Issuing control

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Issuing Control

Transcript of Issuing control

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Issuing Control

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• Often, foodservice managers create difficulties for their workers by developing a requisition system that is far too time-consuming and complicated.

• The difficulty in such an approach usually arises because management hopes to equate products issued with products sold without taking a physical inventory.

Product Issuing

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A well-designed issuing system has the following objectives :

• To limit access to storage areas to authorized staff members only.• To match items removed from storage with actual production requirements.• To assess quantities and costs of products removed from storage. This record keeping becomes important when updating perpetual inventory records. This record is required for assessing costs of issues to calculate daily food and beverage costs.

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• the requisition forms can be used to provide information for daily cost calculations or to update perpetual inventory records.

• Issuing should be limited to specified times• beverages to replenish bar inventories are

issued either at the beginning or end of each bar shift

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The Food Requisition / Issue Process

1. The form identifies each item to be withdrawn from storage

2. The purchase unit size of each item needed

3. The quantity of each item needed is based upon the recipes to be used during the required time period minus any products already withdrawn from inventory and available in production

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1.Food, beverages, and supplies should be requisitioned only as needed based on approved production schedules.

2.Required items (issues) should be issued only with management approval.

3.If a written record of issues is to be kept, each person removing food, beverages, or supplies from the storage area must sign, acknowledging receipt of the products.

4.Products that do not ultimately get used should be returned to the storage area, and their return recorded.

Product security can be achieved if a few principles are observed:

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Food Requisition Form Food Requisition

 Storage Type (Check one) : Date : ________________Refrigerated _________________________ Work Unit : __________________Frozen ______________________________ Approved for withdrawal __________Dry ________________________________ 

Item Purchase Unit

No. of Units Unit Price Total Cost Employee Initials

Received by (Consuming Dept.)

Withdrawn By (Storage Dept.)

Col.1 Col.2 Col.3 Col.4 Col.5 Col.6 Col.7

             

             

             

             

      Total      

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• It is vital that a copy of the storeroom requisition form be sent to the purchasing agent after it has been used so that this individual will have a sense of the movement of product in and out of the storage areas.

Requisitions

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• After production personnel complete the form, it then goes to the chef

• the form goes to the appropriate storage area.• The storage or management employee

responsible for issuing verifies that items listed were indeed withdrawn by initialing column

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• After issuing is completed, the items should be transferred promptly to the appropriate production occurred.

• When all daily issues are finished, the storeroom or controls personnel may use the forms to update perpetual inventory records

• The food requisition forms for the day can be forwarded to the F & B Controls department to review and to use in calculating the daily food cost information.

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Transfers

Food or beverage products may be transferred from one food service unit to another. For example, it is likely that fruit juice, vegetables, and similar items are taken from the kitchen for use in the bar, while wine, sherry, and similar items may be taken from the bar for use in the kitchen.

Transfers out of the kitchen are subtracted from the cost of food sold and transfers in to the kitchen are added to the cost of food sold.

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• Intraunit Transfers• Between Bar and Kitchen– Cooking wines and spirits– Fruits, juices and dairy products

• Between Kitchen and Kitchen– Large hotels that operate more than one kitchen

• Interunit Transfers• Transfers of food and beverage between units in a

chain

Food & Beverage Transfers

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Item NameSpec #, if appropriateQuantity OrderedQuoted PriceExtension PriceTotal Price of OrderVendor Information

Purchase Order NumberDate OrderedDelivery DateOrdered by____Received by_______Delivery InstructionsComments

The written Purchase Order form should contain space for the following information

Purchase Order Information

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• Written verification of quoted priceWritten verification of quantity orderedWritten verification of the receipt of all goods orderedWritten and special instructions to the receiving clerk, as neededWritten verification of conformance to product specificationWritten authorization to prepare vendor invoice for paymentThe advantages of a written Purchase Order are many but include the following:

The advantages of a written Purchase Order are many but include the following:

© John Wiley & Sons, Inc. 2009

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The Beverage Requisition / Issue Process

• since beverages, by their nature, are very susceptible to employee theft, there are several additional concerns in transferring beverages from storage to production areas

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Establishing Bar Par Inventory Levels

• A bar par is an established number of bottles of each type of beverage that is always kept in behind-the-bar storage areas

• A bar par is established for each type of liquor and wine kept behind the bar

• An important rule is that empty bottles must be presented before full bottles are issued.

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Beverage Issuing Steps :

• The beverage issuing process typically includes the following steps:

• 1. At the end of each shift the bartender places the bottles emptied during the shift on top of the bar.

• 2. The bartender completes a beverage requisition form (as shown below), recording the name of each type of liquor or wine emptied

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• 3. The beverage manager checks the number and type of empty bottles on the bar against the information on the beverage requisition form

• 4. The bartender takes the empty bottles and the beverage requisition to the beverage storage area. The person responsible for issuing : (a) compares empty bottles with the data on the issue requisition, (b) bottle-for bottle, replaces empty bottles with full ones,

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• 5. Empty bottles are broken or otherwise disposed of according to local or state laws, or as specified by the property’s control requirements designed to prevent re-use.

• 6. Total cost calculations (Column 5) and the beverage cost percent calculations at the bottom of the requisition form are normally completed by management or F & B Controls personnel

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Beverage Requisition Form  

Beverage Requisition Shift : Morning Date : 16.02.2006  Bate : Main Bartender : Edwin D’souza  

Liquor Number of Bottles Size Unit Cost Total Cost

Col. 1 Col. 2 Col. 3 Col. 4 Col. 5

B.Scotch 3 750 ml Rs.1200 Rs.3600

B Gin 2 750 ml Rs.200 Rs.400

         

         

         

Total Bottles : _____________________ Total Cost : _____________________   Check on :OK to Issue : ___________________ Lose priceIssued by : ___________________ Reg. PriceReceived by : ___________________ High Price  (cost) / (revenue) = (beverage percent) 

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Bottle Marking

• Bottle marking identifies a bottle before it is issued. It may simply identify the bottle as house property, or it may also contain information about the bottle’s cost and / or date of issue.

• there is more than one bar in a property bottles should additionally be marked with the site to which it is issued.

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• the bottle mark is an adhesive-backed label or hand-to-remove ink stamp, with a logo or symbol difficult to duplicate

• Bottle marking is important for two other reasons.

• if the cost, from the daily receiving report or delivery invoice, is recorded on the bottle, it is easier to complete the issue requisition form.

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• if the date of issue is recorded on the bottle, it is easier to keep track of the rotation of bottles behind the bar.