CATERING AND ACCOMMODATION MANAGEMENT
PURCHASING;

IMPORTANCE
1.Large sums of money are invested in raw materials
2.The cost of materials is sometimes more than 50% of the sales value
3.Efficient operation of the purchase department determines productivity of the establishment.
OBJECTIVES
1.To buy quality of raw materials at the lowest price
2.To buy goods at the right time
3.To buy the most appropriate quantities
4.To use the method of purchasing which is most appropriate
5.To obtain advance information regarding market price fluctuation
REQUIREMENTS OF A PURCHASING OFFICER
1.Training and experience in food and beverage department
2.Experience in preparation of food,seasonality in fruits and vegetables
3.Knowledge of accounting procedures and ability to calculate speedily and accurately
4.Administrative knowledge and ability to communicate and negotiate with supplier.
DUTIES OF A PURCHASING OFFICER
1.Responsibility for the management of the purchasing office,receiving,storage and cellar ares
2.The purchasing of all commodities
3.Ensuring continuity of all supply of all items to the user departments
4.Finding cheaper and more efficient souces of suplier
5.Keeping up to date with all the market being dealt with and evaluating new products
THE PURCHASING PROCEDURE
1.Arequisition form from an authorized member of staff
2.Selection of source of supply
3.Entering into contract with supplier by phone or writing or negotiating the price to be paid and satisfactory delivery perfomance in regard to time,date and place of delivery
4.Acceptance of goods ordered and adjustements of any discrepancies in quality and quantity of goods delivered
5.Transfer of commodities to ordering departments.
TRADING TERMS
1.Ex-works-The price does not include delivery
2.Carriage paid-The price includes the delivery of goods to customers premises
3.Carriage foward-The price of goods quated does not include delivery
4.Returnable empties;Many firms which supply goods in expensive packing
5.VAT-This is a government tax on sales turn over.
CENTRALISED PURCHASING
.Is a system that requires the individual units within the groups of hotels in a chain of oprations to relay their requirements to a central office which determines the total requirements of all units within the group.
ADVANTAGES OF CENTRALISED PURCHASING
1.Price reduction due to bulk buying
2.Specification of purchases will be more precise
3.Supply and quality are easier to control due to volume of trade
4.Control over dishonesty by unit managers
5.Affirm policy to be initiated  with regard to condition of purchasing.
DISADVANTAGES OF CENTRALISED PURCHASING1.
1.Creation of special administration may result in higher administrative costs
2.The purchasing procedure is much less flexible than that geared to special departments
3.Can result into production delay due to trasport breakdown
4.Increased overhandling of goods which increases chances of fraud,theft and deterioration.
PURCHASING RESEARCH
Research;Careful study and discover new facts or information.
Areas of research
1.Market and materials
2.Cost Analysis
3.Other local cateres
4.Use of national directories
5.Trade exhibitions
SELECTION OF A SUPPLIER
1.Full detais of the firm and the range of items they are selling
2.Copies of recent price lists
3.Details of traduing terms
4.Details of other customers5.
5,.Samples of their products.
SUPPLIER RATING
1.Price
2.Quality
3.Delivery perfomance.
STANDARD PURCHASE SPECIFICATIONS
A standard purchase specification in a concise description of the quality,size or weight factors requred for a given item.
OBJECTIVES
1.To establish a buying standard for a particular commodity for an establishment in writing specifically what the purchaser requires
3.To establish a common denominator between the purchasing officer and the approved supplier of setting the price of commodity
4.To inform the receiving clerk and store man what to accpt.
TOPIC2;
RECEIVING
Accept or get something that has been set or given.
OBJECTIVES OF RECEIVING
1.The quality of goods delivered matches the quantity ordered
2.The quality of goods delivered is in accordance with the specifications stated on the standard purchse specification form4.
4.When the quantity of the goods delivered is not in accordance with the purchse order.
REQUIREMENTS OF RECEIVING STAFF AND RECEIVING Areas
1.Trustworthy
2.Fully trained in the procedures in quality inspection
3.Knowledge of receiving procedure
4.Knowledge of all types of foods and beverages
RECEIVING Areas
1,Located in a central position that goods may be easily off-loaded and easily distributed to stores
2.Should be large enough for off*-loading and checking quantity of goods.
3.Well lighted
4.Well ventilated
5.Foor finish should be easily cleaned.
THE PROCEDURE OF RECEIVING ITEMS
1.A quick check is made against the delivery note and a copy of order
2.On being unloaded goods are checked for quantity
3.The goods are next checked for quantity in accordance with the purchasing specification.
Remember inferior goods are:
1.Quicker deterioration
2.Lower yield
3.Lower gross profit
4.Customer disastification
Rejection of goods/Request for credit memo
.If goods delivered are of inferior quality or these goods are not in accodance to the description given in the LPO then the receiving department can refuse to accept thse goods
.In this case a rejection note may be prepared giving reasons for rejection and a credit note requested for the full value.Order not equal to the quality in the delivery note.
returnable container
Many items will be received in returnable containers for which a charge has been made by the supplier.The best way to deal with this is to keep a returnable container book which shows those received and those dispatched.
BLIND RECEIVING
This is a new system of receiving used to compel indifference receiving clerks to weigh and count all goods coming into the establishment.
HOW IT WORKS;
1.The receiving clerk gets a copy of purchase order from purchase department.The copy of order list the goods but does not show the quantities of goods ordered
2.All invoices and delivery notes are send direct to the accounts office,the receiving clerk has therefore no acess to these documents.
TIME TABLING DELIVERIES
This is done by having a list showing the time at which certain suppliers will deliver their supplies;This timetable has two disadvantages;
1.There will be no time wastage  by the delivery staff.
2The receiving clerk will have complete time to carry out his work thoroughly as each supplier has its own delivery time.
RECEIVING OF EXPENSIVE COMMODITIES;
These items include special processed meals e.g items and fish e.g smoked salmon;
TAGGING
This serves many purposes
1.It aids the control of expensive foods
2.It requires the receiving clerk to weigh and record each item and to check against the specific purchase specification weigh range
3.It assists in obtaining a more accurate daily food cost percentage figure
4.It assists in controlling the stock levels of these items.
TAGGING WORKS PROCEDURE
1.On receiving the items they are checked against the purchase specification for the quality
2.If suitable tag is made all for each item with the main information taken from invoice or delivery note.The weight recorded in the tag is obtained by actually weighing each item
3.The tag is then separated along the perforation
4.When the kitchen item is issued at later date of issue filled
5.The control office will usually operate a reconcialiation of meat tag forms which records the tags received from the receiving department and from kitchen.
DOCUMENTS USED IN RECEIVING
.Goods received note
.Rejection note
.Request for credit memorandum
.Credit note
.Standard purchase specification.
CHAPTER 3;
STORES ORGANIZATION
Store-A room or building where goods are kept
Organize-To make to work in a systematic way
STORE KEEPING;Meaning keeping the store of materials and keeping the stores records
The stores department is responsible to receive the material and hold these materials until they are required by the consumer departments.
Stores records are also kept by the stores department accurately
These records provide the information regarding the receipts,issues and stock balances of material.
SECURITY OF STORES
1.Burglar proof windows
2.Heavy doors with heavy duty locks
3.Refrigerators and freezes fitted with strong locks
4.Master key system of the establishment not to cover stores
5.Counter should be provided to keep out unauthorized personell.
WORKFLOW TECHNIQUES AND LAYOUTS
1.Those having all items arranged in the stores in alphabetical order or numerical bin sequence
2.Those having all items which are frequently used located near the door where issues are made and remainder of items arranged by alpoabetical or numerical bin sequence.
FEATURESS OF EFFECTIVE STORE KEEPING
.Immediate location of materials
.Speedy receipt and issues of material
.Full identification of all materials at all times
.Keeping correct and up to date records of receipts,issues, and stock balances
.Protection of materials against pilferage and deterioration.
TYPES OF STORES
.Centralised stores
.Decentralised stores
.Imperest stores.
MATERIAL CODING
A code is defined as a system of symbols designed to be applied to a classified set of items to give a brief accurate reference facilitating entry,collection and analysis.
PURPOSE OF CODING
1.To avoid ambiguity in description
2.To minimize length in description
PRINCIPLES OF CODING
1.Exlusive
2.Crtainity
3.Elasticity
4.Brevity
5.Memorization
6.Uniformity
STORE RECORDS
Store records refers to documents which give information regarding movement of stock.
FEATURES OF A WELL PLANNED STORE
.It should be cool and face the north so that it does not have sun shining into it.
.It must be well ventilated and free from dampness
.It should be in a convinient position to receive goods being delivered by suppliers and also in a suitable position to issue goods to various departments
.A good standard of hygiene is essential therefore walls and ceillings should be free from cracks and easy to wash.
.Shelves should be easily cleaned
OBJECTIVES OF STORING
.Ensure products are secure from theft
.Maintain product quality during storage
.Matching issues with departmental requirements
.Provide information necessary for comparing accounting or financial reports
AIMS OF STORES ORGANIZATION
.Smooth functioning of the whole enterprise
.Perfect coordination between different functions in the department and also other department in organization
.Avoidance of all types of delay,wastage and spoilage
.Provides information necessary for comparing accounting or financial reports
AIMS OF STORES ORGANIZATION
.Smooth functioning of the whole enterprise
.Perfect coordination between different departments
.Avoidance of all types of delay,wastage and spoilage
.Reduction of all operational costs including time and effort.
LOCATION OF STORES
.To receive and issue materials within least possible time
.To effect economy in the cost of transportation
.To save materials from unnecessary pilferage,theft and fire
.To avoid hold ups and delays in production work thereby cutting cost of production and achieving greater efficiency
.To have strict control over movement of stock.
lAYOUT OF STORES
.The stores should be constructed of such materials that can be easily cleaned
.Well lighted
.Adequately ventilated
.They should be large enough for checking in goods,unpacking and assembling of orders prior to delivery