How to Prepare a Café or Restaurant for a Change of Season: A Four-Week Plan

Start preparing your café or restaurant for a change of season by looking at your own sales: identify which dishes guests order, when they arrive, and how much food you have to write off. Over four weeks, the owner and head chef can adjust the menu, agree on supplies, count stock, and prepare the team to work during power outages.

Before launching seasonal dishes, assess their contribution to covering costs, preparation time, and storage requirements. At the same time, update allergen information and food safety procedures. For an establishment in Ukraine, a menu or operating change that may affect food safety requires a review of the relevant procedures under Article 21 of Law No. 771/97-VR.

Four-week preparation plan for your establishment

The owner assigns responsibilities and reviews a specific result each week. In a small café, one person may perform several roles, but record each task separately so that purchasing, training, or refrigerator checks are not missed.

Use your establishment’s sales to identify seasonal demand

For a practical analysis, use several recent complete weeks and compare the same days of the week. If you have records from the previous season, use them as an additional reference, accounting for changes in prices, operating hours, and dish availability.

The administrator should bring order counts, portions sold, actual revenue after discounts, serving times, and write-offs together in one table. Mark dine-in service, takeaway orders, and delivery separately. Record power outages, terrace closures, promotions, and instances when a dish was unavailable: low sales caused by a missing ingredient do not show actual demand.

• If sales of a particular dish have declined, the head chef first reduces preparation quantities and investigates the reason before removing it from the menu.
• If guests regularly ask for a quick lunch, the establishment can test a small lunch offer during specified hours.
• If delivery has increased, assess packaging costs, commissions, and the condition of dishes after transport.
• If write-offs have increased, compare the quantity purchased with actual usage and check the size of preparation batches.

Launch a new offer with a specific evaluation criterion: the sales volume, serving time, and write-off level the establishment considers acceptable. Tell guests the actual ingredients, price, hours of availability, and ordering terms. This lets the owner assess demand without making a large purchase in advance.

Simplify the menu and calculate each dish’s contribution

For each menu item, the head chef prepares a recipe sheet listing ingredients per portion, finished dish yield, preparation steps, required equipment, storage conditions, and allergens. The owner adds purchase prices and other costs that change with order volume. Also assess whether the dish puts excessive strain on a worker or on equipment during peak hours.

A menu is easier to maintain when several dishes share ingredients and purchasing matches actual consumption. At the same time, every dish must have its own safe preparation and storage requirements. Do not increase a preparation batch simply because it can be used in several menu items.

Illustrative per-portion calculation

The figures below are an illustrative management example. Suppose that after discounts and tax adjustments applicable to the establishment, 180 UAH in revenue remains for the calculation per portion. Ingredients, accounting for actual yield, cost 58 UAH; packaging costs 12 UAH; order and payment commissions cost 18 UAH; and other variable costs are 7 UAH.

Total variable costs are 58 + 12 + 18 + 7 = 95 UAH. The portion’s contribution toward fixed costs is 180 − 95 = 85 UAH. For 40 such portions, it is 85 × 40 = 3,400 UAH. Rent, fixed payroll, and other expenses still have to be covered from this amount, so it is not net profit.

Calculate dine-in and delivery orders separately if their costs differ. After the trial launch, replace planned figures with actuals: purchase prices, food usage, portions sold, and losses. If a dish makes an acceptable contribution but delays other orders, change the preparation method, hours of availability, or scope of the offer.

Prepare ingredient and allergen information before launching the menu

For non-prepacked dishes, the establishment must provide the name and information about ingredients or processing aids that cause allergic reactions or intolerances and remain in the finished product. The establishment determines how to provide this information. The requirements are set out in parts 9–10 of Article 6 and Article 15 of the Law “On Information for Consumers on Food Products” No. 2639-VIII. Mandatory information must be provided in Ukrainian.

Under part 10 of Article 6, the establishment must also provide, at a guest’s request, a list of ingredients; the quantity of certain ingredients in cases prescribed by law; the expiration date; storage and use conditions; information about the responsible operator; the country or place of origin in cases prescribed by law; instructions for use; and nutrition information. The requirement to provide nutrition information has exceptions under part 7 of Article 6 and Annex No. 4 to the Law, including for products supplied directly to the final consumer in small quantities by the producer.

The administrator should determine what information is required for specific dishes and prepare it for staff before the menu launches.

A practical option is a staff table with a row for each dish and marks for the relevant allergens. The head chef fills it in based on recipes and the composition of purchased sauces, mixes, broths, and garnishes. The list in Annex No. 1 to the Law includes, among others, cereals containing gluten, milk, eggs, fish, nuts, celery, mustard, soy, and sesame; exemptions and thresholds apply to certain products. Use the full statutory list as your reference.

If no ingredient list is provided, allergen information must include the Ukrainian word “Містить” (“Contains”) before the specific names of the relevant substances or products listed in Annex No. 1. This statement can be placed next to the dish name. If the establishment provides an ingredient list, allergen names in it must be highlighted, for example in bold. A particular allergen does not need to be listed separately if the dish name clearly identifies the relevant substance or product. For distance sales of non-prepacked dishes, allergen information must be available before purchase, as required by Article 9. The administrator should therefore update the printed menu, website, and ordering pages at the same time.

When a supplier replaces cream, sauce, or another ingredient, the cook first checks the composition and informs the administrator of the changes. Until the information is updated, staff must not describe the dish based on its previous composition. Separately assess the possibility of allergen cross-contact through shared equipment and surfaces.

Clause 2 of Section VI of Law No. 2639-VIII allows products that meet the consumer information requirements in force before this Law took effect to be produced or placed on the market during martial law and for six months after it ends or is lifted. Such products may remain on the market until their use-by date or expiration date. This provision applies specifically to products that meet the previous requirements; for a seasonal menu, ensure that the information about actual ingredients is complete and accurate.

Recount stock and agree on purchases with suppliers

Before counting stock, the person responsible for inventory determines the time at which quantities will be recorded. Product movement should be paused during the count or recorded separately so that a delivery or issue to the kitchen does not create a discrepancy. Weigh products without containers, use consistent units of measurement, and separate batches with different expiration dates.

1. Set aside stock that is available for use. When calculating quantities available for cooking, exclude products that show signs of spoilage, have an unknown origin, or have not been stored under the required conditions.
2. Compare stock with the new menu. Identify ingredients for dishes that will remain, and products whose regular supply should be reduced or stopped.
3. Calculate needs until the next delivery. Use expected sales, usage per portion, and actual yield after processing.
4. Account for deliveries already agreed. Subtract usable stock and confirmed incoming deliveries from the required quantity. Set a reserve based on demand variability, delivery time, and safe storage capacity.
5. Agree on substitution terms. The supplier must notify the establishment of a different product before dispatch so that the head chef can assess its composition, allergens, yield, and price.

Do not buy more just because there is a discount if the establishment will not use the products before they expire or lacks sufficient refrigeration. For stock management, introduce the rule of using suitable batches with the nearest expiration date first, while following the conditions for storage after opening the package.

What to check when receiving deliveries

The employee receiving a delivery checks the product, quantity, packaging integrity, dates, and transport conditions against the order and accompanying information. For products requiring refrigeration, the employee checks the temperature according to the requirements for that specific product and the establishment’s procedures. Record any discrepancies before using the delivery in the kitchen.

Traceability means being able to establish a product’s origin and track its movement. Under Article 22 of Law No. 771/97-VR, the establishment must identify its suppliers and the business entities to which it supplies products. In practice, keep the delivery note, delivery, and batch identification linked; after transferring a product to a working container, copy the required information to its label.

For products of animal origin, Article 22 specifies the information required: product and batch identification, quantity, supplier details, dispatch and receiving facilities, relevant registration numbers, and dispatch date. This information must be updated daily and kept until the end of the use-by date or minimum durability date; it must be provided without delay at the request of the competent authority.

Prepare refrigerators, the kitchen, and packaging

The owner ensures that procedures based on the principles of the Hazard Analysis and Critical Control Point system (HACCP) are followed. They must identify hazards, control methods, responsible employees, and actions to take in case of deviations. Under Article 21 of Law No. 771/97-VR, changes to ingredients or processes that may affect safety require a review of these procedures. Certification of the procedures is not mandatory. A simplified approach is allowed provided it affords the same level of consumer health protection.

Before the seasonal launch, the responsible employee and head chef inspect refrigeration equipment, check temperature measuring devices, the placement of raw and ready-to-eat products, the ability to wash equipment, and access to drinking water. Determine suitable conditions for each product and process based on labeling, the preparation method, and the establishment’s procedures. Do not set one storage condition for the entire menu.

Article 49 of Law No. 771/97-VR requires maintaining a temperature regime that prevents microorganisms from multiplying and toxins from forming. An exception is possible for a limited period while preparing a product for transport, storage, sale, or service, only if this does not pose a risk to consumer health. Cooling after preparation and thawing must also be carried out safely.

For delivery, choose packaging suitable for the specific dish and its intended use. Packaging materials must not contaminate food, and their storage and use must protect the product, as required by Article 50. Ask the packaging supplier for information about its intended purpose and permitted uses. The person responsible for delivery organizes clean transport and separation of products in accordance with Article 44.

Set procedures for operating during power outages

Plan backup power based on a list of equipment needed for safe operations. The owner engages a specialist to determine whether the chosen solution can power refrigerators, lighting, ventilation, and other necessary equipment. The head chef prepares a reduced menu based on the conditions actually available.

1. Before an outage: assign a person responsible for refrigerators and records, prepare temperature monitoring devices, and identify a possible place for safely moving products. Make sure the reserve drinking water is sufficient for planned operations and hygiene.
2. At the start of an outage: an employee records the time and temperature readings. The administrator stops accepting orders for dishes that can no longer be prepared or stored under suitable conditions and informs guests about the available menu.
3. During an outage: the team limits opening refrigerators and monitors conditions according to the establishment’s plan. Move products only to a location where the required conditions can be maintained and batch identification preserved.
4. If conditions fall outside established limits: set the affected products aside, mark them as prohibited for use, and give the person responsible for food safety the time, temperature, and batch information.
5. After power is restored: the responsible person reviews the records and equipment condition, determines what to do with products under the establishment’s procedures, and authorizes the relevant operations to resume once suitable conditions have been restored.

If there is not enough information about storage conditions, do not return the product to preparation until its safety has been established. Do not use tasting, smell, or reheating as the sole basis for that decision. If the establishment cannot provide refrigeration, drinking water, washing, and other necessary hygienic conditions, the relevant operations must stop.

How to handle unsafe stock

Article 37 of Law No. 771/97-VR prohibits the circulation of unsafe or unfit products and products past their “use by” date or minimum durability date. The employee separates them from usable stock and records the name, batch, quantity, and reason for removal. The owner arranges further handling in accordance with the law. Writing a product off in the accounts does not by itself resolve its physical removal and disposal.

If an unsafe product is part of a batch or consignment, under part 6 of Article 37 further circulation of all products of that name in the batch or consignment is prohibited until a detailed assessment demonstrates that the rest are safe. The responsible employee must separate the relevant stock and block its use.

If there are grounds to believe that products do not meet safety requirements, the market operator—the entrepreneur or company managing the establishment—immediately begins withdrawing them from circulation and notifies the competent authority in writing within no more than two working days. If the operator has grounds to believe that products it has already placed on the market may be harmful to health, it notifies the competent authority in writing of this and the measures taken to prevent risks within no more than one working day.

If products may have reached consumers, the operator informs them of the reason for withdrawal. The operator also arranges a recall—the return of unsafe products from consumers—if other measures are insufficient to achieve an acceptable level of protection for their health. These obligations are set out in Article 20.

Remove food waste from rooms where food is handled as quickly as possible and store it in closed containers as required by Article 46. Transferring withdrawn products for other purposes requires compliance with the lawful procedure; do not make automatic transfer of plate leftovers part of staff’s daily routine.

Calculate staff workload and train employees

The administrator prepares a schedule based on expected orders and the actual time needed to complete tasks. Include receiving deliveries, preparation, cleaning, delivery packaging, refrigerator checks, and shift closing in the calculation. If several tasks fall at the same time, determine who will perform them or move some tasks to another time.

The owner agrees on staff availability and formalizes the schedule in accordance with applicable legislation and working time and rest requirements. A responsible person approves shift substitutions and also ensures that actual hours worked are properly recorded. Do not leave schedule changes to an informal agreement between colleagues.

Before launching the menu, conduct practical training on how employees find allergen information, receive deliveries, record temperatures, and act during a power outage. Article 48 of Law No. 771/97-VR provides for staff hygiene training with corresponding records; the market operator sets the frequency. After the training, ask each employee to demonstrate what they would do in a specific situation.

Track purchased products and reconcile stock in Torgsoft

To track purchased goods and ingredients, open “Склад → Стан складу” (Warehouse → Stock status) in Torgsoft. It displays goods accepted into stock, their quantity, and their cost. Select the relevant accounting center—the store or warehouse in the program corresponding to where your stock is recorded. For several locations, use “Усі склади” (All warehouses) and “Вибрати склади” (Select warehouses); to view quantities on a specific date, use the “Стан на дату” (Status as of date) filter. The responsible employee compares actual quantities with the program data and, if necessary, reviews the movement of a specific product.

Before creating the inventory statement, turn off «Усі склади» and select one specific accounting center. Make sure the list is for the warehouse where employees will physically count the stock. If you need to reconcile several storage locations, arrange the count and documents separately for each one.

Before seasonal purchasing, set minimum stock levels for required items and use the “Закінчується товар” (Items running low) filter. Set thresholds based on demand, deliveries, and storage capacity. To reconcile physical stock, select products and use the “Додати товар в відомість інвентаризації” (Add product to inventory statement) action, then open the statement. First compare discrepancies with receipts and other movement documents. Responsible employees monitor food safety, time limits for use after opening, and decisions about withdrawal in accordance with the establishment’s procedures.

What the owner should approve before the full launch

At the end of the trial week, the owner and head chef decide what to do with each new dish: keep it, change it, or remove it. Base the decision on actual sales, contribution to covering costs, serving time, and write-offs. The person responsible for purchasing then adjusts the next order.

• The menu and delivery channels show current names, prices, ingredients, and allergens.
• Available stock quantities match the physical count, and batch origins can be established.
• Suitable preparation and storage processes are defined for new dishes, and the necessary changes have been made to food safety procedures.
• The team knows its tasks, the agreed schedule, and the procedures for power outages.
• The establishment has determined which operations and orders it will stop when it cannot provide safe conditions.

Official legislation for organizing an establishment’s operations

• Law of Ukraine “On Basic Principles and Requirements for Food Safety and Quality” of 23.12.1997 No. 771/97-VR: Articles 20–22—operator obligations, HACCP procedures, and traceability; Article 37—prohibition on circulation and handling of withdrawn products; Articles 41–42 and 44–50—premises, transport, equipment, waste, water, staff, products, and packaging.
• Law of Ukraine “On Information for Consumers on Food Products” of 06.12.2018 No. 2639-VIII: Articles 4–6, 8–10, and 15—accuracy and availability of information, non-prepacked products, distance sales, language, and allergens; Annex No. 1—the list of substances and products that cause allergic reactions or intolerances; clause 2 of Section VI—the special transitional provision during martial law and for six months after it ends or is lifted.