Food Receiving Control Unit V PDF

FOOD AND BEVERAGE COST CONTROL UNIT V Food Receiving Control  Food Receiving Control INTRODUCTION The primary objective of receiving control is to verify that quantities, qualities and price of food delivered conform to orders placed. The person that usually responsible for this...

FOOD AND BEVERAGE COST CONTROL UNIT V Food Receiving Control  Food Receiving Control INTRODUCTION The primary objective of receiving control is to verify that quantities, qualities and price of food delivered conform to orders placed. The person that usually responsible for this job is given the job title as “receiving clerk’. Establishing standard for receiving Established standards to govern the receiving process are: The quantity delivered should be the same as the quantity listed on order forms and also should be identical as the quantity listed on the invoice or delivery bill. The quality of item delivered should conform to the establishment’s standard purchase specification for that item The prices on the invoice should be the same as those stated 2 on the order form THE INVOICE A bill from a vendor for good or services, often presented as the goods are delivered or the services performed. INVOICE. Gunasemula Company. 230 Kampung Saya To: The Sugar & Spice Café Quantity Unit Description Unit Price Date: JuneAmount 12th 30 pcs. Durian 8.50 255.00 10 kg Striploin 12.35 123.50 3 Received Date: ___________ By:___________________ Establishing Standard Procedures for receiving Standard procedure for receiving 1. Verify that the quantity, quality and price for each item delivered conforms exactly to the order place 2. Acknowledge that quantity, quality and price have been verified by stamping the invoice with the rubber invoice stamp provided for that purpose 3. List all invoices for foods delivered on a given day on the Receiving Clerk’s Daily Report for that day, and complete the report as required, or enter appropriate information directly into a computer terminal 4. Forward complete paperwork to proper personnel 5. Move food to appropriate storage areas. 4 INVOICE STAMP rubber stamp used by a receiver to overprint a small form on an invoice for the purpose of recording the data on which goods were received, as well as the signature of the several individuals verifying the accuracy of data on the invoice. 1. Verification of the date on which food was received 2. The signature of the clerk receiving the food who vouches for the accuracy of quantity, quality and price. 3. The steward’s signature, indicating that the steward knows the food has been delivered 4. The food controller’s verification of the arithmetical accuracy of the bill. 5. Signatory approval of the bill for payment by an 5 authorized individual before a check is drawn.  Sample of a Invoice Stamp INVOICE STAMP Date: Received by: (Receiving Clerk) Steward: Price and Extensions Verified: (F & B Cost Controller) OK for Payment: (Account Department) 6  Listing Invoices on Receiving Clerk’s Daily Report Receiving Clerk’s daily Report is an important accounting documents. Food is divided into at least two categories: 1.Item Purchase for immediate use – direct (extremely perishable nature that are purchased more or less daily basis for immediate use) – and will become the cost immediately. 7 2. Item Purchase to be kept in inventory – store (Meat, cans, bottles and boxed) – and will become the cost when the item is issued for production. The Receiving Clerk’s Daily Report is prepared by receiving clerk, who merely copies data from each invoice to appropriate columns on the reported and then enters the total for each invoice into one of the three columns under the general heading “Purchase Journal Distribution” – Food Direct, Food Stores or Sundries.  Receiving Clerk’s Daily Report Receiving Clerk’s Daily Report No. 1 Date: June 11, xxxx Purchase Journal Distribution Direct Food Sundries Unit Total QTY Unit Description √ Price Amount Amount Food Stores Market Price Meats 30 lbs Strip Steak √ 7.95 238.50 10 lbs Breast of veal √ 4.65 46.50 285.00 285.00 Jong’s Farm 10 kg Crocodile Meat √ 2.50 25.00 25.00 25.00 Kau Pun Farm 1 Kg Daun Kucai √ 5.00 5.00 2 Bdl Pucuk Paku √ 2.00 4.00 9.00 9.00 319.00 319.00 9.00 310.00 9 FOOD AND BEVERAGE COST CONTROL UNIT VI FOOD STORING & ISSUING CONTROL Food Storing & Issuing Control STORING CONTROL: ESTABLISHING STANDARDS AND STANDARD PROCEDURES FOR STORING In general, the standard established for storing food should address five principal concerns: 1. Condition of facilities and equipment 2. Arrangement of Food 3. Security of Storage areas 4. Location of Storage Facilities 5. Dating and pricing of stored food 11  Factor 1. Condition of facilities and equipment The factor that involves in maintaining proper internal conditions include:  Temperature (Key factors in storing food especially for perishable item)  Food life can be maximized when food is stored at the correct temperature and at the proper level of humidity. Fresh meats: 34 – 36 ° F (1-2 °C) Fresh produce: 34 – 36 ° F (1-2 °C) Fresh dairy products: 34 – 36 ° F (1-2 °C) Fresh fish: 30 – 34 ° F (-1 to 1°C) Frozen foods: 10 – 0 ° F (-23 to -18°C) 12 Storage Container (Appropriate container especially for staple food, fresh food and cooked or processed food) Shelving (Shelving should be slatted to permit maximum air circulation for perishable material and solid steel shelving for non- perishable, and raised a few inches above the floor level) Cleanliness (Absolute cleanliness)  Factor 2: Arrangement of Foods Factors involved in maintaining appropriate internal arrangement of food include: 1.Keeping the Most-Used item readily available. (Kept most used item closest to the entrance tend to reduce the time required to move needed foods from storage to production and thus tends to reduce labor costs.) 2.Fixing definite location 3.(Each particular item should always be found in the same location, and attention should be given to ensuring that new deliveries of the item are stored in the same location.) 4.Rotation of Stock (FIFO system) 5. (storing new deliveries of an item behind the quantities already on hand, thus ensuring that older items will be used first. This reduces the possibilities for spoilage.) 14  Factor 3: Location of Storage Facilities  the storage facilities for both perishable and nonperishable foods should be located between receiving areas and preparation areas, preferably close to both. A properly located storage facility will have four effects: 1. Speeding the storing and issuing of food 2. Maximizing security 3. Reducing labor requirements 4. Minimizing infestation of rodents and other unwanted creatures 15  Factor 4: Security Food should never be stored in a manner that permits pilferage. That is another reason for moving foods from the receiving area to storage as quickly as possible. Employees should not be permitted to remove items at will. Typically, a storeroom is kept open at specified times for specified periods well known to the staff and is otherwise closed to enable the storeroom clerk to attend to other duties. When the storeroom is closed, it should be locked, and the single key should be in the storeroom clerk ’s possession. In such cases, one additional emergency backup key is usually kept by the manager or in the office safe. 16  Factor 5: Dating and Pricing It is desirable to date items as they are put away on shelves, so that the storeroom clerk can be certain of the age of all items and make provisions for their use before they can spoil. all items should be priced as goods are put away, with the cost of each package clearly marked on the package. Following this procedure will greatly simplify issuing, because the storeroom clerk will be able to price requisitions with little difficulty. 17 ISSUING CONTROL: ESTABLISHING STANDARDS AND STANDARD PROCEDURES FOR ISSUING There are two elements in the issuing process: (1) The physical movement of foods from storage facilities to food preparation areas Physical Movement of Food from storage facilities is the movement of food from the storage facilities to the preparation area. Practices for doing this varies from one establishment to other establishment due to the management policies and procedures and priority 18 (2) The record keeping associated with determining the cost of the food issued. a. DIRECT Direct are charge to food cost as they are received directly on assumption that these perishable item have been purchased for immediate use. Figures in “FOOD DIRECT” column in Receiving Clerk’s Daily Report will be calculated directly into the particular day food cost. 19  b. STORES The food category known as stores was previously described as consisting of staples. When purchased, these foods are considered part of inventory until issued for use and are not included in cost figures until they are issued. Therefore, it follows that records of issues must be kept in order to determine the cost of stores. For control purposes, a system must be established to ensure that no stores are issued unless kitchen personnel submit lists of the items and quantities needed. 20  The Requisition is a form filled in by a member of the kitchen staff. It lists the items and quantities of stores that the kitchen staff needs for the current day ’ s production. Each requisition should be reviewed by the chef, who should check to see that all required items are listed and that the quantity listed for each is accurate. If the list of items and quantities is correct, the chef signs and thus approves the 21 requisition.  The Requisition Form Requisition Form Date: 9 Mar 2XXX th Department: Main Kitchen Quantity Description Unit Total Cost Cost 6 #10 Cans Green Peas $2.79 $16.74 50 Lbs. Sugar 0.39 19.50 40 Lbs. Ground Beef 2.59 103.60 6 Loin Pork (108 lbs. per tag) 3.39 258.12 TOTAL $397.96 Charge to: FOOD Department Requested by :________________________________________  Food & Beverage Transfer F&B Transfer means the transfer of item intended for a section to another section that requires it. Intra-unit Transfer are food and beverage transfers between departments of a food and beverage operation. They include transfers of food and liquor between the kitchen and bar, and between kitchen and kitchen in those larger operations that have multiple feeding facilities. Between Bar and Kitchen Many kitchens use beverage items such as wine, cordials, brandy, and even ale to produce sauces, parfaits, certain baked items, and rarebits. Occasionally, these beverages are purchased by the food department for use in the kitchen, kept in a storeroom until needed, and then issued on requisitions directly to 23 the kitchen  Food & Beverage Transfer Inter-unit Transfer are transfers of food and beverage between units in a chain. The two examples that follow illustrate inter unit transfers and the effect of such transfers on food costs. In some instances, small chains produce some items (e.g., baked goods) in only one unit and then distribute those items to other units in the chain. If the ingredients for the baked goods come from that particular unit ’ s regular supplies, then some record must be made of the cost of the ingredients used. 24 FOOD AND BEVERAGE COST CONTROL PART VII FOOD PRODUCTION CONTROL I. PORTIONS