5 Ways to Identify Employee Theft

6 Sep

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Categories: Software Tips

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You may already know that IBS product solutions have been hardened for secure operation on the Internet, but did you know that IBS has features built-in to its Food and Beverage and Retail modules that can help you catch a thief?

Below are 5  tools and tips that every club manager, operator, or owner should know.  And, another way IBS gives you the advantage in maximizing revenue and minimizing liability.

  1. Setup a “Dummy” Employee Account with a Well-known Password:   Network administrators know that the best way to detect intrusion into a network is delete the actual administrator account and setup a dummy admin account in its place.  That way, activity on a network associated with that admin account is inherently suspicious.  Similarly, setting up a fake employee account with no actual privileges to ring sales or issue paid-outs can help you identify an employee who thinks they’ve outsmarted you and your club management system.
  2. Exception Reporting:  What is an exception report?  This report provides a detailed overview of cashier activity over a given time frame highlighting instances where sales were voided, canceled, or incomplete.  While all employees will need to void and cancel sales from time to time, this report can highlight patterns of abuse and identify outliers.  At a minimum, running this report and sharing it with your employees on occasion lets them know that you care about protecting the bottom line and are aware of unusual activity at the register.
  3. Enable Kitchen Printing:  What does kitchen printing have to do with security?  Requiring that food prepared for meals must be accompanied with a printed kitchen receipt is not only wise policy, but our Food and Beverage system can be configured to require manager approval to void or cancel a sale after a kitchen print.  This allows for you to balance security with efficient operation by not requiring manager override for employee “fat-fingering” mistakes before a ticket is sent to the kitchen, but only after – when the food is actually being made and is most likely to be given away to friends or sold “under the table” for cash.
  4. Use Inventory Snapshots:  IBS makes it easy to take a snapshot of your inventory anytime you like throughout the month so you can run more detailed analysis of sales, issues, etc. vs. current SOH.  This means you don’t need to perform full physical inventories as often and helps you identify inventory “shrinkage” as it happens.  The best tools you can have in your fight against theft are useless if they are too difficult or time-consuming to use on a daily or weekly basis.  IBS gets this and has made it easy to locate a SKU that is disappearing from your shelves without being sold.
  5. Employee Swipe Cards - When I waited tables in college, one day my manager was shocked to run a monthly sales report and see tickets being rung at the register by employees who hadn’t worked there in over a year.  Of course, these former employees hadn’t actually rung the tickets, but current, dishonest servers had been using the employee numbers of the former employees.  Swipe cards make it more difficult for employees to share as it requires the physical swipe upon entering a sale.  Also, if any sharing occurs, it’s easier to spot and correct.  (Of course, be sure to disable accounts of former employees as best practice.)


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