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Receive and store stock
This unit comprises four Elements:
Accept delivery of stock
Store stock
Maintain stock and storage areas
Finalise documentation and stock management system requirements.
Slide 2
Assessment
Assessment for this unit may include:
Oral questions
Written questions
Work projects
Workplace observation of practical skills
Practical exercises
Formal report from employer/supervisor.
Slide 3
Accept delivery of stock
Performance Criteria for this Element are:
Check internal systems to identify incoming stock
Prepare the area to receive stock
Verify delivery is for the premises
Check incoming stock against relevant documentation
Check stock received against stock ordered
(Continued)
Slide 4
Accept delivery of stock
Identify variations between delivery & documentation
Return stock identified for return to supplier
Follow-up on variations between delivery & relevant documentation
Manage excess stock within the organisation
Secure new stock against damage and/or theft.
Slide 5
Check internal systems to identify incoming stockFactors impacting orders placed and items ordered:
Nature & style of establishment/organisation
Seasonal influences
Storage space available
Usage rate
Money or credit available
Customer/guest demand and preferences.
Slide 6
Check internal systems to identify incoming stockPersonnel who place orders for stock may include:
Purchasing officer
Owner/manager
Supervisor
Head of Department
Designated staff.
Slide 7
Check internal systems to identify incoming stockInternal systems for ordering stock may include:
Purchase orders
Verbal orders
Standing orders
Telephone orders
(Continued)
Slide 8
Check internal systems to identify incoming stock Online ordering
Facsimile orders
Computerised stock control/management systems.
Slide 9
Prepare the area to receive stock
Goods delivered into venues can include:
Food items
Non-food items.
Slide 10
Prepare the area to receive stock
Stock is usually delivered to a designated ‘receivals area’ or delivery bay.
In smaller properties, deliveries may be made direct to operating departments:
Bars
Kitchen
Housekeeping.
Slide 11
Prepare the area to receive stock
Deliveries may be received by:
Storeperson
Supervisors
Any staff, or ‘nominated’ staff.
Slide 12
Prepare the area to receive stock
When stock has been delivered it should never be left unattended, as it:
May tempt thieves
May cause a tripping hazard
May require special storage condition.
Slide 13
Prepare the area to receive stock
Always prepare the delivery area to receive stock:
Clean the area
Tidy the area
Remove other stock
Ensure all equipment/utensils are available
Ensure security arrangements are in place
Ensure safety items are ready.
Slide 14
Verify delivery is for the premises
All deliveries must be checked to ensure:
The stock being delivered has been ordered by the business
The delivery is being made to the correct business.
Slide 15
Verify delivery is for the premises
To verify delivery is for you:
Check internal documentation
Verbally check with delivery driver
Ask to see the delivery documentation.
Slide 16
Verify delivery is for the premises
If you cannot verify the delivery is for you:
Check with the appropriate department
Contact the supplier
Refuse the delivery.
Slide 17
Check incoming stock against relevant documentationDeliveries will be accompanied by documentation from suppliers:
Delivery docket
Invoice
Delivery docket-invoice.
Slide 18
Check incoming stock against relevant documentationCheck deliveries against accompanying documentation for:
Damage
Quality
Type & brand
Quantity
(Continued)
Slide 19
Check incoming stock against relevant documentation Use-by dates
Discrepancies
Pests/vermin
‘Outstanding items’.
Unsatisfactory stock must be rejected unless it is desperately needed and is still safe and suitable despite its problems.
Slide 20
Check incoming stock against relevant documentationWhen checking deliveries, a ‘sensory’ inspection is necessary:
Look at items
Smell certain items
Touch or feel certain items
Taste others.
Slide 21
Check stock received against stock orderedYou need to verify:
Stock delivered matches items ordered
Only items ordered are accepted
All items are in an ‘acceptable’ condition
The venue only pays for what it has received.
Slide 22
Check stock received against stock orderedYou must check stock received against, as appropriate:
Purchase Order
Hard copy of online order
Printout from computerised stock system
Fax sent to the supplier
Copy of standing order.
Slide 23
Check stock received against stock orderedVerification will involve:
Ensuring all items ordered have been delivered
Checking quantities
Checking type & brands
Checking size, weight, volume, capacity
Checking quality descriptors.
Only sign for what you receive
Slide 24
Identify variations between delivery & documentationVariations:
Occur when the actual stock item delivered or the quantity or quality of that item is not the same as what was ordered, or is different to what is listed on the documentation
Are also known as ‘discrepancies’
Must be identified, recorded and followed-up.
Slide 25
Identify variations between delivery and documentationVariations must be recorded and processed:
List the variation on the delivery documentation
Mention the variation to the delivery driver
Contact the supplier and inform them
Take action to obtain the correct items
Notify appropriate in-house person/s.
Slide 26
Identify variations between delivery and documentationOther documentation to be aware of includes:
Credit note:
• Usually red in color
• Issued by supplier to reflect items returned for credit
• Lists description, number and value of items
• Has ‘Credit Note’ printed on it.
Slide 27
Identify variations between delivery and documentation Statement:
• Provided by supplier at end of each period
• Shows an opening balance, payments made and a closing balance (‘Total owing’ for the period)
• Lists all invoices & credit notes for the period.
Some suppliers use combined Invoice Statements
Slide 28
Return stock identified for return to supplier When receiving a delivery you may also be required to send goods back to the supplier. For example:
Deposit-charged items
Ullages
Out of date stock
Product recalls
Excess stock
Unsatisfactory and poor quality goods.
Slide 29
Return stock identified for return to supplier When returning goods to a supplier:
Record name of supplier to whom goods were returned
List quantity and description of goods
Record date the items were returned
Obtain a ‘credit return’ slip from delivery driver, if possible.
Slide 30
Follow-up variations between delivery and relevant documentation
All variations must be followed-up. Options include:
Requesting credit note from supplier
Ordering stock from a different supplier
Ordering substitute stock
Notifying the accounts department
Recording action taken.
Slide 31
Manage excess stock within the organizationIt is important to actively manage excess stock, because:
It can negatively impact liquidity
It can cause storage problems
It can cause deterioration of stock.
The aim is to sell the stock and get the money before it has to be paid for
Slide 32
Manage excess stock within the organizationKeys to managing excess stock are:
Monitor stock levels
Monitor use-by and best-before dates
Reduce levels of stock or inventory – see next slide.
Attention must always be paid to never running out of lines unless there is a decision to
‘quit’ a line
Slide 33
Manage excess stock within the organizationMethods to clear excess stock levels may include:
Returning excess stock to supplier
Organising in-house Specials
Asking staff for suggestions
Substituting ‘excess’ stock for other products
Talking to other venues regarding possibility of exchange or sale
Selling at a reduced price.
Slide 34
Secure new stock against damage and/or theftKeys to securing stock after delivery include:
Move deliveries promptly out of delivery area to storage area/s
Secure the delivery area
Ensure stores areas protect from contamination
Store stock safely
Guard against theft
(Continued)
Slide 35
Secure new stock against damage and/or theft Store food appropriately:
• Frozen food must be hard frozen (-15˚C to -18˚C)
• Refrigerated food at or below 5˚C
• Dry food in a designated dry goods store
• Store food separately from chemicals
(Continued)
Slide 36
Secure new stock against damage and/or theft Rotate stock:
• Put new stock/deliveries behind existing items
• Place new stock under or below existing stock
• Use signs to indicate ‘new’ and ‘existing’/old stock
(Continued)
Slide 37
Secure new stock against damage and/or theft Never place stock directly on floor
Keep stores well-lit & ventilated
Keep stores & fittings in good repair
Conduct preventative maintenance in stores areas
(Continued)
Slide 38
Secure new stock against damage and/or theft Check temperature of food refrigeration and
freezer units twice per day
Restrict access to stores areas
Implement a ‘full box/carton policy
No stock should leave the stores areas unless there is a Requisition form to track its movement.
Slide 39
Secure new stock against damage and/or theftThe ‘requisition form’:
Is an internal, hand-written form
Is completed by departments when they want to order stock from central stores
Details:
• Stock required – type/brand, quality and quantity
• Date
• Department requesting or requisitioning the stock
Slide 40
Summary – Element 1
When accepting delivery of stock:
Check internally (with personnel, paperwork and systems) to identify expected deliveries for the day/shift
Clean, tidy & prepare the receival area (& ancillary areas) to receive deliveries
Check the delivery is intended for the business & not for another venue
(Continued)
Slide 41
Summary – Element 1
Check the incoming stock against the accompanying paperwork
Verify goods being delivered have been ordered
Inspect the stock for quality & quantity
Determine if there are variances between stock ordered & stock delivered
(Continued)
Slide 42
Summary – Element 1
Determine if there are variances between stock delivered & items listed on delivery documentation
Return identified items (such as ‘ullages’ & deposit-charged items) to supplier for credit
Follow-up internally and/or with suppliers when there are discrepancies/problems with the delivery
Take action to effectively manage excess stock
Ensure new stock delivered into the premises is protected against damage and/or theft.
Slide 43
Store stock
Performance Criteria for this Element are:
Move stock to the required operational area
Apply appropriate OHS skills
Unpack stock items, as required
Load stock into storage units
Remove waste from the storage areas
Label stock to identify items.
Slide 44
Move stock to the required operational areaStock needs to be moved promptly from the delivery area to:
Make room for new deliveries
Remove hazards
Minimise risk of theft
Reduce potential for damage to items
Eliminate confusion
Maintain food safety.
Slide 45
Move stock to the require operational areaStock may need to be transported to:
Departments – working areas throughout the venue, such as:
• Bars
• Kitchens
• Housekeeping
Storage areas – see following slides.
Slide 46
Move stock to the required operational areaStorage areas include:
Food stores
Beverage storage areas
Linen stores
Chemical storage areas
A central store for ‘miscellaneous’ items.
Slide 47
Move stock to the required operational areaWhen determining the best and safest option for transporting stock, consider:
Number of items to be moved
Nature of the item/s
Distance
Terrain to be traveled.
Slide 48
Move stock to the required operational areaStandard safety requirements when moving stock:
Follow workplace SOPs
Use common sense
Take time
Ensure safety of items being moved
Move food promptly.
Slide 49
Move stock to the require operational areaStock movement and transport options include:
Using trolleys
Carrying by hand
Re-loading into a vehicle
Using pallet jacks
Using fork lifts.
Slide 50
Apply appropriate OHS skills
OHS includes ‘manual handling’ which involves:
Listing
Carrying
Pulling
Pushing.
Slide 51
Apply appropriate OHS skills
Safe work practices include:
Not overloading equipment or self
Determining load characteristics
Checking route is free of obstructions
Using equipment when and where appropriate
(Continued)
Slide 52
Apply appropriate OHS skills
Comply with local OHS laws
Apply correct lifting techniques
Avoid over-stretching or over-reaching
Observe weight and load sizes
Avoid repetitive actions
Wear protective clothing.
Slide 53
Apply appropriate OHS skills
When using a trolley:
Do not overload
Put heaviest items on bottom level
Push the trolley
Never use a damaged trolley
Select the right trolley.
Slide 54
Unpack stock items, as required
When unpacking stock:
Remove items from cartons or packaging
Check quality of items as they are unpacked
Check no pests are introduced
Verify items are ‘fit for purpose’
Adhere to ‘full box’ policy.
Slide 55
Load stock into storage units
When loading stock on to shelves:
Clean the shelf
Never over-stock or overload
Rotate stock
Check use-by and best-before dates of items being loaded as well as adjacent stock
(Continued)
Slide 56
Load stock into storage units
Store similar products together
Load heavier items on low shelves
Use ladders to reach high shelves
Face labels to front
Keep stock neat and tidy.
Slide 57
Load stock into storage units
Stock may need to be stored in ‘bins’:
These are not rubbish bins. A bin may be:
• A shelf
• A box or container
• A cupboard
The ‘bin’ does not have to be an actual bin.
Slide 58
Load stock into storage units
Special storage containers may be used to store stock:
Made from plastic or metal
They provide extra protection
They optimise storage space
They help identify stock items
They facilitate access to stock.
Slide 59
Load stock into storage units
When loading stock into special containers:
Rotate stock
Check and clean the container
Verify integrity of container
Make sure lid makes tight fit.
Slide 60
Load stock into storage units
When storing food:
Use containers made from food grade materials
Cover food
Rotate stock
Keep clean
Never store on floor
Check for pests and rodents.
Slide 61
Load stock into storage units
A dry goods store should:
Be fly and vermin proof
Be well lit and ventilated
Never be over-stocked
Fitted with close-fitting doors
Enable cleaning under lowest shelves
Use dedicated food storage bins
Clean/sanitise storage bins between uses
Slide 62
Load stock into storage units
When loading stock into refrigeration units:
Check and verify temperature: 5°C or below
Close doors between uses and while storing stock
Do not overload
Break big loads down into smaller units
Protect food from contamination
Separate potentially hazardous raw food from cooked or ready-to-eat food.
Slide 63
Load stock into storage units
When storing frozen food:
It must be kept ‘hard frozen’
Do not freeze hot food
Never re-freeze thawed food
Defrost regularly
Close door/s when storing food
Freeze small amounts, not large
Follow food manufacturer’s instructions.
Slide 64
Remove waste from the storage areasTo keep stores areas clean:
Remove waste
Undertake cleaning activities
Identify and remove unfit food/items
Apply environmentally-friendly practices.
Slide 65
Label stock to identify items
Activities in labeling stock:
Placing labels on stock/shelves
Preparing labels
Using bar coding equipment
Observing food safety requirements.
Slide 67
Label stock to identify items
Labels:
Help identify or differentiate between stock items
Facilitate correct placement of stock
Provide information to staff about products.
Slide 68
Summary – Element 2
When storing stock:
Move deliveries promptly to their designated storage area or required ‘working’’ department
Treat all food deliveries with priority due to food safety concerns
Take care when moving and storing stock to avoid damage to stock and injury to self
Check quality of items when unpacking items
(Continued)
Slide 69
Summary – Element 2
Load items into/onto designated storage units
Keep stores areas clean and tidy by removing waste
Re-use and recycle items as appropriate
Label stock to facilitate identification, retrieval and stock management/rotation.
Slide 70
Maintain stock and storage areas
Performance Criteria for this Element are:
Rotate stock aligning with enterprise and stock item requirements
Inspect stock and storage areas
Take remedial action where stock related issues are identified
Clean and tidy storage areas
Identify stock usage rates.
Slide 71
Rotate stock
Stock rotation must be applied to avoid:
Stock loss
Stock looking old & tired
Damage to stock.
Slide 72
Rotate stock
To apply FIFO stock rotation:
Place new stock behind existing stock, and move existing stock forward
Put new stock under old stock
Create new stacks for new stock
Log date of delivery on stock
Check use-by and best-before dates on stock.
Slide 74
Rotate stock
When rotating stock, also:
Check dates on stock
Check for pest infestation
Check product quality.
Slide 75
Rotate stock
Stock moved between departments must be recorded:
On an ‘Internal Transfer sheet’
Showing date items were transferred
Detailing the stock involved
Identifying the departments involved.
Slide 76
Inspect stock and storage areas
Inspecting stock and storage areas involves:
Undertaking visual inspections
Identifying stock approaching expiry dates
Following internal inspection schedules & checklists
Checking stock quality
Looking for signs of pest infestation
Ensuring stock is correctly placed, tidy & neat.
Slide 77
Inspect stock and storage areas
Inspections can be combined with other tasks to save time & increase frequency of inspections.
Inspections can occur at the same time you:
Check stock to determine orders
Load stock
Check dates
(Continued)
Slide 78
Inspect stock and storage areas
Pick stock for issuing to departments
Conduct stocktakes
Perform pest control activities
Cleaning and tidying the area.
Slide 79
Inspect stock and storage areas
Never ignore an unacceptable situation:
Take appropriate remedial or corrective action
Dispose of damaged items
Report issues
Adjust internal records to reflect action taken.
Slide 80
Take remedial action where stock related issues are identifiedIt is vital to take action to address any identified stock-related issue – possible action could involve:
Notifying relevant personnel
Arranging for internal or external maintenance
Re-locating stock
(Continued)
Slide 81
Take remedial action where stock related issues are identified Protecting stock
Disposing of stock
Arranging to use damaged items immediately
Taking immediate on-the-spot action to address the nature of the issue causing the problem.
Slide 82
Clean & tidy storage areas
General requirements include:
Taking on-the-spot cleaning and tidying action to maintain storage areas
Storing stock in storage areas as soon as possible
Keeping stores well-lit and ventilated
Keeping shelves in good condition
Maintaining equipment in good order
(Continued)
Slide 83
Clean & tidy storage areas
Conducting preventative maintenance checks
Checking temperatures of fridges & freezers
Initiating preventative maintenance service
Restricting access
Closing & locking doors
Developing & implementing a cleaning schedule.
Slide 84
Clean & tidy storage areas
Report to others when:
Plant & equipment is malfunctioning
Indications of a security breach
Collapse of shelving/storage equipment
Situations where you are running out of storage space
(Continued)
Slide 85
Clean & tidy storage areas
Stock is moving fast or slow
Accidents or near-misses have occurred
Conditions impacting on stock quality have emerged
Evidence exists stock is missing.
Slide 86
Clean & tidy storage areas
Reporting of stock & storage problems should be made face-to-face or over the phone to:
Supervisor
Duty manager
Owner
Maintenance department.
A ‘Maintenance Card’ may need to be completed where repairs are required to address the
problem
Slide 87
Identify stock usage rates
You may be required to identify stock usage rates:
Not all venues do this
Where usage rates are required, the usage rate for every item is usually not calculated.
Slide 88
Identify stock usage rates
Usage rates may need to be determined to:
Order stock to ensure no stock ‘outages’
Limit amount/value of stock-on-hand
Compare trading periods
Calculate business performance statistics
Investigate business performance.
Slide 89
Identify stock usage rates
Practices to identify stock usage rates include:
Use experience and venue knowledge
Referring to stock control/management system
Referring to delivery documentation
Analysing bin cards – see next slide
Physically counting stock-on-hand
Looking at best-before and use-by dates.
Slide 90
Identify stock usage rates
Bin cards (stock control cards):
Not used by every business
One bin card per individual type/sort of item
Record stock in and out; date and where it went
Contain ‘additional’ information
Are located with the stock items.
Slide 91
Summary – Element 3
When maintaining stock and storage areas:
Ensure all stock is rotated according to the method/option appropriate for each item – FIFO is the most common
Be alert to rotating stock in all areas of the venue – not just the dedicated stores areas
Complete internal documentation/systems when stock is moved between departments
(Continued)
Slide 92
Summary – Element 3
Complete internal documentation/systems when stock has to be discarded or returned to suppliers
Combine tasks. Check use-by dates when checking quality, check for pest infestation at the same time and do all checks when counting items
Conduct regular checks and inspections of all stores and all items in store
Take immediate action where a stock-related problem is identified. If you cannot fix it, report it
(Continued)
Slide 93
Summary – Element 3
Notify relevant personnel when a stock-related issue is identified
Maintain stores areas in a clean and tidy condition following cleaning schedules, using checklists and implementing food safety protocols for the premises
Determine stock usage rates in accordance with internal demands. Refer to systems, actual stock and relevant documentation to identify fast-moving and slow-moving items.
Slide 94
Finalize documentation and stock management system requirementsPerformance Criteria for this Element are:
Check and verify stock related documentation
Enter data into stock systems to update stock levels
Authorise supplier documentation for processing and payment.
Slide 95
Check and verify stock related documentationThere can be a need to check/verify:
Purchase orders
Delivery documentation
Statements
Credit notes
Requisitions and internal transfers
Bin cards.
Slide 96
Check and verify stock related documentationChecking prices can include:
Checking prices charged by supplier against prices quoted/listed
Checking current cost prices against previous cost price/s.
Slide 97
Check and verify stock related documentationChecking calculations can involve:
Verifying extensions
Ensuring correct tax has been charged
Verifying totals and sub-totals
Checking applicable deductions have been allowed
Confirming correct application of ‘other charges’.
Slide 98
Check and verify stock related documentationVerifying documentation can include ensuring:
Only ordered items have been delivered and will be paid for
Items of invoices match items on delivery dockets
Returned items have received credit notes
The statement is a true reflection of purchases made and credit notes received.
Slide 99
Check and verify stock related documentationRecord all identified errors or discrepancies:
On the relevant document
Explaining the nature of the problem
Making a verbal explanation, where necessary.
Slide 100
Check and verify stock related documentationMake sure inducements from suppliers are treated as property of the venue. These may relate to:
Free items
Bonus products
Gifts
Samples.
All supplier inducements must be given to management/treated as ‘bought’ items
Slide 101
Enter data into stock systems to update stock levelsStock control/management systems are used to:
Identify theft
Determine financial performance
Limit inventory
Ensure no stock outages
Track buying & selling prices.
Slide 102
Enter data into stock systems to update stock levelsElectronic systems are used by larger venues:
May be dedicated industry-based software, or off-the-shelf systems adapted to individual need
Are integrated with POS
Come with training and user manual
May feature a training section within the software to enable actual experience to be gained.
Slide 103
Enter data into stock systems to update stock levelsWhen using an electronic system you need to know how to:
Create files for new suppliers
Enter supplier details
Delete files/products
Update data
Adjust stock levels.
Paper-based documents often form the basis of electronic entries
Slide 104
Enter data into stock systems to update stock levelsPaper-based stock control/management system includes:
Purchase orders
Bin cards
Requisitions
Internal transfer sheets
Sales dockets and POS documents
Checks.
Slide 105
Enter data into stock systems to update stock levelsUpdate the system when stock is:
Ordered
Received
Moved to storage
Issued
(Continued)
Slide 106
Enter data into stock systems to update stock levels Returned to supplier
Moved between departments
Sold at a reduced price
Given away
Thrown out.
Slide 107
Enter data into stock systems to update stock levelsThere is also a need to update the system when:
New stock lines are purchased
Lines are quitted
New suppliers are used
Different types of the same product are bought
There are changes to buying or selling prices.
Accuracy when entering data is always more important than speed
Slide 108
Authorise supplier documentation for processing and paymentNever pay cash for a delivery:
Even if delivery driver insists
Even when delivery driver points to COD paperwork
Refer drivers to management if they persist
The only exception is when directed to do so by management who have provided cash or cheque.
Slide 109
Authorise supplier documentation for processing and paymentActivities in authorising deliveries for payment:
Record and resolve all issues
Double-check notations are able to be understood
Ensure ‘outstanding’ stock has been received
Record any action taken
(Continued)
Slide 110
Authorise supplier documentation for processing and payment Match up relevant documentation
Ensure correct prices have been charged
Sign/initial documents according to house protocols
Forward the documentation.
Slide 111
Summary – Element 4
When finalising documentation and stock management system requirements:
Check all internal and external documents
Verify all documentation, prices and calculations
Compare prices charged against prices quoted
Record variations, discrepancies and errors
(Continued)
Slide 112
Summary – Element 4
Follow-up as required to resolve issues
Update the stock control/management system to reflect changes in relation to stock-on-hand, suppliers, processes
Always ensure accuracy of all entries made into the stock control/management system. It is more important to be correct than it is to be fast
(Continued)
Slide 113
Summary – Element 4
Never pay for goods delivered unless specifically instructed by management to do so
Ensure all documents are properly checked and verified before forwarding them to management/administration for processing and payment. Record any issues/problems on the paperwork before forwarding it
Forward delivery documentation on a daily basis.
Slide 114