QUANTITY PURCHASE AND STORAGE
·
Introduction to purchasing
·
Purchasing system
·
Purchase specification
·
Purchasing techniques
·
Storage
PURCHASE SYSTEMS AND SPECIFICATIONS
This
function of buying is classified as purchasing, and in hotels a separate department
known as the purchase department carries out these functions.
Materials need to be purchased
against some standards are known as ‘specifications’. There are a few factors
or procedures that one has to be aware of before carrying out the purchase
functions.
Factors
|
Descriptions
|
1.
Market
knowledge
|
It is important for a
purchase manager to know the commodity market as it is highly volatile
market, where products vary in both quality and pricing. It is desirable to
pay a good priced for a quality. Therefore, it is important to develop and
build up relationships with reputed suppliers. It is necessary for the
purchasing manager to know where a particular commodity is grown and what its
seasonality is. It is also important
to know the legal aspects of purchasing.
For example, it is illegal to buy deer meat in India, but many
countries, such as Australia, England, the USA, etc., it is not against the
law. It is equally important to know
the market with regard to the conditions of supply and demand, as these
factors would cause implications on the pride of a commodity. Market knowledge also includes gaining
information on the suppliers available in the market, their reputations, and
their scale of business. Many upcoming
suppliers would make lots of promises, but they usually surprise you when it
comes to actually delivering the products.
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2.
Determine
the kind of purchases
|
The purchases department
would be carrying out purchase for the whole hotel but here we will talk only
about the food and beverage purchase.
The requirement would largely be perishable commodities which would
include vegetables, fruits, and meat items.
Since these items have a limited shelf life, it is important to
control the quantities that needs to be purchased and this largely depend on
indenting as described earlier.Other goods that are received are staples such
as canned , frozen , bottled ,l and dehydrated food. Since these kind of food a comparatively
longer shelf life, one could always purchase such food in bulk and demand a
good rate from the suppliers. The frequency of the purchase would also depend
on the amount of the storage space available in the prmises.
|
3.
Specifications
|
After the menu has been
established, the chefs carries out yield tests to determines the
specifications of the products. The
specifications of the products could also depend on the usage. The for example there are two types of oranges in the
market. One has less chose but is very sweet and is called the table orange
such an orange has a thick peel and can be used as a fruit the other varities
is know as juice orange. It has a thin peel and though not very sweet, it is
very juicy and gives good yield of juice and as compare to the table orange
thus, the specification of an orange would differ in terms of its final
juice. Similarly, for a large volume
operations it would be intelligent to buy large potatoes that are easey to
peel and prosess for volumes.
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4.
Desilgning
the process of buying
|
IT is important to list out
the and design the purchasing process for a particular kind of a
product. There are two kinds of buying
methods , formal and```````````
|
Copies
of the purchase specification need to be sent to the following:
1.
Purchase
department
2.
Supplier
3.
Executive chef
4.
Receiving
department
However, there could be many other factors
that could have an impact on the purchasing systems and procedures. These could
be dependent on the following departments:
1.
Type of
establishment
2.
Style of
operation and service
3.
Type of function
4.
Storage space
available
5.
Geographical
location
6.
Financial aspect
7.
Skills of the
employees
Documents
Used by Receiving Department
The receiving department needs to maintain
certain documents in specific formats in order to help in control of goods
received or rejected.
1.
Gate pass (Returnable)
2.
Gate pass (non-returnable)
3.
Memorandum
invoice: this invoice is made only when the
receiving department does not receive a proper bill for any item received by
it.
4.
Inspection report:
This report is prepared in case the quality of
imported items received by the department does not match the standards
specified for the unit.
5.
Short supply
report
Storage
for bulk
Storage areas are the places that are designed
to store the raw or cooked food before or after the cooking and service
operations. It is mandatory to keep the store under proper clean and hygienic
conditions.
Theft, spoilages, infestations through pests,
and non-accessibility of products in the store are four major concerns of any
food store department, and so it is important to have strong system control in
place.
The following points must be considered while
designing the store room for bulk feeding:
·
The storeroom’s
proximity to the receiving department as well as to a central position for all
user departments should be kept in mind.
·
The volume of
business and type of establishment also play a major role in the designing of a
store room.
·
It should be
spacious, free from pests and rodents, and low in humidity.
·
There should be
ease of operation and ease of cleaning after goods have been stored.
·
It should
facilitate the monitoring of goods in store.
·
It should have an
optimum space utilization design and should have a sufficient number of racks
and shelves.
·
The type of food
store required, cold store or dry store, should also be considered.
·
The store room
design should aid proper stock rotation method.
·
The store room
should have proper lighting and should also be well ventilated.
·
The variety or
number of items to be stored with their par stocks and the space required for
them should also be considered.
·
The store room
should be well illuminated as dark corners can be prone to pest infections.
There are many types of store rooms. These are
described below:
·
Engineering store:
This type of store is usually located near engineering department and stores
all the spares of machines.
·
Chemical store: This stores
chemicals used in cleaning of the hotel.
·
Beverage store: This
stores all hard and soft beverages.
·
General store: This
store keeps all general items such as paper and other supplies such as
stationary, ribbons, requisition books, cleaning supplies etc.
·
Food store: This store is
used to store food items.
Standard purchase specification are concise
description of quality, size, weight, or count factor desired for a particular
item, Specification buying will give uniformity and consistency to purchasing
and receiving, that will aid to maintain a desire food cost and create a
standard product.
Objective:
To
establish a suitable buying standard for particular commodity for the hotel.
To
furnish the supplier in writing in specific term the requirement of the hotel.
To
help in setting the price of a commodity.
To
obtain a standard product material for f & b dept.
To
obtain a standard product so that measurement of performance of departments can
be accurate.
For proper and effective control, purchase
specification should be used in all purchasing. It help in bringing uniformity
and consistency in buying, which maintains required cost of product. Each
specification is determined by purchase manger, Executive chef, and F & B
manager as per the catering policies, menu requirement and price range. The
specification format is maintained with F & B service and production,
receiving, stores department.
The purchase specifications
contain:
a) Definition of each items.
b) Grade or brand name of each item
c) Weight, size, or
count.
d) Unit against which price should be coated.
e) Special note for commodity.
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