unit code: d1.hge.cl7.11 d1.hga.cl6.10 d2.tga.cl6.11 slide 1

RECEIVE AND STORE STOCK

Unit Code: D1.HGE.CL7.11

D1.HGA.CL6.10

D2.TGA.CL6.11

Slide 1

Receive and store stock

This unit comprises four Elements:

Accept delivery of stock

Store stock

Maintain stock and storage areas

Finalise documentation and stock management system requirements.

Slide 2

Assessment

Assessment for this unit may include:

Oral questions

Written questions

Work projects

Workplace observation of practical skills

Practical exercises

Formal report from employer/supervisor.

Slide 3


Performance Criteria for this Element are:

Check internal systems to identify incoming stock

Prepare the area to receive stock

Verify delivery is for the premises

Check incoming stock against relevant documentation

Check stock received against stock ordered

(Continued)

Slide 4


Identify variations between delivery & documentation

Return stock identified for return to supplier

Follow-up on variations between delivery & relevant documentation

Manage excess stock within the organisation

Secure new stock against damage and/or theft.

Slide 5

Check internal systems to identify incoming stockFactors impacting orders placed and items ordered:

Nature & style of establishment/organisation

Seasonal influences

Storage space available

Usage rate

Money or credit available

Customer/guest demand and preferences.

Slide 6

Check internal systems to identify incoming stockPersonnel who place orders for stock may include:

Purchasing officer

Owner/manager

Supervisor

Head of Department

Designated staff.

Slide 7

Check internal systems to identify incoming stockInternal systems for ordering stock may include:

Purchase orders

Verbal orders

Standing orders

Telephone orders

(Continued)

Slide 8

Check internal systems to identify incoming stock Online ordering

Facsimile orders

Computerised stock control/management systems.

Slide 9


Goods delivered into venues can include:

Food items

Non-food items.

Slide 10


Stock is usually delivered to a designated ‘receivals area’ or delivery bay.

In smaller properties, deliveries may be made direct to operating departments:

Bars

Kitchen

Housekeeping.

Slide 11


Deliveries may be received by:

Storeperson

Supervisors

Any staff, or ‘nominated’ staff.

Slide 12


When stock has been delivered it should never be left unattended, as it:

May tempt thieves

May cause a tripping hazard

May require special storage condition.

Slide 13


Always prepare the delivery area to receive stock:

Clean the area

Tidy the area

Remove other stock

Ensure all equipment/utensils are available

Ensure security arrangements are in place

Ensure safety items are ready.

Slide 14


All deliveries must be checked to ensure:

The stock being delivered has been ordered by the business

The delivery is being made to the correct business.

Slide 15


To verify delivery is for you:

Check internal documentation

Verbally check with delivery driver

Ask to see the delivery documentation.

Slide 16


If you cannot verify the delivery is for you:

Check with the appropriate department

Contact the supplier

Refuse the delivery.

Slide 17

Check incoming stock against relevant documentationDeliveries will be accompanied by documentation from suppliers:

Delivery docket

Invoice

Delivery docket-invoice.

Slide 18

Check incoming stock against relevant documentationCheck deliveries against accompanying documentation for:

Damage

Quality

Type & brand

Quantity

(Continued)

Slide 19

Check incoming stock against relevant documentation Use-by dates

Discrepancies

Pests/vermin

‘Outstanding items’.

Unsatisfactory stock must be rejected unless it is desperately needed and is still safe and suitable despite its problems.

Slide 20

Check incoming stock against relevant documentationWhen checking deliveries, a ‘sensory’ inspection is necessary:

Look at items

Smell certain items

Touch or feel certain items

Taste others.

Slide 21

Check stock received against stock orderedYou need to verify:

Stock delivered matches items ordered

Only items ordered are accepted

All items are in an ‘acceptable’ condition

The venue only pays for what it has received.

Slide 22

Check stock received against stock orderedYou must check stock received against, as appropriate:

Purchase Order

Hard copy of online order

Printout from computerised stock system

Fax sent to the supplier

Copy of standing order.

Slide 23

Check stock received against stock orderedVerification will involve:

Ensuring all items ordered have been delivered

Checking quantities

Checking type & brands

Checking size, weight, volume, capacity

Checking quality descriptors.

Only sign for what you receive

Slide 24

Identify variations between delivery & documentationVariations:

Occur when the actual stock item delivered or the quantity or quality of that item is not the same as what was ordered, or is different to what is listed on the documentation

Are also known as ‘discrepancies’

Must be identified, recorded and followed-up.

Slide 25

Identify variations between delivery and documentationVariations must be recorded and processed:

List the variation on the delivery documentation

Mention the variation to the delivery driver

Contact the supplier and inform them

Take action to obtain the correct items

Notify appropriate in-house person/s.

Slide 26

Identify variations between delivery and documentationOther documentation to be aware of includes:

Credit note:

• Usually red in color

• Issued by supplier to reflect items returned for credit

• Lists description, number and value of items

• Has ‘Credit Note’ printed on it.

Slide 27

Identify variations between delivery and documentation Statement:

• Provided by supplier at end of each period

• Shows an opening balance, payments made and a closing balance (‘Total owing’ for the period)

• Lists all invoices & credit notes for the period.

Some suppliers use combined Invoice Statements

Slide 28

Return stock identified for return to supplier When receiving a delivery you may also be required to send goods back to the supplier. For example:

Deposit-charged items

Ullages

Out of date stock

Product recalls

Excess stock

Unsatisfactory and poor quality goods.

Slide 29

Return stock identified for return to supplier When returning goods to a supplier:

Record name of supplier to whom goods were returned

List quantity and description of goods

Record date the items were returned

Obtain a ‘credit return’ slip from delivery driver, if possible.

Slide 30

Follow-up variations between delivery and relevant documentation

All variations must be followed-up. Options include:

Requesting credit note from supplier

Ordering stock from a different supplier

Ordering substitute stock

Notifying the accounts department

Recording action taken.

Slide 31

Manage excess stock within the organizationIt is important to actively manage excess stock, because:

It can negatively impact liquidity

It can cause storage problems

It can cause deterioration of stock.

The aim is to sell the stock and get the money before it has to be paid for

Slide 32

Manage excess stock within the organizationKeys to managing excess stock are:

Monitor stock levels

Monitor use-by and best-before dates

Reduce levels of stock or inventory – see next slide.

Attention must always be paid to never running out of lines unless there is a decision to

‘quit’ a line

Slide 33

Manage excess stock within the organizationMethods to clear excess stock levels may include:

Returning excess stock to supplier

Organising in-house Specials

Asking staff for suggestions

Substituting ‘excess’ stock for other products

Talking to other venues regarding possibility of exchange or sale

Selling at a reduced price.

Slide 34

Secure new stock against damage and/or theftKeys to securing stock after delivery include:

Move deliveries promptly out of delivery area to storage area/s

Secure the delivery area

Ensure stores areas protect from contamination

Store stock safely

Guard against theft

(Continued)

Slide 35

Secure new stock against damage and/or theft Store food appropriately:

• Frozen food must be hard frozen (-15˚C to -18˚C)

• Refrigerated food at or below 5˚C

• Dry food in a designated dry goods store

• Store food separately from chemicals

(Continued)

Slide 36

Secure new stock against damage and/or theft Rotate stock:

• Put new stock/deliveries behind existing items

• Place new stock under or below existing stock

• Use signs to indicate ‘new’ and ‘existing’/old stock

(Continued)

Slide 37

Secure new stock against damage and/or theft Never place stock directly on floor

Keep stores well-lit & ventilated

Keep stores & fittings in good repair

Conduct preventative maintenance in stores areas

(Continued)

Slide 38

Secure new stock against damage and/or theft Check temperature of food refrigeration and

freezer units twice per day

Restrict access to stores areas

Implement a ‘full box/carton policy

No stock should leave the stores areas unless there is a Requisition form to track its movement.

Slide 39

Secure new stock against damage and/or theftThe ‘requisition form’:

Is an internal, hand-written form

Is completed by departments when they want to order stock from central stores

Details:

• Stock required – type/brand, quality and quantity

• Date

• Department requesting or requisitioning the stock

Slide 40

Summary – Element 1

When accepting delivery of stock:

Check internally (with personnel, paperwork and systems) to identify expected deliveries for the day/shift

Clean, tidy & prepare the receival area (& ancillary areas) to receive deliveries

Check the delivery is intended for the business & not for another venue

(Continued)

Slide 41


Check the incoming stock against the accompanying paperwork

Verify goods being delivered have been ordered

Inspect the stock for quality & quantity

Determine if there are variances between stock ordered & stock delivered

(Continued)

Slide 42


Determine if there are variances between stock delivered & items listed on delivery documentation

Return identified items (such as ‘ullages’ & deposit-charged items) to supplier for credit

Follow-up internally and/or with suppliers when there are discrepancies/problems with the delivery

Take action to effectively manage excess stock

Ensure new stock delivered into the premises is protected against damage and/or theft.

Slide 43

Store stock


Move stock to the required operational area

Apply appropriate OHS skills

Unpack stock items, as required

Load stock into storage units

Remove waste from the storage areas

Label stock to identify items.

Slide 44

Move stock to the required operational areaStock needs to be moved promptly from the delivery area to:

Make room for new deliveries

Remove hazards

Minimise risk of theft

Reduce potential for damage to items

Eliminate confusion

Maintain food safety.

Slide 45

Move stock to the require operational areaStock may need to be transported to:

Departments – working areas throughout the venue, such as:

• Bars

• Kitchens

• Housekeeping

Storage areas – see following slides.

Slide 46

Move stock to the required operational areaStorage areas include:

Food stores

Beverage storage areas

Linen stores

Chemical storage areas

A central store for ‘miscellaneous’ items.

Slide 47

Move stock to the required operational areaWhen determining the best and safest option for transporting stock, consider:

Number of items to be moved

Nature of the item/s

Distance

Terrain to be traveled.

Slide 48

Move stock to the required operational areaStandard safety requirements when moving stock:

Follow workplace SOPs

Use common sense

Take time

Ensure safety of items being moved

Move food promptly.

Slide 49

Move stock to the require operational areaStock movement and transport options include:

Using trolleys

Carrying by hand

Re-loading into a vehicle

Using pallet jacks

Using fork lifts.

Slide 50


OHS includes ‘manual handling’ which involves:

Listing

Carrying

Pulling

Pushing.

Slide 51


Safe work practices include:

Not overloading equipment or self

Determining load characteristics

Checking route is free of obstructions

Using equipment when and where appropriate

(Continued)

Slide 52


Comply with local OHS laws

Apply correct lifting techniques

Avoid over-stretching or over-reaching

Observe weight and load sizes

Avoid repetitive actions

Wear protective clothing.

Slide 53


When using a trolley:

Do not overload

Put heaviest items on bottom level

Push the trolley

Never use a damaged trolley

Select the right trolley.

Slide 54

Unpack stock items, as required

When unpacking stock:

Remove items from cartons or packaging

Check quality of items as they are unpacked

Check no pests are introduced

Verify items are ‘fit for purpose’

Adhere to ‘full box’ policy.

Slide 55


When loading stock on to shelves:

Clean the shelf

Never over-stock or overload

Rotate stock

Check use-by and best-before dates of items being loaded as well as adjacent stock

(Continued)

Slide 56


Store similar products together

Load heavier items on low shelves

Use ladders to reach high shelves

Face labels to front

Keep stock neat and tidy.

Slide 57


Stock may need to be stored in ‘bins’:

These are not rubbish bins. A bin may be:

• A shelf

• A box or container

• A cupboard

The ‘bin’ does not have to be an actual bin.

Slide 58


Special storage containers may be used to store stock:

Made from plastic or metal

They provide extra protection

They optimise storage space

They help identify stock items

They facilitate access to stock.

Slide 59


When loading stock into special containers:

Rotate stock

Check and clean the container

Verify integrity of container

Make sure lid makes tight fit.

Slide 60


When storing food:

Use containers made from food grade materials

Cover food

Rotate stock

Keep clean

Never store on floor

Check for pests and rodents.

Slide 61


A dry goods store should:

Be fly and vermin proof

Be well lit and ventilated

Never be over-stocked

Fitted with close-fitting doors

Enable cleaning under lowest shelves

Use dedicated food storage bins

Clean/sanitise storage bins between uses

Slide 62


When loading stock into refrigeration units:

Check and verify temperature: 5°C or below

Close doors between uses and while storing stock

Do not overload

Break big loads down into smaller units

Protect food from contamination

Separate potentially hazardous raw food from cooked or ready-to-eat food.

Slide 63


When storing frozen food:

It must be kept ‘hard frozen’

Do not freeze hot food

Never re-freeze thawed food

Defrost regularly

Close door/s when storing food

Freeze small amounts, not large

Follow food manufacturer’s instructions.

Slide 64

Remove waste from the storage areasTo keep stores areas clean:

Remove waste

Undertake cleaning activities

Identify and remove unfit food/items

Apply environmentally-friendly practices.

Slide 65

Label stock to identify items

Labels may be:

Adhesive

Computer-generated

Hand-written.

Slide 66


Activities in labeling stock:

Placing labels on stock/shelves

Preparing labels

Using bar coding equipment

Observing food safety requirements.

Slide 67


Labels:

Help identify or differentiate between stock items

Facilitate correct placement of stock

Provide information to staff about products.

Slide 68


When storing stock:

Move deliveries promptly to their designated storage area or required ‘working’’ department

Treat all food deliveries with priority due to food safety concerns

Take care when moving and storing stock to avoid damage to stock and injury to self

Check quality of items when unpacking items

(Continued)

Slide 69


Load items into/onto designated storage units

Keep stores areas clean and tidy by removing waste

Re-use and recycle items as appropriate

Label stock to facilitate identification, retrieval and stock management/rotation.

Slide 70

Maintain stock and storage areas


Rotate stock aligning with enterprise and stock item requirements

Inspect stock and storage areas

Take remedial action where stock related issues are identified

Clean and tidy storage areas

Identify stock usage rates.

Slide 71

Rotate stock

Stock rotation must be applied to avoid:

Stock loss

Stock looking old & tired

Damage to stock.

Slide 72

Rotate stock

Stock rotation options:

FIFO

FILO

LIFO

LILO.

Slide 73

Rotate stock

To apply FIFO stock rotation:

Place new stock behind existing stock, and move existing stock forward

Put new stock under old stock

Create new stacks for new stock

Log date of delivery on stock

Check use-by and best-before dates on stock.

Slide 74

Rotate stock

When rotating stock, also:

Check dates on stock

Check for pest infestation

Check product quality.

Slide 75

Rotate stock

Stock moved between departments must be recorded:

On an ‘Internal Transfer sheet’

Showing date items were transferred

Detailing the stock involved

Identifying the departments involved.

Slide 76


Inspecting stock and storage areas involves:

Undertaking visual inspections

Identifying stock approaching expiry dates

Following internal inspection schedules & checklists

Checking stock quality

Looking for signs of pest infestation

Ensuring stock is correctly placed, tidy & neat.

Slide 77


Inspections can be combined with other tasks to save time & increase frequency of inspections.

Inspections can occur at the same time you:

Check stock to determine orders

Load stock

Check dates

(Continued)

Slide 78


Pick stock for issuing to departments

Conduct stocktakes

Perform pest control activities

Cleaning and tidying the area.

Slide 79


Never ignore an unacceptable situation:

Take appropriate remedial or corrective action

Dispose of damaged items

Report issues

Adjust internal records to reflect action taken.

Slide 80

Take remedial action where stock related issues are identifiedIt is vital to take action to address any identified stock-related issue – possible action could involve:

Notifying relevant personnel

Arranging for internal or external maintenance

Re-locating stock

(Continued)

Slide 81

Take remedial action where stock related issues are identified Protecting stock

Disposing of stock

Arranging to use damaged items immediately

Taking immediate on-the-spot action to address the nature of the issue causing the problem.

Slide 82

Clean & tidy storage areas

General requirements include:

Taking on-the-spot cleaning and tidying action to maintain storage areas

Storing stock in storage areas as soon as possible

Keeping stores well-lit and ventilated

Keeping shelves in good condition

Maintaining equipment in good order

(Continued)

Slide 83


Conducting preventative maintenance checks

Checking temperatures of fridges & freezers

Initiating preventative maintenance service

Restricting access

Closing & locking doors

Developing & implementing a cleaning schedule.

Slide 84


Report to others when:

Plant & equipment is malfunctioning

Indications of a security breach

Collapse of shelving/storage equipment

Situations where you are running out of storage space

(Continued)

Slide 85


Stock is moving fast or slow

Accidents or near-misses have occurred

Conditions impacting on stock quality have emerged

Evidence exists stock is missing.

Slide 86


Reporting of stock & storage problems should be made face-to-face or over the phone to:

Supervisor

Duty manager

Owner

Maintenance department.

A ‘Maintenance Card’ may need to be completed where repairs are required to address the

problem

Slide 87

Identify stock usage rates

You may be required to identify stock usage rates:

Not all venues do this

Where usage rates are required, the usage rate for every item is usually not calculated.

Slide 88


Usage rates may need to be determined to:

Order stock to ensure no stock ‘outages’

Limit amount/value of stock-on-hand

Compare trading periods

Calculate business performance statistics

Investigate business performance.

Slide 89


Practices to identify stock usage rates include:

Use experience and venue knowledge

Referring to stock control/management system

Referring to delivery documentation

Analysing bin cards – see next slide

Physically counting stock-on-hand

Looking at best-before and use-by dates.

Slide 90


Bin cards (stock control cards):

Not used by every business

One bin card per individual type/sort of item

Record stock in and out; date and where it went

Contain ‘additional’ information

Are located with the stock items.

Slide 91


When maintaining stock and storage areas:

Ensure all stock is rotated according to the method/option appropriate for each item – FIFO is the most common

Be alert to rotating stock in all areas of the venue – not just the dedicated stores areas

Complete internal documentation/systems when stock is moved between departments

(Continued)

Slide 92


Complete internal documentation/systems when stock has to be discarded or returned to suppliers

Combine tasks. Check use-by dates when checking quality, check for pest infestation at the same time and do all checks when counting items

Conduct regular checks and inspections of all stores and all items in store

Take immediate action where a stock-related problem is identified. If you cannot fix it, report it

(Continued)

Slide 93


Notify relevant personnel when a stock-related issue is identified

Maintain stores areas in a clean and tidy condition following cleaning schedules, using checklists and implementing food safety protocols for the premises

Determine stock usage rates in accordance with internal demands. Refer to systems, actual stock and relevant documentation to identify fast-moving and slow-moving items.

Slide 94

Finalize documentation and stock management system requirementsPerformance Criteria for this Element are:

Check and verify stock related documentation

Enter data into stock systems to update stock levels

Authorise supplier documentation for processing and payment.

Slide 95

Check and verify stock related documentationThere can be a need to check/verify:

Purchase orders

Delivery documentation

Statements

Credit notes

Requisitions and internal transfers

Bin cards.

Slide 96

Check and verify stock related documentationChecking prices can include:

Checking prices charged by supplier against prices quoted/listed

Checking current cost prices against previous cost price/s.

Slide 97

Check and verify stock related documentationChecking calculations can involve:

Verifying extensions

Ensuring correct tax has been charged

Verifying totals and sub-totals

Checking applicable deductions have been allowed

Confirming correct application of ‘other charges’.

Slide 98

Check and verify stock related documentationVerifying documentation can include ensuring:

Only ordered items have been delivered and will be paid for

Items of invoices match items on delivery dockets

Returned items have received credit notes

The statement is a true reflection of purchases made and credit notes received.

Slide 99

Check and verify stock related documentationRecord all identified errors or discrepancies:

On the relevant document

Explaining the nature of the problem

Making a verbal explanation, where necessary.

Slide 100

Check and verify stock related documentationMake sure inducements from suppliers are treated as property of the venue. These may relate to:

Free items

Bonus products

Gifts

Samples.

All supplier inducements must be given to management/treated as ‘bought’ items

Slide 101

Enter data into stock systems to update stock levelsStock control/management systems are used to:

Identify theft

Determine financial performance

Limit inventory

Ensure no stock outages

Track buying & selling prices.

Slide 102

Enter data into stock systems to update stock levelsElectronic systems are used by larger venues:

May be dedicated industry-based software, or off-the-shelf systems adapted to individual need

Are integrated with POS

Come with training and user manual

May feature a training section within the software to enable actual experience to be gained.

Slide 103

Enter data into stock systems to update stock levelsWhen using an electronic system you need to know how to:

Create files for new suppliers

Enter supplier details

Delete files/products

Update data

Adjust stock levels.

Paper-based documents often form the basis of electronic entries

Slide 104

Enter data into stock systems to update stock levelsPaper-based stock control/management system includes:

Purchase orders

Bin cards

Requisitions

Internal transfer sheets

Sales dockets and POS documents

Checks.

Slide 105

Enter data into stock systems to update stock levelsUpdate the system when stock is:

Ordered

Received

Moved to storage

Issued

(Continued)

Slide 106

Enter data into stock systems to update stock levels Returned to supplier

Moved between departments

Sold at a reduced price

Given away

Thrown out.

Slide 107

Enter data into stock systems to update stock levelsThere is also a need to update the system when:

New stock lines are purchased

Lines are quitted

New suppliers are used

Different types of the same product are bought

There are changes to buying or selling prices.

Accuracy when entering data is always more important than speed

Slide 108

Authorise supplier documentation for processing and paymentNever pay cash for a delivery:

Even if delivery driver insists

Even when delivery driver points to COD paperwork

Refer drivers to management if they persist

The only exception is when directed to do so by management who have provided cash or cheque.

Slide 109

Authorise supplier documentation for processing and paymentActivities in authorising deliveries for payment:

Record and resolve all issues

Double-check notations are able to be understood

Ensure ‘outstanding’ stock has been received

Record any action taken

(Continued)

Slide 110

Authorise supplier documentation for processing and payment Match up relevant documentation

Ensure correct prices have been charged

Sign/initial documents according to house protocols

Forward the documentation.

Slide 111


When finalising documentation and stock management system requirements:

Check all internal and external documents

Verify all documentation, prices and calculations

Compare prices charged against prices quoted

Record variations, discrepancies and errors

(Continued)

Slide 112


Follow-up as required to resolve issues

Update the stock control/management system to reflect changes in relation to stock-on-hand, suppliers, processes

Always ensure accuracy of all entries made into the stock control/management system. It is more important to be correct than it is to be fast

(Continued)

Slide 113


Never pay for goods delivered unless specifically instructed by management to do so

Ensure all documents are properly checked and verified before forwarding them to management/administration for processing and payment. Record any issues/problems on the paperwork before forwarding it

Forward delivery documentation on a daily basis.

Slide 114

unit code: d1.hge.cl7.11 d1.hga.cl6.10 d2.tga.cl6.11 slide 1

Documents

stock stock

delivery of stock store

stock deliveries

ordering stock

excess stock

stock goods

continued slide

incoming stock factors