KOT Management

KOT Management

KOT (Kitchen Order Ticket) Management in EquiBillBook's Restaurant Dashboard provides a centralized view of all kitchen orders, their status, and management tools. This guide explains how to effectively manage KOTs from the dashboard.

Accessing KOT Management

To access KOT Management:

1. Navigate to Restaurant → Restaurant Dashboard
2. Click on the KOT Management tab or section
3. Select your branch (if multi-branch enabled)

KOT List View

The KOT Management section displays all KOTs in a list format with key information:

• KOT Number: Unique KOT identification number
• Table Number: Associated table
• Order Time: When the order was placed
• Status: Current order status (Pending, Preparing, Ready, Served, Completed)
• Items: Number of items in the order
• Total Amount: Order total value
• Waiter: Assigned waiter
• Station: Kitchen station assigned

KOT Status Tracking

Monitor and update KOT status:

Pending Status

• Order has been created but not yet started
• Appears in yellow/orange color
• Can be moved to Preparing status when kitchen starts working on it

Preparing Status

• Kitchen is actively preparing the order
• Appears in blue color
• Shows preparation timer
• Can track preparation time

Ready Status

• Order is ready for service
• Appears in green color
• Notifies waiters that order is ready
• Can be marked as Served when delivered to table

Served/Completed Status

• Order has been served to customers
• Appears in gray color
• Order is complete
• Can be linked to sales invoice if not already linked

Filtering KOTs

Filter KOTs to find specific orders:

• By Status: Filter by order status
• By Date: Filter by date range
• By Table: View KOTs for specific tables
• By Station: Filter by kitchen station
• By Waiter: View KOTs assigned to specific waiters
• By Time: Filter by order time (Today, This Week, Custom Range)

Creating KOTs

Create new KOTs from the management view:

1. Click the New KOT button
2. Select the table (if creating from booking) or choose standalone
3. Add items to the order
4. Assign kitchen station (if applicable)
5. Add special instructions
6. Save the KOT

KOT Details View

Click on a KOT to view detailed information:

• Order Items: Complete list of items ordered
• Item-level Status: Status of individual items
• Quantities: Quantity of each item
• Special Instructions: Any special requests or notes
• Customer Information: Customer details (if linked to booking)
• Preparation Time: Time taken for preparation
• Linked Booking: Associated booking (if any)
• Linked Sales: Associated sales invoice (if any)

Updating KOT Status

Update KOT status throughout the order lifecycle:

1. Select the KOT you want to update
2. Click on the status button or dropdown
3. Select the new status
4. Confirm the status change
5. Status updates are reflected in real-time

Item-level Status Tracking

For detailed tracking, update status of individual items:

• View status of each item in the order
• Update item status independently
• Track which items are ready and which are still preparing
• Partial order fulfillment support

Kitchen Station Assignment

Manage kitchen station assignments:

• View which station is handling each KOT
• Assign or reassign KOTs to stations
• Filter KOTs by station
• Monitor station workload

KOT Printing

Print KOTs as needed:

• Print individual KOTs
• Reprint KOTs if needed
• Batch print multiple KOTs
• Configure printer settings

KOT Cancellation

Cancel KOTs when necessary:

1. Select the KOT to cancel
2. Click Cancel button
3. Provide cancellation reason (if required)
4. Confirm cancellation
5. Cancelled KOTs are marked and can be viewed in reports

Linking KOTs to Sales

Link KOTs to sales invoices:

• Link standalone KOTs to sales invoices
• View linked sales information
• Create sales invoice from KOT
• Track revenue from KOTs

Real-time Updates

KOT Management updates in real-time:

• Status changes from kitchen display system
• New KOTs created
• KOT cancellations
• Item-level status updates

Statistics and Metrics

The KOT Management section displays key metrics:

• Total KOTs for selected period
• KOTs by status
• Average preparation time
• KOTs by station
• Peak ordering times

Search Functionality

Search for specific KOTs:

• Search by KOT number
• Search by table number
• Search by customer name
• Search by item name

Best Practices

• Monitor pending KOTs regularly to ensure timely preparation
• Update status promptly to maintain accurate order tracking
• Use filters to focus on relevant KOTs
• Review preparation times to identify bottlenecks
• Link KOTs to sales for accurate revenue tracking
• Cancel KOTs properly with reasons for reporting purposes

Tips for Efficiency

• Set up default filters for your most common views
• Use keyboard shortcuts for quick status updates
• Enable notifications for status changes
• Regularly review KOT statistics to improve operations
• Train kitchen staff on status update procedures

Next Steps

After managing KOTs, you can:

• Generate KOT Reports for detailed analysis
• Review Kitchen Performance metrics
• Check Restaurant Statistics for insights
• Access Kitchen Display System for real-time order display