Order Taking & Billing Methods — KOT System, Duplicate, Triplicate, Computerised & 7 Billing Types

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F&B Service · Part 5 · Module 12

Order Taking & Billing Methods — KOT System, Duplicate, Triplicate, Computerised & 7 Billing Types

By Tourism369 · Food and Beverage Service · UGC NET Paper 2

No dish leaves the kitchen without a KOT. Even the General Manager needs a complementary KOT. Triplicate system: white copy = kitchen, second = cashier, third = waiter’s reference. Running order = extra dishes ordered by guests already dining. Here is the complete guide.

📋 KOT — Kitchen Order Ticket

The checking system controls food and cash — the two most tempting things in a hotel. A good system ensures every dish going out of the kitchen is recorded and billed. No dish goes out without a KOT — even for the General Manager (a complementary KOT is mandatory).

KOT must contain: Name and code of waiter · Date and time · Table number · Number of guests · Food order and quantity · Signature of order taker.

Running Order = additional order placed by guests already dining (served with priority). Date/time on KOT helps the Aboyeur set priority — earlier orders executed first (except running orders).

📝 3 Checking Systems for Order Taking
1. Check and Bill System
For limited-item operations (steak houses, sandwich centers, carveries, burger joints). Checking and billing combined. Dishes printed on check pads with quantity and amount columns. Top copy = kitchen. Second copy = guest’s bill. Used in specialty restaurants with static menus.
2. Duplicate Checking System
Order taken in DUPLICATE. 1st copy → kitchen (inserted into locked box after execution — key in control office). 2nd copy → waiter’s reference during service + used to make bill. Used in popular restaurants and cafes, fixed-menu restaurants.
3. Triplicate Checking System
Used in majority of medium and large establishments. 3 copies, same serial number. Must include: table number, number of covers, date and time, waiter’s name and code, signature.

Copy 1 (White) → Kitchen → Aboyeur at hotplate announces order → executes dishes → inserts KOT into locked box (key in control office)
Copy 2 (Cashier’s copy) → Cashier makes the guest’s bill. KOT number written on bill. Billing clerk checks all dishes charged correctly. Retained by cashier for verification by control staff.
Copy 3 (Waiter’s copy) → Retained at sideboard as reference during service. May be called by control department anytime.

Any cancellation/correction on KOT must be signed by the head waiter or supervisor.
💻 Computerised System (POS)

Based on duplicate or triplicate method. Order taker passes order to system → two copies of KOT/BOT printed → one to kitchen/bar + one to waiter for reference. Advanced systems: waiter uses hand-held device → order prints directly in kitchen → waiter gets signal when dishes are ready.

Clarity — no overwriting
Time-saving — less processing time
Bill printed quickly without arithmetic errors
Management information: fast/slow dishes, top salesperson, cash/card settlement, residential vs chance guest sales
Good control · No duplication of work · Keeps area tidy
💰 7 Billing Methods
1. Bill as a Check
Duplicate copy of food order = bill. Guest pays cashier directly or through waiter. Cash handed to control at end of service. Used in smaller hotels, popular restaurants, department stores, cafes.
2. Separate Bill
Bill made by billing staff at end of service referring to 2nd copy of KOT. Serial numbered, made in TRIPLICATE. Top copy → guest in folder (stamped “PAID” on receiving cash). 2nd copy → cashier (verified by control staff). 3rd copy → retained in bill book. Used in rated and high-class restaurants.
3. Bill with the Order
Food order and bill combined on one sheet. Price entered as order is taken. Can be done by machine (each key = specific dish, price appears on monitor, total displayed when order complete). Printed receipt given on payment.
4. Prepaid
Money received in advance for a specific occasion/event. Organizer determines exact guest numbers prior to function. Example: New Year’s Eve admission tickets sold beforehand at set rate. Entry based on ticket/card.
5. Voucher
Third-party credit (employer or company). Exchangeable for food and non-alcoholic drinks up to maximum value on voucher. If cost less than voucher value → NO cash returned. If cost exceeds → guest pays the excess.
6. No Charge
Customer signs bill → sent to sponsoring firm/company. Guest may be asked to show official authorization from sponsor.
7. Deferred Account
Used in function or event catering. Bill for services sent to the company/firm AFTER the event. Paid by the organising person.
🎯 UGC NET Key Points — Part 5 Module 12
◆ No dish goes out of kitchen without KOT — even GM needs a complementary KOT
◆ Running order = extra dishes ordered by guests already dining (given priority)
◆ Triplicate: Copy 1 (White) = Kitchen · Copy 2 = Cashier · Copy 3 = Waiter
◆ KOT locked box key kept in CONTROL OFFICE to prevent malpractice
◆ Duplicate system: used in popular restaurants and cafes with fixed menus
◆ Separate bill system: made in triplicate · top copy to guest in folder
◆ Voucher: excess over voucher value = guest pays; under value = no cash returned
◆ Deferred Account: bill sent after the event
◆ Prepaid: admission tickets sold before event
◆ Computerised: hand-held devices → order prints directly in kitchen
◆ KOT corrections MUST be signed by head waiter or supervisor
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Next: Module 13 — Gueridon Service

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