooting
End of Day process says that not all employees are clocked out.
End of Day cannot run if employees are clocked in. If the employee is present, have
them clock themselves out before running End of Day. If the employee has already left
the store you can manually clock them out. To do this from the Management module,
open Daily then Employee Checkout. Find the employees name in the list and double
click that row to bring up a new window displaying that employees information. Click on
the Time Clock button at the top of that window and then click Yes to clock them out.
Keep in mind that this will clock them out at the current time; if their time needs to be
adjusted you can click on the Manager button and select Edit Time to change the
employees clock out time.

Course 3
End of Day process says that not all orders have been completed.
The End of Day process cannot run until all orders have been completed. If any orders
are still being taken or have not been completed the end of day must wait until they are
complete. Additionally, the user can click the Complete All Orders button to manually
close all orders. This option will prevent any current orders from being completed.
Cash Over or Short of the Correct Amount
Count the cash and coin to be deposited for a 3rd time. Include a signed 10-key tape with
your cash and coin deposit. Count all the checks to be deposited for a 3rd time. Include a
signed 10-key tape with your check deposit.
If a discrepancy is not found by recounting all cash and checks, then review all your
credit card transactions. Typically most discrepancies are found when recounting the
cash and checks but some times things just wont add up correctly. Make sure that all
orders are completed and leave a note for the opening manager. If you choose to settle
End of Day before you leave, you will not be able to settle any over/short issues the next
day. Sometimes it is best to have the morning person recheck your work and settle End
of Day it in the morning. Make sure to leave a note for the opening manager and secure
all funds in the safe!
Proper Steps to Locking and Securing the Store

Now that all the above tasks have been completed successfully you are ready to do a few
more last minute steps to ensure proper steps have been taken to exit the store.
Follow these few remaining checks to make sure you are ready to go:
1) Perform a quick walk through to make certain that all cleaning tasks have been
completed. Some areas to look for are: Underneath make line swept, trash cans
empty and new bags put in them, all utensils brought to the back, dishes clean and
put away if dried, bathroom cleaned, safe dial spun and most importantly the empty
till is placed on the front counter in plain view.
2) Take deposit with you if you drop it at night at the bank.
3) Set your Away code in the alarm system.
4) Exit building and lock door behind you and verify by pulling on the door handle.

Course 3
Opening & Closing Procedures Test
Name________________Date_________
1. When opening the store, how much time should you allow for the oven to get up to
temperature?
2. While getting ready to open the store what time should you turn on the open sign and
the interior sign package?
3. When opening the store for the day how much money should you have inside the till?
4. What form should I use when evaluating the close the night before?
5. What time must all Garlic Jims locations turn off their open sign?
6. What is the number one reason why the system doesnt report accurate food cost
information?
7. What should you do if the end of day process says Some employees are still clocked in?
8. At what point do you insert the end of week CD into the CD drive?
9. At the end of the night what should your do with the empty till?
10. What is the primary focus and responsibility of the closing manager?


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Garlic Jims University of Pizzaology

Delivering our Customers a perfect pizza EVERYTIME

Opening & Closing Procedures

Proper Steps to Opening the Store

Proper Cash Preparation for Till and Drivers

Proper Dough Usage Amounts

Proper Evaluation of Previous Nights Close

Proper Steps to Closing the Store

Proper Steps to Closing the Breakaway Vision POS system

Proper Steps to Locking and Securing the Store

Junior Studies- Asst. Manager Course 3 - Opening & Closing Procedures

Proper Steps to Opening the Store

Junior Studies- Asst. Manager Course 3 - Opening & Closing Procedures

Store Stations Checklist

Junior Studies- Asst. Manager Course 3 - Opening & Closing Procedures

Junior Studies- Asst. Manager Course 3 - Opening & Closing Procedures

Proper Cash Preparation for Till and Drivers

Junior Studies- Asst. Manager Course 3 - Opening & Closing Procedures

Proper Dough Usage Amounts

Proper Evaluation of the Previous Evenings Close

Front Lobby and Front Parking Cleanliness

Junior Studies- Asst. Manager Course 3 - Opening & Closing Procedures

Proper Steps to Closing the Store

Junior Studies- Asst. Manager Course 3 - Opening & Closing Procedures

The following tasks are performed after closing for business:

Junior Studies- Asst. Manager Course 3 - Opening & Closing Procedures

Credit Card Verification Process

A. Enter into the Management module of your POS.

Junior Studies- Asst. Manager Course 3 - Opening & Closing Procedures

Proper Steps to Closing the Breakaway Vision Point-Of-Sale

Junior Studies- Asst. Manager Course 3 - Opening & Closing Procedures

Cash Over or Short of the Correct Amount

Proper Steps to Locking and Securing the Store

Junior Studies- Asst. Manager Course 3 - Opening & Closing Procedures

Opening & Closing Procedures Test

Junior Studies- Asst. Manager Course 3 - Opening & Closing Procedures

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Garlic Jim's Opening Closing Procedures

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