Storing and issuing control
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The document outlines proper storage control techniques for food items to prevent loss and spoilage in hospitality management. It details various types of storage, inventory management systems, requisition processes, and guidelines to maintain cleanliness and organization in food storage areas. Additionally, it emphasizes the importance of authorization and record-keeping in mitigating theft and optimizing food inventory management.
Storing and issuing control
- 1. POWERPOINT PERSENTATION DESIGNED BY VIJENDER NOONWAL ASSISTANT PROFESSOR INSTITUTE OF HOSPITALITY & MANAGEMENT, BANUR – 140601 PH- 01762503503 DOMAIN: WWW.CHEFNOONWAL.HPAGE.COM
- 2. Storing control is a technique through with the items are stored in a proper way to control merchandise and prevent loss through theft and spoilage. Bad storage conditions and procedures have an adverse effect on the standard of food and drinks sold. Food items are kept in various types of storage – dry stores, vegetables stores, dairy stores, and meat boxes and freezers. On receipt the food direct items are usually transferred to the kitchen.
- 3. • To control merchandise • To prevent loss through thefts • To control spoilage • Focus on proper storage of costly items such as meat tag. • adequate supply of food items • only authorized persons are permitted in the store room. •To avoid pilferages by keeping store room locked.
- 4. 1. Groceries and canned goods are stored on shelves by groups, such as – coffee, tea etc, vinegar olives onions, sugar salt flour etc. Food items should be stored in alphabetical sequence in their respective groups. There must be spaces between the floor and merchandise in the form of a low platform of wood or metal, for proper air circulation and sanitation. 2. Checking canned goods or spoilage 3. Perishables must be dated and priced on containers with wax crayon immediately after being received and should be stored in a way to facilitate “first in”, first Out” rotation.
- 5. 4. Fruits and vegetables: - these must be stored in coolers as soon as possible after receipt. The only exceptions are pot toes, yellow onions, bananas and unripe fruit. Fruits and vegetables must be properly segregated. A daily check must be made for spoiled food. The proper temperature in fruit and vegetable ice boxes is 420 F. (For more see page no 151 of f & B control author – Jagmohan negi) 5. cry-o-vac :- means meat is packed in plastic bag. It should not be torn or punctured by rough handing or attaching meat tag. 6. Fish should be kept constantly below 400F to ensure maximum storage life. 7. Eggs: - eggs should be stored at 270 to 280 F. separate from food with strong odour.
- 6. 1. The store should have sufficient space to be equipped with good shelving, which will facilitate easy identification of every stock item. 2. It should be well laid out, clean and tidy. 3. A well organized store cell minimize the possibility of stock loss. 4. A proper control system should be evolved and introduced. 5. Most of the hotels use preprinted index card of each stock item. These cards indicate the quantity and value of the amount received, issued and stock balances.
- 7. 6. Ice must be kept clean and free of odors'. Walls and shelves must be washed regularly. Floors should be kept dry and all food should be placed on racks so that the floor may be easily cleaned. 7. In a small sized establishment, since the owner or manager personally supervises the store, simple records are required to be maintained for using the small quantities of store items required for day to day operation.
- 8. PREVENTION OF THEFT: - Adequate strong lock are to be used. Keys to the storeroom are issued only to individuals designed by the chief accountant. The names of individuals to whom keys have been issued are kept in a key log book. Keys must not be attached to the personal key rings of the users. When the storeroom and kitchen walk in boxes are closed for the day, the keys in use will be placed with the front office cashier in sealed envelope with the storeroom man’s signature written across the seal. When refrigeration equipment is located in the storeroom, no permanent key will be issued to the engineer or maintenance man. Only authorized persons should be permitted in the food storage area at any time. During the hours the storeroom is scheduled to be open, there must always be someone on duty.
- 9. Stock control is done by maintaining 1. Stock card system 2. Bin card 3. Perpetual inventory system 4. KARDEX
- 10. Under this system, a stock card is kept for each item showing information that could be recorded on a bin card. These cards are usually kept on the loose leaf principles. In addition it contains details of the recorded quantity for the commodity plus a small plastic indicator to draw attention when the commodity is at a low level.
- 11. For each commodity stored, a separate bin card is prepared, showing the following information:- Description of commodity Quantity of goods issued Date Balance remaining Accounting of goods received Minimum stock level
- 12. The main purpose of this method are: - To ensure that quantities purchased are sufficient to meet anticipated need without being excessive. To provide an effective control over items being stored for future use. Perpetual inventory card are similarly as the Bin cards are used. These cards are not affixed to the self but kept outside and maintained by persons who don’t work in the storeroom
- 13. Whenever, food items are purchased and issued necessary entries are made in the respective cards. Thus the perpetual inventory cards indicate how much of an item is in stock at a particular time. It is possible to compare balance on the cards with actual items on shelves to determine if any items are not accounted for. These cards also indicate a par stock for each item in stock. Par stock is a number of units related to usage and the time needed to get delivery. Par stock is the maximum quantity of any item that could be on hand at any given time.
- 14. All groceries and canned goods are carried in a kardex which is maintained in the food and beverage controller’s office. The kardex must be arranged in the same order as the stored merchandise and the inventory book, and should contain the following information: - Name of merchandise Date of purchase Number of units purchased Units of merchandise issued Balance on hand Actual inventory – monthly – to be recorded in red.
- 15. For proper control at this stage of control cycle, no food-stuff should be issued without proper requisitions. The main objectives in issuing food are: - 1. To ensure the proper authorization for the release of merchandise. 2. To account properly for daily food issues.
- 16. Requisitions are the written authority for goods to be removed from the store into the preparation area, signed by an authorized person such as executive chef, restaurant manager. When the requisition in a large one it should be submitted well in advance before a reasonable time, so as the storekeeper has plenty of time to collect the items together. Requisitions are pre-numbered and in duplicate. Whenever possible, it is recommended to print the originals and the duplicate in different colors. Requisitions for original copy Meat white blue Groceries pink green Perishables yellow red
- 17. The food and beverage manager submits to the storekeeper a written list of sub-department heads who are permitted to make requisitions for merchandise from the stores. Issue practice: - 1. Separate requisitions are made out, both for kitchen and bars. 2. Requisitions are made out in triplicate: - original copy (White) to store room, duplicate copy to requisition department, triplicate (yellow) copy remains in the book. 3. Meat tags have to be attached to the butcher’s requisition and turned over to the F & B controller. 4. Returns to the storeroom are handled in the same manner on a separate requisition form ‘returned to storeroom.’ 5. Spoilage reports are made out by the storeroom clerk and brought to the attention of the F & B controller.
- 18. 6. The original of the f & B material requisition will be sent by stores to accounting department/control. 7. The first copy will be retained by stores for stock recording purposes. Issue analysis 1. Requisitions are priced out, extended by the store clerk. They are verified by the F & B controller. 2. A weekly analysed summary sheet is prepared by the store clerk. The total value issues from the stores should agree with the total received. 3. Issues are broken-down into meat tags and storeroom issues. 4. Meat tag which are attached to requisitions, constitute previous days meat consumption. They are to be replaced by original stubs and may be taped.
- 20. In small operations, food production in the kitchen may require the use of certain beverage items, such as wines and liquors, not purchased specifically for kitchen use. In large hotels, where many kitchens may exist it is necessary from time to time to transfer food items from one kitchen to another. To determine accurate food cost, it is necessary to maintain records of the food transferred. The transfer form/memo/note is similar content as the requisition form. It works like an internal invoice. The department which issues or sells these items should be credited for that item. There are three types of transfers: -
- 21. UNDER KITCHEN TRANSFER INTRA KITCHEN TRANSFER INTER UNIT TRANSFER
- 22. When food items are transferred form one kitchen to another, records must be maintained as regards to the items and amount so transferred. In hotels when one unit closes earlier than another, cooked food items may be transferred from one closing to one that will remain open until a later hour. For the purpose of determining the cost for each unit. The amount transferred must be credited to the cost of early closing unit and add to cost of the later closing units. In some hotels
- 23. This type of transfer is used in between two separate departments for example bar to kitchen and or kitchen to bar. If the food production department require to make a sauce with the help of wine or other spirit. or Bar to kitchen in terms of fruits and vegetables for making garnishes etc. then this intra kitchen transfer it used for fulfilling this purpose.