Café Operation Open-to-Close Procedure with Cash Management and Inventory Control

Purpose

The purpose of this SOP is to establish a standardized process for executing daily café operations from opening to closing procedures, with an emphasis on accurate cash drawer management and precise inventory control, specifically focusing on milk wastage monitoring.

Scope

This SOP applies to all baristas responsible for opening and closing shifts, cash handling, and inventory management at any location of our café operation. It covers pre-opening preparation, operational procedures throughout the day, cash management protocols, inventory tracking with focus on perishable dairy products, and closing procedures.

Responsibilities

Role	Responsibility
Opening Barista	Responsible for preparing the café for business operations, setting up equipment, verifying inventory levels, preparing the cash drawer, and creating opening documentation
Shift Barista	Responsible for maintaining operational standards, preparing beverages, managing customer interactions, monitoring inventory usage, and recording milk waste throughout the shift
Closing Barista	Responsible for balancing the cash drawer, completing milk wastage documentation, cleaning equipment, restocking inventory, securing the premises, and creating closing documentation
Shift Supervisor	Responsible for overseeing barista operations, verifying cash drawer balances, approving waste logs, and ensuring compliance with operational standards
Café Manager	Responsible for reviewing all daily operational documents, analyzing waste trends, approving reconciliations, and implementing process improvements

Tools & Materials

POS system with cash drawer and integrated payment terminal
Cash count sheet and reconciliation form
Cash management tools (bill counter, counterfeit detection pen, coin sorter)
Milk waste tracking log
Digital scale (0.1g precision)
Thermometers for milk temperature verification
Inventory management system or forms
Espresso machine and peripheral equipment
Coffee grinders (espresso and drip coffee)
Refrigeration units with temperature logs
Cleaning supplies and sanitizing agents specified for coffee equipment
Communication log book
Safe with dual-control access
Security system access codes
Time management system for employee clock-in/out

Procedure Steps

1. Opening Procedures - Arrival and Security

Arrive 45 minutes before posted opening time. Disarm security system using personal access code within 30 seconds of entry. Record entry time in security log. Conduct perimeter check of café for any signs of disturbance or security concerns. Turn on main lights and service area lighting.

Risks:

Security system malfunction requiring manager notification
Evidence of break-in or security breach (in this case, exit immediately, call management and authorities)
Power outage affecting opening procedures

2. Opening Procedures - Equipment Activation

Power on primary equipment in sequence: 1) Water filtration system, 2) Espresso machine (allow 20-30 minutes for proper heating), 3) Coffee grinders, 4) POS system, 5) Refrigeration units if powered down overnight. Check pressure gauges on espresso machine (8.5-9.5 BAR optimal). Verify water reservoir levels. Test grinder calibration with a 25-second extraction time for 20g yield from 18g dose.

Risks:

Espresso machine pressure irregularities requiring technician
Grinder calibration issues affecting extraction quality
Equipment failure requiring implementation of backup procedures

3. Opening Procedures - Cash Drawer Preparation

Retrieve starting cash float from safe using dual-custody protocol if required. Count float amount ($200 standard denomination mix) and record on cash management form. Install till in POS drawer. Perform test transaction of $0.01 to verify receipt printer functionality. Ensure adequate receipt paper and change available.

Risks:

Discrepancy in opening float amount requiring supervisor verification
POS connectivity issues affecting transaction processing
Receipt printer malfunction requiring immediate maintenance

4. Opening Procedures - Inventory Assessment

Verify par levels of critical inventory: 1) Milk varieties (whole, skim, oat, almond, etc.), 2) Coffee beans for espresso and drip, 3) Syrups and flavorings, 4) Food items and pastries. Record any items below 25% of par level in inventory log. Rotate stock following FIFO method. Place emergency order for any items below 10% of par level.

Risks:

Critical inventory shortages affecting menu availability
Temperature excursions in refrigerated items requiring disposal
Expired products requiring waste documentation

5. Opening Procedures - Station Preparation

Prepare barista stations with: 1) Clean portafilters and baskets, 2) Calibrated dosing tools, 3) Sanitized milk pitchers, 4) Clean, dry bar towels (minimum 12 per station), 5) Properly filled and stored milk containers. Verify that all milk varieties are stored at 34-38°F (1-3°C). Prepare initial batch of drip coffee according to morning brew schedule.

Risks:

Cross-contamination between dairy and non-dairy milks
Improper storage temperatures requiring milk disposal
Contaminated equipment requiring thorough sanitization

6. Mid-Day Operations - Cash Management

Perform mid-shift cash audits if cash transactions exceed $500. For high-volume periods, perform cash drops when till exceeds $700 in cash. For each drop: 1) Count denominations with another team member, 2) Complete cash drop form with dual signatures, 3) Place in tamper-evident bag, 4) Deposit in safe using appropriate protocols. Maintain minimum $200 operating float after drops.

Risks:

Cash handling discrepancies requiring investigation
Excessive cash accumulation creating security risk
Interruption of dual-control procedures compromising accountability

7. Continuous Operations - Milk Management and Waste Tracking

When opening a new milk container: 1) Record product code and expiration date in milk log, 2) Note time opened and initial. When milk is discarded: 1) Measure waste volume using measurement marks on pitchers, 2) Record in waste log with reason code (A: Expired, B: Temperature excursion, C: Preparation error, D: Customer rejection), 3) Include timestamp and barista initials. Maintain separate steaming pitchers for each milk type to prevent allergen cross-contact.

Risks:

Allergen cross-contamination creating customer safety hazard
Failure to track waste affecting inventory and cost controls
Improper milk rotation leading to premature spoilage

8. Continuous Operations - Quality Control and Calibration

Perform calibration checks every 4 hours or during significant environmental changes (humidity/temperature): 1) Verify espresso extraction timing (25-30 seconds target), 2) Check shot volume yield (44-50ml for double shot), 3) Test milk steaming temperature (138-145°F / 59-63°C optimal), 4) Assess grind particle consistency. Adjust equipment parameters as needed and document all calibration activities in maintenance log.

Risks:

Equipment drift causing quality inconsistencies
Improper calibration resulting in product waste
Failure to document adjustments affecting troubleshooting efforts

9. Closing Procedures - Pre-Closing Preparation

Begin pre-closing tasks 60 minutes before posted closing time: 1) Assess inventory for restocking needs, 2) Prepare cleaning solutions for equipment, 3) Begin breaking down backup stations, 4) Reduce drip coffee brewing to minimum levels, 5) Prepare closing documentation forms. Communicate last call for complex espresso beverages 15 minutes before closing.

Risks:

Insufficient preparation time affecting closing quality
Late customer rush hampering closing procedures
Improper cleaning solution preparation creating equipment risk

10. Closing Procedures - Cash Reconciliation

Generate Z-Report from POS system. Count all cash by denomination and complete reconciliation form. Formula: Opening Float + Cash Sales - Drops = Expected Drawer Amount. Compare actual cash count to expected amount. Allowable variance is ±$5.00. For variances beyond threshold: 1) Recount all denominations, 2) Review Z-Report for transaction anomalies, 3) Document discrepancy with detailed notes, 4) Notify manager if variance exceeds $10. Prepare deposit according to banking protocol.

Risks:

Cash counting errors affecting reconciliation
POS system discrepancies creating apparent shortages
Security risks during cash handling at closing time

11. Closing Procedures - Milk Waste Finalization

Consolidate all milk waste tracking from shift. Measure any remaining opened milk that will not be kept for next day. Calculate total waste by milk type and reason code. Complete waste summary form with calculated cost impact. Formula: Waste Volume (L) × Unit Cost ($/L) = Waste Cost. Analyze for patterns or anomalies (waste exceeding 8% of milk usage requires explanation). Properly dispose of all waste milk according to environmental guidelines.

Risks:

Inaccurate measurement leading to inventory discrepancies
Failure to identify waste patterns affecting profitability
Improper disposal violating environmental regulations

12. Closing Procedures - Equipment Shutdown

Follow sequential shutdown procedure: 1) Run backflush cleaning cycle on espresso machine with appropriate detergent, 2) Clean grinders removing all bean residue, 3) Sanitize milk system and steam wands according to manufacturer specifications, 4) Clean drip coffee equipment with designated cleaner, 5) Power down all equipment in reverse order from startup, 6) Verify water supply valves settings according to overnight protocol. Document all cleaning activities in maintenance log.

Risks:

Improper cleaning causing equipment damage or contamination
Incomplete shutdown procedures creating safety hazards
Chemical residue affecting next day's product quality

13. Closing Procedures - Inventory Management

Conduct closing inventory count of critical items. Verify that all dairy products are properly stored at 34-38°F (1-3°C) with secure lids. Update inventory management system with: 1) Current stock levels, 2) Items requiring immediate order, 3) Usage rates for key products, 4) Waste percentages by category. Apply FIFO rotation to all newly stocked items. Ensure par levels are set for morning crew.

Risks:

Inventory system errors affecting ordering accuracy
Improper storage compromising product freshness
Failure to communicate critical shortages to opening staff

14. Closing Procedures - Final Verification and Security

Complete closing checklist verification: 1) All food items properly stored and labeled, 2) All cash secured in safe with completed documentation, 3) All equipment powered down and cleaned, 4) All waste properly disposed, 5) All lights turned off except security lighting, 6) All water sources verified secured, 7) All refrigeration units verified operational. Set alarm system with proper code. Lock all entry points and verify security. Record departure time in log.

Risks:

Missed checklist items creating safety or security vulnerabilities
Alarm system malfunction requiring supervisor intervention
Unsecured access points compromising premise security

15. Reporting - Documentation Submission

Compile all required documentation from shift: 1) Cash reconciliation forms and Z-Reports, 2) Consolidated milk waste log with analysis, 3) Inventory status report with highlighted concerns, 4) Maintenance issues requiring attention, 5) Customer incident reports if applicable. Submit documentation package according to café protocol (digital upload or physical filing). Send summary email to manager highlighting any critical issues requiring immediate attention.

Risks:

Incomplete documentation hampering operational analysis
Failure to communicate critical issues affecting next shift
Data loss due to improper submission procedures

Quality Control

Metric	Method
Cash Reconciliation Accuracy	Compare actual cash count to POS Z-Report expected value. Target variance: ±$5.00 maximum. Track trends in variances over time. Review camera footage for any variances exceeding $10.00.
Milk Waste Percentage	Calculate: (Total Milk Waste Volume / Total Milk Usage Volume) × 100. Target: Below 8% waste. Analyze waste by reason code to identify opportunity areas. Review training needs for baristas with higher than average waste rates.
Inventory Count Accuracy	Compare physical count to expected levels based on sales data and previous inventory. Acceptable variance: ±2% for high-volume items, ±5% for low-volume items. Investigate variances outside acceptable range.
Equipment Cleaning Compliance	Daily audit of cleaning log against required procedures. Weekly testing of equipment surfaces using ATP luminometer with target reading <20 RLU. Monthly inspection of hidden components and water lines.
Security Protocol Adherence	Review of security logs and time-stamped activities. Verification of proper safe access procedures through dual-control documentation. Monthly review of security camera footage to verify proper opening/closing procedures.
Barista Procedure Adherence	Quarterly certification testing on SOP knowledge. Mystery shopper evaluation of procedure compliance. Peer review process for critical control points in cash handling and inventory management.

Safety Considerations

General Guidelines

Always wear appropriate non-slip footwear in café operational areas
Use heat-resistant gloves when handling espresso machine components that exceed 140°F (60°C)
Maintain clean, dry floors with immediate attention to spills using 'Caution: Wet Floor' signage
Follow proper lifting technique for milk deliveries and inventory (bend at knees, not waist)
Maintain awareness of hot water and steam hazards around espresso equipment
Use cut-resistant gloves when handling sharp objects or cleaning equipment with exposed edges
Ensure proper ventilation when using chemical cleaners on equipment
Verify food handling certifications are current for all staff handling perishable items
Maintain clear emergency exits and pathways at all times
Follow allergen control protocols to prevent cross-contamination

Emergency Procedures

For cash handling emergencies (robbery): Comply with demands, do not resist, activate silent alarm only if safe to do so, contact authorities immediately after incident
For fire emergencies: Evacuate premises immediately, activate fire alarm, call emergency services from safe location, do not attempt to save equipment or cash
For medical emergencies: Assess situation, call for medical assistance, only provide first aid if certified, document incident completely
For equipment malfunction with safety risk: Immediately disconnect power using appropriate shutoff, evacuate area if gas leak or electrical hazard is suspected, contact equipment service provider
For security system failure: Contact security monitoring company, implement manual security protocols, notify management immediately, maintain visual monitoring of entry points
For refrigeration failure: Monitor product temperatures every 30 minutes, discard products that exceed safe temperature for more than 4 hours, document all discarded inventory
For severe weather events: Follow location-specific protocol in emergency procedure manual, secure outdoor furniture, prepare for possible power outage, implement early closure procedures if advised

Constraints

Baristas must have completed minimum 40 hours of supervised training before independently executing opening or closing procedures. Cash drawer reconciliation must be performed by staff members who have completed cash handling certification. Milk waste tracking requires completion of inventory management training module. This SOP must be reviewed and acknowledged by all staff quarterly with dated signature. Any deviation from procedures requires manager approval and documentation.