1. Chapter 4 Food Purchasing and Receiving Control
Principles of Food, Beverage, and Labor Cost Controls, Ninth Edition

2. Responsibility for Purchasing
Who does the purchasing?
Owners
Managers
Chef
Steward
One person responsible so they can be held accountable

3. 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

4. Developing Standards and Standard Procedures for Purchasing
Quality of food purchased
Quantity of food purchased
Prices at which food is purchased

5. Uses for Standard Purchase Specifications
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

6. Steward’s Market Quotation List
Steward’s 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

7. 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

8. Perpetual Inventory Method
Par stock
Reorder point
= Subtotal
+ Normal usage until delivery
= Reorder quantity

9. Determinants for Maximum Quantity of Perishables on Hand
Storage space
Limits on total value of inventory prescribed by management
Desired frequency of ordering
Usage
Purveyors’ minimum order requirements

10. Suppliers to Foodservice Operators
Wholesalers
Local Producers
Manufacturers
Packers
Local farmers
Retailers
Cooperative associations

11. 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

12. Centralized Purchasing
Disadvantages:
Each unit must accept the standard item in stock and has little freedom to purchase for its own particular needs
Units can’t take advantage of local specials
Menus are ordinarily standardized, limiting the individual unit managers’ freedom

13. Means of Obtaining Price Quotes
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

14. Necessary Receiving Standards
The quantity delivered should be the same as the quantity listed on the Steward’s Market Quotation List and the invoice
The quality delivered should conform to the establishment’s specifications
The prices on the invoice should match those circled on the Steward’s Market Quotation List

15. Sample Invoice
Meats R’ Us 777 Cow Pasture Way Bulls tail, IO To: Grandview Bistro Date: October 3, 20XX Quantity Unit Description Unit Price Amount 20 lbs. Beef tenderloin lbs. Leg of lamb $432.00

16. 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.

17. 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.

18. 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

19. Receiving Standard Procedure
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 Clerk’s Daily Report for that day
Forward paperwork to proper personnel
Move food to appropriate storage areas

20. The Invoice Stamp Provides for:
Verification of the date food received
Signature of the receiving clerk who vouches for the accuracy of the order
Steward’s signature, acknowledging delivery of food items
Food controller’s verification calculations are correct on the invoice
Signatory approval of the bill for payment by an authorized individual before a check is drawn

21. Receiving Clerk’s Daily Report
Directs – foods that extremely perishable by nature, purchased daily.
For immediate use
Considered to be issued on delivery
Go directly onto today’s food cost
Stores – perishable but have a relatively longer shelf life.
Not for immediate use
Included on food cost when they are issued

22. 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!!!
© John Wiley & Sons, Inc. 2009