Food Purchasing Control

Food Purchasing Control
Copyright 2006 by John Wiley

& Sons, Inc. All rights reserved
Responsibility for Purchasing

Who
does the purchasing?
Owners
Managers
Chef
Steward
One
person responsible so they can be held

accountable
Perishables & Non-perishables

Perishables;
those items that are typically

fresh foods, and have a relatively short shelf
life
Non-perishables; those food items that have
a relatively longer shelf life
Groceries
Staples
Storeroom items
Developing Standards and Standard

Procedures for Purchasing
1.
2.
3.
Quality of food purchased

Quantity of food purchased
Prices at which food is purchased

Uses for Standard Purchase

Specifications
1.
2.
3.
4.
5.
6.
They force owners or managers to determine

exact requirements in advance
They are often useful in menu preparation
They eliminate misunderstandings between
stewards and purveyors
Allows for true competitive bidding
Eliminates need for detailed verbal descriptions
They facilitate checking food as it is received
Stewards Market Quotation List

Stewards
market quotation list - a form often

used as a tool by food purchasers for;
Taking daily inventory of perishables

Determining suitable order quantities
Recording market quotations
Selecting vendors
Par
stock maximum quantity that should be

on hand at any given time
Periodic Order Method

Periodic
order method:
Amount required for the upcoming period

- Amount presently on hand
+ Amount wanted on hand at the end of the period
to last until the next delivery
= Amount to order

Perpetual Inventory Method

Perpetual
inventory method:
Par stock
- Reorder point
= Subtotal
+ Normal usage until delivery
= Reorder quantity

Determinants for Maximum

Quantity of Perishables on Hand
1.
2.
3.
4.
5.
Storage space
Limits on total value of inventory prescribed
by management
Desired frequency of ordering
Usage
Purveyors minimum order requirements

Suppliers to Foodservice
Operators
1.
2.
3.
4.
5.
6.
7.
Wholesalers
Local Producers
Manufacturers
Packers
Local farmers
Retailers
Cooperative associations
Centralized Purchasing
Advantages:
Foods and beverages can be purchased at lower
prices because of volume
Desired quality can be obtained more readily
because the steward has a greater choice of markets
Foods can be obtained that meet specs
Larger inventories can be maintained, ensuring
reliable supply to individual units
Possibility of dishonest purchasing in individual units
are greatly reduced
Centralized Purchasing
Disadvantages:
Each unit must accept the standard item in
stock and has little freedom to purchase for
its own particular needs
Units cant take advantage of local specials
Menus are ordinarily standardized, limiting
the individual unit managers freedom
Means of Obtaining Price Quotes

1.
2.
3.
4.
5.
6.
Telephone
Fax
Quotation sheets obtained by mail
Fax modem
Information supplied by salespersons
Direct computer links with purveyors via the
internet or dedicated telephone line
Necessary Receiving Standards

1.
2.
3.
The quantity delivered should be the same

as the quantity listed on the Stewards
Market Quotation List and the invoice
The quality delivered should conform to the
establishments specifications
The prices on the invoice should match
those circled on the Stewards Market
Quotation List
Sample Invoice
Meats R Us
777 Cow Pasture Way
Bulls tail, IO
To:Grandview Bistro
Date: October 3, 200X
Quantity
20
20
Unit
lbs.
lbs.
Description
Unit Price
Beef tenderloin 9.20
Leg of lamb
12.40
Amount
184.00
248.00
$432.00

Inventory Control
Regardless of the methods used by employees to

requisition food and beverage products, or
management to issue these, inventory levels will be
affected.
It will be your responsibility and that of your
purchasing agent to monitor this movement and
purchase additional products, as needed.
Re-stocking the inventory is critical if product
shortages are to be avoided and if product necessary
for menu item preparation is to be available.
Inventory Control
Operators must be careful not to overload storage capacity.

Increased inventory of items generally leads to greater
spoilage and loss due to theft.
Shelf life is the amount of time a food item retains its

maximum freshness, flavor, and quality while in storage.
The shelf life of food products varies greatly.
The cost to the vendor for frequent deliveries will be

reflected in the cost of the goods to the operator.
Inventory levels are determined by a variety of factors

such as:
1. Storage capacity
2. Item perishability
3. Vendor delivery schedule
4. Potential savings from increased purchase size
5. Operating calendar
6. Relative importance of stock outages
7. Value of inventory dollars to the operator
Receiving Standard Procedure

1.
2.
3.
4.
5.
Verify the quantity, quality, and price for each

item conforms exactly to the order placed
Verify invoice with rubber invoice stamp
List foods delivered each day on the receiving
Clerks Daily Report for that day
Forward paperwork to proper personnel
Move food to appropriate storage areas
The Invoice Stamp Provides for:

1.
2.
3.
4.
5.
Verification of the date food received

Signature of the receiving clerk who vouches for
the accuracy of the order
Stewards signature, acknowledging delivery of
food items
Food controllers verification calculations are
correct on the invoice
Signatory approval of the bill for payment by an
authorized individual before a check is drawn
Receiving Clerks Daily Report

Directs
foods that extremely perishable by

nature, purchased daily.
For immediate use

Considered to be issued on delivery
Go directly onto todays food cost
Stores
perishable but have a relatively

longer shelf life.
Not for immediate use

Included on food cost when they are issued
Training for Receiving

The
great problem in employing receiving

personnel is with the vast amount of
knowledge of foods these workers require
This may explain why some restaurants do
not require quality checks upon delivery
Someone has to do it!!!
If not your customers will!!!

Food Purchasing Control

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Food Purchasing Control

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Food Purchasing Control

Copyright 2006 by John Wiley

Responsibility for Purchasing

does the purchasing?

person responsible so they can be held

Perishables & Non-perishables

those items that are typically

Developing Standards and Standard

Quality of food purchased

Copyright 2006 by John Wiley

Uses for Standard Purchase

They force owners or managers to determine

Stewards Market Quotation List

market quotation list - a form often

Taking daily inventory of perishables

stock maximum quantity that should be

Periodic Order Method

Amount required for the upcoming period

Copyright 2006 by John Wiley

Perpetual Inventory Method

Copyright 2006 by John Wiley

Determinants for Maximum

Copyright 2006 by John Wiley

Means of Obtaining Price Quotes

Necessary Receiving Standards

The quantity delivered should be the same

Copyright 2006 by John Wiley

Regardless of the methods used by employees to

Operators must be careful not to overload storage capacity.

Shelf life is the amount of time a food item retains its

The cost to the vendor for frequent deliveries will be

Inventory levels are determined by a variety of factors

Receiving Standard Procedure

Verify the quantity, quality, and price for each

The Invoice Stamp Provides for:

Verification of the date food received

Receiving Clerks Daily Report

foods that extremely perishable by

For immediate use

perishable but have a relatively

Not for immediate use

Training for Receiving

great problem in employing receiving

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