OH 5-1 Agenda Chapter 8 – Purchasing Follow-Up Tour of receiving area Physical Receiving Inventory Book Set-Up Unit of Measures Worksheet Project: Standardized Recipes Complete Chapter 1 Update Sign-up Sheets Next week
OH 5-1
Agenda Chapter 8 – Purchasing Follow-Up
Tour of receiving area
Physical Receiving
Inventory Book Set-Up
Unit of Measures Worksheet
Project: Standardized Recipes
Complete Chapter 1
Update Sign-up Sheets
Next week
OH 5-3
Chapter 8 – Learning Objectives
Explain the basic procedures to monitor vendor compliance with quality standards at the time of receiving.
Summarize the basic requirements for effective product receiving.
Explain the necessary documentation and procedures that should be followed to pay vendors for product purchases.
Describe the importance of and basic methods that can be used to evaluate the purchasing process.
OH 5-4
Case Study
Page 193 of text book
Discussion questions
Has this happened where you are employed?
OH 5-5
Receiving
Definition: Receiving is a series of activities that ends with the transfer of product ownership from a vendor to a restaurant or foodservice operation.
Business volume may dictate receiving procedures and control.
OH 5-7
Receiving continued
Let’s look at examples of each of the following sizes of operations:
Examples
Who might be responsible for receiving
Small operations
Midsized operations
Large-volume properties
OH 5-8
Receiving continued
Effective receiving practices are essential in any operation
Managers responsibilities Develop & implement policies and procedures,
monitor and corrective action taken if not used Designate and train responsible employees Train in identifying quality standards Provide equipment needed and train in use and
maintenance Inform vendors of receiving process
OH 5-9
Receiving continued
Characteristics of successful receiving staff:
Maintain food safety standards
Use available technology
Meet physical demands of position
Recognize and resolve problems
Part of team to meet organization goals
OH 5-10
Receiving continued
Basic Receiving ProceduresAdequate space for proper receiving and storageProper equipment….
OH 5-11
Receiving continued
Steps in Receiving must be followed
Deviances noticed and corrective action taken
OH 5-13
Receiving continued
Determine Quality Standards
Develop product specification
Define A Items
Spot check quality; look for trends
Contact vendors if problems persist
OH 5-14
Receiving continued
Keep a log of receiving
Document credits immediately
Follow up if additional product needs to be ordered
Communicate issues to intended user
Keep food safe
Watch for theft
OH 5-16
Technology and Receiving
Paperless receiving Electronic purchase orders
Check incoming products
Bar code labels
Radio frequency identification (RFID) – real time inventory
Inventory management
OH 5-17
Security and Receiving
Guard against common problems: Short weights
Assorted contents
Missing items
Limited access
Authorized personnel only
OH 5-18
Payment for Purchases
Vendors must be paid in a timely matter and according to contract terms
Documentation and communication to accounting staff
Responsibility varies upon size of operation
OH 5-20
Payment for Purchases
Internal flow of documents
Small volume: one person
Mid-volume: Department heads requisition product from purchaser
Large-volume: Team of receiving, storage, supervisor/manager, accounting
OH 5-21
Managing Credit Procedures
Used when: Incorrect price Back order Short weight Product rejected
Forward to accounting
Follow up with vendor
OH 5-22
Payment Procedures
Verify invoice information No quantity or price difference All extension correct
Pay invoice By Invoice By Statement – example page 209
Mark invoice paid (date, amount)
File for reference
OH 5-23
Petty Cash
Necessary evil!
Establish step by step control/process
Minor expenses
Keep secure and do not co-mingle with cash drawer
Balance daily
OH 5-24
Petty Cash
Completed and signed form
Receipts replaces cash
Secure Limit amount
in fund No borrowing Use
monitored by management
OH 5-25
Purchasing Evaluation
Reasons to Evaluate Purchasing Recognize importance of purchasing (25-35% of
costs)
Determine improvement benchmarks
Control costs
Monitor, measure and award positive behavior
Improve purchasing function
OH 5-26
Purchasing Evaluation continued
Step 1: Reduce product cost without sacrificing quality Step 2: Determine average costs and monitor Step 3: Quantity and price Step 4: Review standards/goals, strategies for improvement Step 5: Did corrective action resolve problem or further action
required
OH 5-27
Purchasing Goals and Evaluation Concerns
Purchasing goals should be developed based on desired results
OH 5-29
Operational Concerns
On-going process of evaluation and improvement
Relationships with departments
Creative assistance
Effective purchasing policies and procedures
Vendor performance
OH 5-31
Key Terms
A item The more expensive items that an establishment purchases.
Audit trail A step-by-step record that traces financial data to their source.
Bar code A label that has numerous machine-readable rectangular bars and spaces arranged in a specific way to identify a product.
Bona fide occupational qualification (BFOQ) A job qualification legally judged reasonably necessary to safely or adequately perform a job.
Credit memo A document used to adjust information about product quantities or costs recorded on a delivery invoice.
OH 5-32
Key Terms
Extension (calculations) An arithmetic calculation made on a delivery invoice; for example, the item quantity and the unit price are multiplied to determine the total cost for each product.
Pallet A portable platform, or rack, typically made of wooden slats, used to store and move cases of products stacked on it.
Petty cash fund A small amount of cash on hand that is used to make relatively low-cost purchases.
Receiving A series of activities that ends with the transfer of product ownership from a vendor to a restaurant or foodservice operation.
OH 5-34
Inventory Book Set-Up
Unit of Measures Worksheet
Project: Standardized Recipes
Complete Chapter 1
Update Sign-up Sheets
Next week