Sitxinv 001 Receive and store stock LG V2-0 PDF

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Learner guide

Receive and store stock SITXINV001

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Version number 2.0

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Contents

Overview ........................................................................................................ 3 Section 1: Take delivery of stock ................................................................... 3 Section 2: Store stock .................................................................................. 19 Section 3: Rotate and maintain stock........................................................... 29 Glossary ....................................................................................................... 47

Please note the following condition This Didasko learning resource should be used as a training tool for students and trainers. While the information contained within addresses the elements and performance criteria, and the knowledge and performance evidence of individual competencies it remains the responsibility of the training organisation to ensure it meets training framework requirements and to provide additional documentation where necessary.

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SITXINV001 Receive and store stock

Overview Businesses go to great lengths to safely move and store their cash: armoured transport under guard, locked registers, password protected accounts. But did you know that there’s often a great deal more money tied up in the stock sitting on shelves and in storage areas?! You must receive, handle, store and keep track of these precious supplies just as carefully as you would cash. This is easier said than done! In hospitality and catering operations, stock often has a short shelf life and very specific storage requirements. Not only that, the sheer variety of stock is enough to overwhelm anyone. Nevertheless, it’s your responsibility to look after these supplies while they’re in your care. Let’s look at what you will learn on completion of this unit. Section 1: Take delivery of stock Section 2: Store stock Section 3: Rotate and maintain stock

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Section 1:

Take delivery of stock

In this section, you’ll learn how to receive and store stock in an organised and professional way. We’ll show you how to perform the following tasks.

• • • •

Check incoming stock against orders and delivery documentation. Identify, record and report discrepancies. Inspect items for damage, quality and use-by dates. Record details of incoming stock.

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Disaster on the delivery dock! Receive and store stock in an organised, professional way. Check that all ordered stock meets your organisation’s purchase specifications and that all paperwork is correct. Why? What’s the worst that could happen if you don’t? Click on the pictures to identify some of the consequences.

 Damaged contents  Deterioration  Waste  Oversupply  Undersupply  Overcharged

Hot tip Most suppliers are honest. However, some purposefully overcharge, oversupply, undersupply, or deliver old, damaged goods. Correctly checking stock keeps them from lowering their standard of service. It also helps you spot dishonest suppliers so you can replace them. Locate at least two preferred suppliers for your goods so you have an alternative in case one is temporarily out of stock.

Who’s responsible for disasters like these? If it’s you, it could cost your job! Click to the next screen to find out more.

Who’s responsible for stock? The person in charge of receiving and storing stock often depends on the organisation’s type and size. For more information about ordering stock, refer to the unit Control stock and your establishment’s specific procedures. Click on the establishments to learn who might be responsible for stock. Large establishments usually employ a purchasing officer and store person. They’re under the control of the accounts department under the chief financial officer’s guidance. However, each department manager (such as the food and beverage, kitchen, accommodation and guest services) is responsible for stock requirements and keeping costs within their individual department’s pre-set budgets. In smaller catering establishments, the chef or sous-chef is often responsible for purchasing and receiving stock.

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The restaurant manager looks after the ordering of linen, beverages, stationery and office supplies. Do you know what types of stock you need to be familiar with? Click to the next screen to find out.

Who’s responsible? What supplies are you responsible for when taking deliveries? What stock is common to the tourism, travel, hospitality and events industries? You have 30 seconds to make a list. Click start to begin. What stock is common to the tourism, travel, hospitality and events industries? How did you go? Did you have any of these? Towels, alcohol, luggage labels, chemicals, name tags, fruit?

What stock are you responsible for? Workplaces in the hospitality industry take delivery of a wide variety of stock. Check with your organisation to find out which stock is relevant to you. Click on the pictures to find out what stock this may include. Beverages

• • • • • • •

Soft drink Alcohol Non-alcoholic beverages Mixers Juice Tea Coffee

Housekeeping supplies

• Cleaning agents • Chemicals • Guest room supplies such as toiletries, tea and coffee Customer travel products

• Travel bags • Luggage labels • Travel wallets 5

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Event supplies

• • • •

Name tags Pens Writing materials Promotional merchandise

Food

• • • • • •

Dairy products Canned products Dry goods Frozen goods Fruit Meat

• • • • •

Oil Poultry Seafood Vacuumed-sealed items Vegetables

Fuel

• • • •

Aircraft Coaches Hire cars Vessels

Linen

• • • • • •

Sheets Pillow slips Towels Face washers Bathmats Uniforms

What documents do you use? Every organisation has its own specific documentation and procedures to help you maintain strict control over incoming stock. Business owners expect you to know what these are so you can correctly process deliveries. Click on the tabs to learn the documents used with orders. Order form This form is carbonised for multiple copies (duplicate or triplicate). Fill it out every time you place an order with each supplier.

• Send the original copy to the supplier. • Keep one copy as your record. • In a large operation, send one copy to the finance department to keep as a record.

Click on the filing cabinet to see an example of a completed purchase order form.

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Click on the highlighted sections to see the details to record on a purchase order form.

The date the items are ordered

Date items are needed by Name and address of supplier Name and address of receiver The quantity of items ordered

The costs involved as per your current price lists

Double check that you’ve properly identified the stock you’re ordering.

Weight or volume of the item Details about the product including brand and type

Signature of person who has filled out and/or authorised the purchase

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Goods receiving This form is used to record the results of checks completed on incoming stock. Food safety and stock control procedures require random samples of perishable and nonperishable supplies to be checked for quality and potential contamination. Date

Time

Supplier

Product

Temp °C

Visual check

Best before/ Use by date

Accept/ Reject

12.07

7.20 am

Ray’s Smallgoods

Sliced bacon

3 oC

No damage

20.07.XX

Accept

12.07

8.00 am

Dingle’s Dairy

European yoghurt

7 oC

No damage

16.07.XX

Reject

Corrective Action

Checked by

Bill Returned to supplier

Bill

Internal requisition Large establishments with a separate purchasing department and stores use internal requisitions or transfers. It’s like having an internal supermarket. The requisition replaces cash and lets each department draw goods from shared storage or other departments. Every time you need stock (whether one item or 55!), you must fill out a requisition. That way, this cost can be itemised to establish total expenditure for your department. Click on the highlighted sections to see the details to record on an internal requisition.

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The department submitting the requisition

The date the items are ordered

The quantity of items ordered The quantity of items issued from the stores area

Any comments relating to the requisition or stock ordered

The person who filled the requisition and issued the stock in case there are any discrepancies The person who took delivery and responsibility of the stock

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Internal transfer form An internal transfer form is used when stock is transferred between departments or sections in a business. It tracks stock movement and makes sure the appropriate area is charged for the item. It is generally used in establishments which don’t have a central stores area. A common use is to record stock transferred from the bar to the kitchen. Click on the highlighted sections to see the details to record on an internal transfer.

The date the items are ordered

The quantity of items ordered

Details about the product including weight or size and brand

Where the item will be taken to

Where the item will be taken from

Who will be taking the item

Who has authorised the transfer

Recording incoming goods Once the delivered goods have been checked (we’ll look at those shortly), the incoming stock needs to be recorded in the business’s internal stock control system. Types of systems used and the procedures for how to use them vary between organisations. Computerised inventory and integrated point-of-sale systems are widely used today. Manual systems include bin cards (we’ll discuss this in section 3) and the imprest system (glossary). Make sure you know your workplace’s requirements and procedures. The type and quantities of delivered stock are entered into the system so the business has a record of total number of items held in storage for every item of stock. Data could be entered manually by updating bin cards or entering into a computerised system, or via barcode or document scanning technology.

Note... You must document details such as the quantity, size or weight, and brand of stock transferred. This helps management allocate expenditure to the right department.

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What’s delivery documentation? When the truck arrives, the driver has documents describing the contents of the delivery. Click on the tabs to learn more. Delivery note The supplier sends a delivery note with the delivery. It’s usually in duplicate, documents the supplier’s version of the delivered goods, and includes the following information.

• • • •

Supplied weights Quantities Cost per unit Product description where there’s a variety of the same product type (two-ply and three-ply serviettes in white, green, blue, etc.)

Invoices Suppliers send an invoice either on the day they dispatch the stock or with the stock itself (instead of a delivery note). Invoices contain the same information as delivery notes plus the following.

• A detailed cost of goods supplied or services rendered • Total cost • Required method of payment including credit terms When the invoice arrives, send it to the finance department (in a large organisation) to make payment. No delivery documentation The delivery note and invoice are commonly referred to as ‘delivery documentation’. If there’s no delivery documentation, you may be required to create a dummy invoice (glossary), especially if you’re paying cash on delivery (COD).

How do you identify discrepancies? Consult your organisation to learn their specific procedures for taking deliveries and recording details of incoming stock. Most require that you check it in front of the driver as soon as it arrives to identify any discrepancies. Click on the icon to find out how.

 Check that the delivery is for your workplace before the driver unloads it.  Verify the date.  Check your copy of the order against the supplier’s delivery documentation so you can make sure they’ve delivered what you asked for.

 Check the stock itself (count number of cartons, pallets, etc.) against the supplier’s

delivery note or invoice so you can check that nothing is missing. This ensures you’ve sighted all stock and it’s all been delivered. You don’t want to pay for stock that didn’t arrive!

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 Likewise, you don’t want to pay for items that aren’t up to scratch. So you need to multitask and check for damage or quality problems while you’re counting stock. You’ll learn how over the next couple of screens.

How do you check for damage? While you’re cross-referencing orders, delivery documentation and delivered stock, inspect containers for damage or tampering in the presence of the driver. If a container is damaged, broken or crushed, contents could be too. Immediately check inside. Click on the boxes to learn some simple questions to ask yourself while inspecting deliveries.

 Do the cartons have dented sides, flattened corners or holes?  Are they damp and/or mouldy?  Are they sealed with multiple layers or more than one type of tape?  Do they have a missing top layer of paper around sealed areas? When tape is removed, a layer of cardboard often tears away.

 Do they have open, loose or creased flaps?  Do they have wet glue or more than one layer of glue under the flaps?  Are there broken or cracked jars?  Are there dented or rusty cans/tins?  Is plastic packaging pierced, punctured or torn?  Are any containers leaking?

How do you inspect items? Thoroughly check the stock itself. Click on the seven magnifying glasses to learn how. 1.

Weight

Some suppliers may under-weigh and charge full price. Others may send 500 g more than you ordered and charge you for it. Over time this greatly increases your food costs, especially when it comes to pricey seafood and food items which perish quickly. Weigh all delivered stock using suitable, accurate scales and check against the weights you ordered. If you ordered 500 g grapes, make sure you get that amount. 2.

Quantity

Count any goods ordered by number. If the order and delivery documentation both say eight cans of fly spray, count the cans to make sure you received that number.

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3.

Size

Check with the order and the specifications to make sure items are the required size.

• If you ordered 1.25 L bottles of scotch, don’t accept 750 ml bottles. • If you ordered 65 single bed sheets, don’t accept double sheets! 4.

Freshness

There are many points to look for depending on the food item. For example, fresh fish has bright red gills, clear full eyes, springy flesh and no unpleasant odour. A bad supplier may put a fresh tray of apples on top of a box of old, half rotting ones. Open boxes and check everything. Ensure the goods have been handled and transported in a method and at a temperature that complies with food handling legislation and requirements. 5.

Use-by dates

Most packaged goods and dry are stamped with a use-by or ‘packed-on’ date. Inspect them to make sure they’re not past this date. Be careful! Often suppliers offer what seem like fantastic specials, but the delivered goods are only a couple of days away from their use-by date. 6.

Brands and variety

The order might specify a brand name (Smith’s chips or Quality Street chocolates) or variety (Granny Smith apples or pontiac potatoes). Make sure that you’ve received the correct one and not a cheaper substitute. 7.

Spoilage

Inspect all goods for signs of spoilage.

• • • •

Partially thawed frozen goods Iron burns on napkins and sheets Incorrect transport temperatures (poorly refrigerated trucks) Bags of dry goods infested with insects or weevils

Hot tip Don’t let the delivery driver rush you. It is your responsibility to check deliveries thoroughly as per your organisation’s procedures. Check each delivery in the same consistent, orderly way so that it becomes a habit. Add up the prices of all stock on the delivery documentation. Ensure they correspond with the supplier’s invoice if provided. Some suppliers overcharge by 5 to 10%. If they see that you check their figures, they won’t try this trick.

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How do you record discrepancies? You must record any stock-related discrepancies you identify. Consult your organisation to learn their specific procedures. Most require you to write problems on the delivery note or invoice, often in front of the driver. Click on the dot points to learn the general guidelines.

 Tick the items you accept (those that are in correct quantity and of good quality) on the delivery documentation.

 Cross any missing items off the delivery documentation.  Cross any items you reject off the delivery documentation. This includes damaged, spoiled or otherwise deficient, unacceptable stock.

 Cross stock off even if it will be redelivered later. New documentation should accompany the next delivery.

 Immediately note stock-related discrepancies (details of missing, deficient or excess items) on the appropriate place on the delivery documentation. Click on the filing cabinet to see a completed delivery note. Click on the highlighted sections to see the details recorded on a delivery note.

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The date the goods were dispatched for delivery.