Purchasing Systems

Food Service and Catering

Receiving & Storing Flowchart

Ordering

• Quantities of food are commonly ordered in bulk in the food service industry.

• Sales records used to predict their customer numbers/food needs.

• Establishments use different suppliers based on price and quality.

• Exclusive products

• A business will either telephone, fax, email or use the Internet to place an order.

Receiving

When receiving stock the following must be checked;

• Orders are correct• Food and packaging are undamaged• Ingredients are fresh

If the stock meets the quality expected then it is quickly stored in its correct location to prevent risks to hygiene and safety.

Incorrect or poor quality stock is rejected.

Controlling

• Critical tor food service and catering industry

• Ensures sufficient good-quality stock when required but not so much stock that there is waste or a problem with storage.

• Different stock checked at different times

• Different systems used in stock control- computer programs, card systems..etc

Controlling cont.• Bin Cards & Stock Ledger Cards

• Bin cards are used to record the movement of stock from the store. The card should be attached to each commodity storage vessel (bin) in some way and must be kept up to date.

• The bin card may also show details of UNIT SIZE and an ITEM NUMBER may be designated.

Controlling cont.

• The Stock Control Card or Stock Ledger Card is centrally filed in the Supervisors’ office or electronically on a computer bank. Details of stock movement are adjusted after the action has taken place rather than at the time of movement.

• Separate cards / records are kept for each type of commodities. An example follows.

Controlling Cont.

• Requisition Forms

Requisition forms are internal documents which request the supply of goods to a department.

Controlling Cont.

• Meat Tags

Meat tags are used in the control of primal cuts of meat and expensive fish and shellfish.

Issuing

• In most establishments, food is collected from the various storage areas.

• Larger establishments use a requisition sheet, then stock is issued by a stock controller.

• FIFO, LILO is employed when issuing food.

Activity

1. What do you think are the advantages and disadvantages of ordering food over the internet?

2. Why is it important to store food quickly after it has been delivered?

3. What procedures are involved in FIFO?

4. Explain the importance of storing perishable foods immediately after receipt.

5. What would you do if a much-awaited box of lettuce is limp and brown?

Case Study 1

A large order of both fresh and dried herbs has just arrived from Herbies , a quality supplier of organically grown herbs. There’s purple sage, dried tarragon, fresh bay leaves and numerous bags of ground coriander, turmeric and cumin. However, a large bottle of fresh green peppercorns in brine has unfortunately toppled and cracked. Simultaneously, Cons Chemicals have arrived with the overdue 25 litre drum of dishwashing powder. You will need to proceed with the usual routine for incoming stock and store all of these deliveries in their appropriate storage areas.

• Describe the process you will use to ensure the correct receiving and storage procedures are carried out, in relation to all the items that have arrived.

Case Study 2

As per usual on Fridays, Chef was at the fish market and has returned with the day’s supply of fresh fish and shellfish. The large snappers are to be used for the ‘Fish of the Day’ tonight and the oysters, which have not been shucked, are for a special lunchtime menu. These will need to be stored accordingly. To your surprise, Chef has also purchased some frozen crabmeat which you are informed will not be used until Sunday for crab and corn fritters. You will need to place all fish and shellfish in appropriate storage areas.

• Describe the appropriate storage methods for the different fish that have been purchased by the Chef.