Maintaining Bar Stock, module 7

TOURISM

FOOD AND BEVERAGE SERVICE ATTENDANT NCII

PREPARE AND MIX DRINKS

Module 7

MAINTAINING
BAR STOCK

LEARNER’S GUIDMEAINTAINING Date Developed Date Revised Page
Code No. JUNE 2004 JAN. 20, 2006

BAR STOCK

HOW TO USE THIS
COMPETENCY BASED LEARNING MATERIALS (CBLM)

Welcome to the Module in Maintaining Bar Stock. This module contains training
materials and activities for you to complete.

The unit of competency “Prepare and Mix Drinks” contains knowledge, skills and
attitudes required for Food and Beverage Service Attendant. It is one of the specialized
modules at National Certificate level (NCII).

You are required to go through a series of learning activities in order to complete each
learning outcome of the module. In each learning outcome are Information Sheets and
Resources Sheets (Reference Materials for further reading to help you better understand
the required activities.) Follow these activities on your own and answer the self-check at the
end of each leaning outcome. You may remove a blank answer sheet at the end of each
module (or get one from your facilitator/trainer) to write your answers for each self-check. If
you have questions, don’t hesitate to ask your facilitator for assistance.

Recognition of Prior Learning (RPL)

You may already have some or most of the knowledge and skills covered in this learner’s
guide because you have:

• been working for some time
• already completed training in this area.

If you can demonstrate to your trainer that you are competent in a particular skill or
skills, talk to him/her about having them formally recognized so you don’t have to do the same
training again. If you have a qualification or Certificate of Competency from previous train-
ing, show it to your trainer. If the skills you acquired are still current and relevant to the unit/s of
competency they may become part of the evi1dence you can present for RPL. If you are not
sure about the currency of your skills, discuss this with your trainer.

At the end of this module is a Learner’s Diary. Use this diary to record important
dates, jobs undertaken and other workplace events that will assist you in providing further
details to your trainer or assessor. A Record of Achievement is also provided for your
trainer to complete once you complete the module.

This module was prepared to help you achieve the required competency, in
Preparing and Mixing Drinks. This will be the source of information for you to acquire
knowledge and skills into his particular trade independently and at your own pace, with
minimum supervision or help from your instructor.

• Talk to your trainer and agree on how you will both organize the Training of this unit.
Read through the module carefully. It is divided into sections, which cover all the
skills, and knowledge you need to successfully complete this module.

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BAR STOCK JUNE 2004 JAN. 20, 2006 1

• Work through all the information and complete the activities in each section. Read
information sheets and complete the self-check. Suggested references are
included to supplement the materials provided in this module.

• Most probably your trainer will also be your supervisor or manager. He/She is there
to support you and show you the correct way to do things.

• Your trainer will tell you about the important things you need to consider when you
are completing activities and it is important that you listen and take notes.

• You will be given plenty of opportunity to ask questions and practice on the job.
Make sure you practice your new skills during regular work shifts. This way you will
improve both your speed and memory and also your confidence.

• Talk to more experienced workmates and ask for their guidance.

• Use the self-check questions at the end of each section to test your own progress.

• When you are ready, ask your trainer to watch you perform the activities outlined in
this module.

• As you work through the activities, ask for written feedback on your progress. Your
trainer keeps feedback/pre-assessment reports for this reason. When you have
successfully completed each element, ask your trainer to mark on the reports that
you are ready for assessment.

• When you have completed this module (or several modules), and feel confident
that you have had sufficient practice, your trainer will arrange an appointment with
registered assessor to assess you. The results of your assessment will be
recorded in your Competency Achievement Record.

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Program Content

Modular Unit PREPARE AND MIX DRINKS

Module 1 Æ Cleaning Bar Tools, Equipment
Module 2
Module 3 and Glassware
Module 4
Module 5 Æ Cleaning Bar Area
Module 6 Æ Setting Up Bar
Æ Mixing Drinks
Æ Serving Drinks at Bar Counter
Æ Preparing Basic Wine Service

Module 7 Æ Maintaining Bar Stock
Module 8 Æ Closing Bar

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SECTOR : TOURISM
FOOD AND BEVERAGE SERVICE ATTENDANT NCII
QUALIFICATION : Prepare and Mix Drinks
Maintaining Bar Stock
UNIT OF COMPETENCY :

MODULE :

INTRODUCTION:

This module deals with the knowledge and skills required in maintaining bar stock.
It includes checking event orders, maintaining bar stock levels, preparing reports and filling
up of appropriate forms, requesting of stocks and performing inventory procedure.

LEARNING OUTCOMES:

1. Check event orders
2. Maintain bar stock levels
3. Prepare reports/fill up appropriate form as:

• Full bottle/beverage sale slip
• Drinks served count
• Inter-transfer
• Inventory of alcoholic and non-alcoholic beverage stocks
• Inventory of bar tools, glasses and equipment
• Inventory on accessories and perishables
• Inventory on guest kept bottle

4. Request beverage stocks, perishable materials, grocery items and other
accessories to service.

5. Perform inventory procedures.

ASSESSMENT CRITERIA

1. Event orders are checked
2. Bar stock is maintained
3. Report are prepared and appropriate standard forms are filled up according to

establishment operating procedure
4. Full bottle/beverage sales slip
5. Drinks served count

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6. Inter-transfer
7. Inventory of alcohol and non-alcohol beverage stocks
8. Inventory of bar tools, glasses, and equipment
9. Inventory of accessories and perishable materials
10. Inventory of guest kept bottle
11. Necessary requisition is done to replenish stock on

• beverage
• perishable materials and other grocery items
• accessories to service
12. Inventory procedures are performed according to establishment
accounting practice

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Qualification : Food and Beverage Service Attendant NCII
Prepare and Mix Drinks
Unit of Competency : Maintaining Bar Stock
Check event orders
Module Title :

Learning Outcome #1 :

Assessment Criteria: Tools Supplies & Materials
1. Event orders are checked.
1. Inventory Report Form 1. Alcoholic drinks
Resources:
Equipment & Facilities 2. Order Forms 2. Non-alcoholic drinks

1. Workshop/Laboratory
2. Storage/Stockroom

3. Request Forms 3. Glasses

4. Accessories

References:
1. Costas, Katsignis, Mary Porter, Chris Thomas. THE BAR AND BEVERAGE BOOK.

2. BAR AND RESTAURANT MANAGEMENT MANUAL
- produced by Hotel Nikko. 1990

3. Roldan, Amenila S. FOOD SERVICE AND BARTENDING.

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Learning Outcome #1: Check Event Orders

LEARNING ACTIVITIES SPECIAL INSTRUCTIONS

1. Learn techniques on • Information Sheet #1-1:
purchasing bar products “Purchasing Bar Products”

2. Learn systems on • Information Sheet #1-2:
determining products “Determining Products to Carry”
to carry
• Self-Check #1-1
3. Complete self-check • Answer Key #1-1

5. Refer to Model Answer

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INFORMATION SHEET #1-1

PURCHASING BAR PRODUCTS

Most food service operators select only one quality level for food products. Once a
determination on necessary quality levels has been made and a product specification
written, then only that quality of egg, lettuce, milk, bread and so on is selected.

In the area of alcoholic beverage products, however, several levels of quality are
chosen. This ensures that a beverage product is available for those consumers who wish to
purchase the very best, while a product is available for those consumers who prefer to
spend less. This the beverage manager is faced with deciding not only whether to carry
wine on the menu, but also how many different kinds of wine to carry and what quality. The
same process is necessary for spirits and to a lesser degree for beers.

A. Beverage Purchase Orders

One of the first responsibilities of an effective beverage manager is to become
familiar with all applicable state and local laws regarding beverage purchase.

As with food, the goal in purchasing is to have an adequate but not excessive amount
of product on hand at all times.

Unlike distributions of most food products, however, beverage distributions will
sometimes sell products in less than one case lots. This is called a broken case and occurs
when several different brands of products are used to completely fill the case.

B. Receiving Beverage Products

When receiving beverage products, the following key check points should be verified:

6 Correct brand
6 Correct bottle size
6 No broken bottles or bottle seals
6 Freshness dates (beer)
6 Correct vintage
6 Correct unit price
6 Correct price extension

C. Credit Memo

A credit memo is an addendum to the delivery invoice. Its purpose is to correct any
difference between the purchase order prepared by the food service establishments and the
delivery slip or invoice that is signed at the time the ordered goods are delivered.

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INFORMATION SHEET #1-2

DETERMINING PRODUCTS TO CARRY

A. DETERMINING BEER PRODUCTS TO CARRY
Beer is the most highly perishable of beverage

products. The pull date, or expiration date on these
products, can be as short as a few weeks or a month.

1. Brand Selection

Beverage operators typically carry between three to ten types of
beer. Some operations, however, stock as many as 50 or more.
Generally speaking, geographic location, clientele, ambiance, and menu
help determine the beer product that will be selected.

Beer is perishable, and great care must be taken to ensure proper
product movement. It is important, however, to train bartenders to make
annotation on a product request log so that the customer requests that
cannot be filled are noted and monitored by management.

2. Packaging

Beer typically is sold to food service operators in cans, bottles, or kegs. While
each of these containers has its advantages and disadvantages, most food service
operators with active beverage operations will select some of each of these
packaging methods.

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B. DETERMINING WINE PRODUCTS TO CARRY

Determining which wines to carry, as in determining which beers to carry, is a matter
of selecting both product and packaging, or bottle size. Typically, an operator must
determine to sell wine by the:

1. Glass
2. Bottle
3. Split or Half Bottle

1. Wine List

In wine list development, several points must be kept in mind.

a. The operator must seek to provide alternatives for customers who want the
best, as well as for those who want to spend less.

b. Wines that either compliment the food or in the case of a bar a popular wine
with the guest must be available.

c. The operator must avoid the reputation to offer to many wines on a wine list.

d. Excess inventory and use a valuable storage space make this a poor idea.

e. When selling wine by the glass, those items that sell poorly can lose quality
and flavor rapidly.

f. Wine sales can be diminished due to the complexity of the product itself.

g. The effective food service manager makes the purchase of wine by the bottle
a pleasant, nonthreatening experience.

2. Determining Spirit Products to Carry

Distilled spirits have an extremely long shelf life. Thus, an operator can make
a “mistake” and purchase the wrong spirit product without disastrous results if
that product can be sold over a reasonable time frame.

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3. Well Liquors

Well liquors are those spirits that are poured when the customers do not specify
particular brand name.

The name stems from the concept of well, or the bottle holding area in the bar.
The wine operator will choose well liquors very carefully by selecting to buy spirits as
well as items that are very low in cost. The operator may find that the quality is
according to law.

4. Call Liquors

Call liquors are those spirits that are required by name such as Jack Daniels,
Kahlua, and Chivas Regal. Extremely expensively call liquors are sometimes
referred to as premium liquors.

Operators generally, charge a higher price for those drinks prepared with call
or premium liquors.

While the decision to lower the quality of well liquor used did in this case
reduce overall liquor cost percentage, the question of the long-term effect on
customer satisfaction and loyalty is not being answered. In fact, changes in customer
behavior may seem negligible in the short run.

Successful food service operators, however, remember that one cannot
fool all of the people all of the time.

Quality products and fair prices build customer loyalty.

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SELF-CHECK #1-1

Test 1.
Discuss the pointers of doing the following tasks effectively.

1. Determining beer products to carry.
_______________________________________________________________
_______________________________________________________________
_______________________________________________________________

2. Brand selection
_______________________________________________________________
_______________________________________________________________
_______________________________________________________________

3. Determining Spiritts to carry.
_______________________________________________________________
_______________________________________________________________
_______________________________________________________________

4. Receiving beverage products.
_______________________________________________________________
_______________________________________________________________
_______________________________________________________________

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ANSWER KEY #1-1

Test 1.

1. Beer is the most highly perishable beverage product. The fall date or expiration date
on these products canbe short as few weeks or a month.

2. Beverage operators carry between three to ten types of beer. Some operations,
however, stock as many as 50 or more. Generally speaking, geographic location,
client ambience, and menu help to determine the beer product that will be selected.

3. Distilled spirits have an extremely long shelf life, thus an operator can make a mistake
and purchase the wrong spirit product without disastrous results if that product can be
sold over a reasonable time frame.

Well liquors are spirits that are poured when the customers do not specify particular
brand name.

Call liquors are spirits that are required by name such as Jack Daniels, Kahlua, Chivas
Regal. Extremely expensive call liquors are sometimes referred to as premium
liquors.

4. When receiving beverage products the following key check points should be verified.

a. correct brand
b. correct bottle size
c. no broken botlle or seal
d. freshness dates
e. correct vintage
f. correct unit price
g. correct price extension

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Qualification : Food and Beverage Service Attendant NCII
Prepare and Mix Drinks
Unit of Competency : Maintaining Bar Stock
Maintain Bar Stock Levels
Module Title :

Learning Outcome #2 :

Assessment Criteria: Tools Supplies & Materials
1. Bar stock is maintained.
1. Inventory Report Form 1. Alcoholic drinks
Resources:
Equipment & Facilities 2. Order Forms 2. Non-alcoholic drinks

1. Workshop/Laboratory
2. Storage/Stockroom

3. Request Forms 3. Glasses

4. Accessories

References:
1. Costas, Katsignis, Mary Porter, Chris Thomas. THE BAR AND BEVERAGE BOOK.

2. BAR AND RESTAURANT MANAGEMENT MANUAL
- produced by Hotel Nikko. 1990

3. Roldan, Amenila S. FOOD SERVICE AND BARTENDING.

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Learning Outcome #2: Maintain Bar Stock Levels

LEARNING ACTIVITIES SPECIAL INSTRUCTIONS

1. Learn where to • Information Sheet #2-1:
purchase supplies “Purchasing Bar Supplies”
for bars
• Information Sheet #2-2:
2. Learn on how to “Monitoring the Bar Product
forecast the demands Demands”
for bar products
• Job Sheet #2-1: “Interview of Bar
3. Perform Job Sheet #2-1 Supervisor”

4. Complete self-check • Self-Check #2-1

5. Refer to Model Answer • Answer Key #2-1

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INFORMATION SHEET #2-1

PURCHASING BAR SUPPLIES

Purchasing supplies for the bar follows the same cycle as beverage buying:
purchasing, receiving, storing, and issuing. However, buying supplies is a good deal simpler
because these are products not regulated.

A. Grocery Items and Liquor Supplies

You can buy grocery items from grocery wholesalers and cocktail napkins from
wholesalers of paper goods. But if you find beverage wholesalers who carry drink-related
items, check them out. The prices may be better, since the liquor dealer may get better
quantity discounts on bar items, such as maraschino cherries and cocktail onions, than the
grocery dealer does. Service may be better, too. The food wholesaler may pay little
attention to your small order, whereas the liquor purveyor wants to keep your beverage
business. The liquor dealer may also sell in smaller quantities than the grocery wholesaler,
and if you have a small enterprise, it may take forever to use up a case of olives or a gross of
napkins.

B. Fresh Products

Liquor purveyors don’t handle such items as lemons, limes, oranges, celery, eggs,
milk, cream, or ice cream. You will buy your produce from a produce dealer and your dairy
supplies and ice cream from a wholesale dairy. Such items must be refrigerated in the
storeroom or go straight to the bar. Ice cream must go straight into freezer.

C. Cost Consideration and Storage Concerns

In working out your orders, you will have a choice of can or bottle sizes in many items.
The cost per olive or per ounce is nearly always cheaper in the larger container sizes.
However, consider deterioration once the container is opened. If you use only half a can of
something and have to throw out the rest, you haven’t saved any money.

Receiving, storing, and issuing follow the same procedures used for alcoholic
beverages. Like items must be stored together, and the stock must be labeled.

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INFORMATION SHEET #2-2

MONITORING THE BAR PRODUCT DEMANDS

Generally, forecasting the sale of house wines or other wines sold by the glass is done
in a manner similar to that used in forecasting beer sales. Once the operator has
determined the number of guests who will select wine, the type of wine selected must be
monitored.

Why do you think the demand for consistency and control in the bar is greater than the
required into the kitchen? The reason is simple–the potential for employees theft and waste
is greater in the bar than in the kitchen.

Consider for a moment just a few of the unique aspects of the beverage operations
that require strict adherence to control procedures and monitoring of consumption in a bar.

1. Beverage operations are subject to tax audits. In some states, these audits can be
announced.

2. Beverage operations can be closed down “on the spot” for violation of law.

3. Employees in a bar may attempt to become operational “partners” by bringing in their
own products to sell and keeping sales revenue.

4. Detecting the disappearance of small amounts of beverage products is extremely
difficult, as for example the loss of 8 ounces of beer from a 1984-ounce half barrel.

Using standardized recipes is an absolute must
for the beverage operations to monitor demands and consumption.

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JOB SHEET #2-1

TITLE: Interview of Bar Supervisor

Purpose: To interview bar personnel to determine means to monitor
Equipment, Tools and Materials: losses in the bar stocks.
Notebook, pens, tape recorder
Precautions: Make previous arrangements before going for an interview.

Procedures:

1. After securing an appointment with a Bar Supervisor, list the questions that you
need to ask so that you will be guided on how to minimize loses in the bar stocks.

2. Go to the interview site early enough so you have time to set up your interview.
Never come late!!!

3. Prepare a check list/document presentation of the result of your interview.

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SELF-CHECK #2-1

Test 1. True or False:

_______ 1. Purchasing supplies for the bar follows the same cycle as beverage buying.
_______ 2. You can buy grocery items from grocery.
_______ 3. The food wholesaler may not pay attention to your small order.
_______ 4. Beverage operations are not subject to tax audit.
_______ 5. Beverage operations can be closed down “on the spot” for violation of law.
_______ 6. Employees in the bar may attempt to become operational partners by bringing

in their own products to sell and keeping sales revenues.
_______ 7. Receiving, storing and issuing does not follow the same procedure used for

alcoholic beverages.
_______ 8. Consider the deterioration once the container is opened.
_______ 9. Dairy products must be refrigerated or go straight to the bar.
_______ 10. You will buy produce from the produce dealer.

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ANSWER KEY #2-1

Test 1. True of False:

1. True
2. True
3. False
4. False
5. True
6. True
7. False
8. True
9. True
10. True

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Qualification : Food and Beverage Service Attendant NCII
Prepare and Mix Drinks
Unit of Competency : Maintaining Bar Stock
Prepare Reports/Fill Up Appropriate Forms
Module Title :

Learning Outcome #3 :

Assessment Criteria:

1. Reports are prepared and appropriate standard forms are filled up according to
establishment operating procedures.

2. Full bottle/beverage sales slip
3. Drinks served count
4. Inter-transfer
5. Inventory of alcohol and non-alcohol beverage stocks
6. Inventory of bar tools, glasses, and equipment
7. Inventory of accessories and perishable materials
8. Inventory of guest kept bottle

Resources: Tools Supplies & Materials

Equipment & Facilities 1. Inventory Report Form 1. Alcoholic drinks

1. Workshop/Laboratory 2. Order Forms 2. Non-alcoholic drinks
2. Storage/Stockroom

3. Request Forms 3. Glasses

4. Accessories

References:
1. Costas, Katsignis, Mary Porter, Chris Thomas. THE BAR AND BEVERAGE BOOK.

2. BAR AND RESTAURANT MANAGEMENT MANUAL
- produced by Hotel Nikko. 1990

3. Roldan, Amenila S. FOOD SERVICE AND BARTENDING.

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Learning Outcome #3: Prepare Reports/Fill Up Appropriate Forms

LEARNING ACTIVITIES SPECIAL INSTRUCTIONS

1. Familiarize with • Information Sheet #3-1:
different forms for “Standard Forms for Bar Operation”
bar operations
• Job Sheet #3-1:
2. Perform Job Sheet #3-1 “Preparing Appropriate Forms
and Reports”
3. Complete self-check
• Self-Check #3-1
4. Refer to Model Answer
• Answer Key #3-1

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INFORMATION SHEET #3-1

STANDARD FORMS FOR BAR OPERATIONS

A. Perpetual Inventory Form

Perpetual Inventory Form
Bar Name
Address

Item Name _________________________ Size _________________
Distributor __________________________ Case Cost ____________
Item No. ___________________________ Bottle Cost ____________

Requisitioned/

Inventory/ On-Hand Manager’s
Signature
Date Size Inventory/Size Comments

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B. Depletion Allowance Form

Depletion Allowance Form

(Circle one) Transfers, Spills, Comps, Broken
Bar Name
Address

Date ___________________________
Extended by _____________________

Date Item Size/Quantity Purpose/Outlet Liquor Wine Beer Manager’s
Cost Cost Cost Signature

Totals

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C. Physical Inventory Form

Physical Inventory Form
Bar Name
Address

Location: 1. Bar # __________________________ 3. Bar # __________________________
2. Bar # __________________________ 4. Store Room _____________________

Date: ____________________________________
Inventory by: ______________________________

Category (Circle One) Beer Wine Liquor

Item # Item Size 1 2 3 4 Unit Extension

Name Cost

Total

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D. Cashier’s Checkout Slip

Cashier’s Checkout Slip

Date _______________________ Opening Transaction _____________________
Shift _______________________ (Circle appropriate shift)
Cashier _____________________ Checked by ____________________________

A. Beginning bank ____________

Bills ____________

Coins ____________

Checks ____________ Number of checks ____________

Charges ____________ (Itemize in Analysis of Payments below)

Amer Express ____________ (Include payouts and charges)
(From register tape)
Visa/Master Card ____________ (Circle one)
Transaction # _____ Amount _____
Other ____________
Guest Check # ___________
House credit ____________ Server __________________

B. Payouts ____________

TOTAL ____________

Less Bank ____________

C. CASH ____________

Total Sales ____________

OVER / SHORT ____________

Overring/Underring ____________

ACTUAL OVER/SHORT

____________

ANALYSIS OF PAYOUTS

Name Amount Name Amount

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E. Bar Par Level Form

Bar Par Level Form

Bar Name
Address

Effective as of (date): ___________________________ Bar Outlet: _________________
Page ______ of ______ (total pages)

Item Item Size Bar Par
Number Name

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JOB SHEET #3-1

TITLE: Preparing Appropriate Forms and Reports

Purpose: To learn how to prepare appropriate forms/reports.
Equipment, Tools and Materials: Standard forms, pens
Precautions: Accuracy is very important in preparing reports.

Procedures:

1. Get samples of the different forms and try to fill these up.
2. If you encounter difficulty, discuss with the trainor.
3. Submit accomplished form to the teacher. Revise if needed.
4. Display the best completed forms/reports.

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SELF-CHECK #3-1

Test 1.

1. What are the types of forms used in the bar?
1. _________________________________________________
2. _________________________________________________
3. _________________________________________________
4. _________________________________________________
5. _________________________________________________
6. _________________________________________________

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ANSWER KEY #3-1

Test 1.
1. a. Perpetual Inventory Form
b. Requisition Form
c. Physical Inventory Form
d. Depletion Allowance Form
e. Cashier’s Check-out Slip
f. Par Level Form

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Qualification : Food and Beverage Service Attendant NCII

Unit of Competency : Prepare and Mix Drinks

Module Title : Maintaining Bar Stock

Learning Outcome #4 : Request beverage stocks, perishable materials,
grocery items and other accessories to service.

Assessment Criteria:

1. Necessary requisition is done to replenish stock on
• beverage
• perishable materials and other grocery items
• accessories to service

Resources: Tools Supplies & Materials

Equipment & Facilities 1. Inventory Report Form 1. Alcoholic drinks

1. Workshop/Laboratory 2. Order Forms 2. Non-alcoholic drinks
2. Storage/Stockroom

3. Request Forms 3. Glasses

4. Accessories

References:
1. Costas, Katsignis, Mary Porter, Chris Thomas. THE BAR AND BEVERAGE BOOK.

2. BAR AND RESTAURANT MANAGEMENT MANUAL
- produced by Hotel Nikko. 1990

3. Roldan, Amenila S. FOOD SERVICE AND BARTENDING.

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Learning Outcome #4: Request beverage stocks, perishable materials,

grocery items and other accessories to service

LEARNING ACTIVITIES SPECIAL INSTRUCTIONS

1. Learn on how to • Information Sheet #4-1:
requisition liquor “Requisitioning Liquors/Spirits”

2. Familiarize with • Information Sheet #4-2:
service accessories “RequisitioningPerishable Stocks
and Service Accessories”
3. Perform Job Sheet #4-1
• Job Sheet #4-1:
4. Complete self-check “Requisitioning Liquors/Spirits
5. Refer to Model Answer and Accessories”

• Self-Check #4-1

• Answer Key #4-1

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INFORMATION SHEET #4-1

REQUISITIONING LIQUORS/SPIRITS

Consider that the inventory levels at the bar change every time a bartender mixes a
drink, and you have an idea of how difficult it is to keep track of what you have, where it is, and
when you sold it. Like the other key points in the purchasing cycle, the issue of stock as it
passes from storeroom to bar must be correctly carried out and duly recorded, with a series
of overlapping internal tracking systems. The idea itself is not complicated, and neither are
the systems. What’s hard is getting everyone to use them correctly, fill out the necessary
paperwork, and turn it promptly.

1. In-House “Purchase Order” System

The document used to record the transfer of inventory from the storeroom to a specific
bar or outlet is a requisition form or issue slip. You might think of it as a sort of in-house
purchase order, with the bar as the “buyer” and the storeroom as the “supplier.” The bar lists
the brand, size, and number of bottles for each item required, with the date and the signature
of the person requesting the issue. The storeroom adds the cost and value information to
complete the record, and the person issuing also signs. The person receiving the stock at
the bar adds his or her signature to complete the transfer of responsibility . Note, that means
at least two or three signatures–an important way of tracking who is handling the stock.

2. One-Empty-One-Full System

Many bars require the bottles emptied the previous day to be turned in with the
requisition. This is known as the one-empty-one-full system. The empties are collected and
requisition is made out at closing time. The manager double-checks the requisition and the
bartender’s bottle count to be sure they agree. Both are turned in to the storeroom the
following day by the opening bartender, and replacement stock is issued. In this way, the
supply is automatically maintained at par stock level. As an additional benefit, the
empty-bottle system enables management to check the par stock at any time against the par
stock list to see if anything has disappeared. There should be a bottle for every bottle on the
list, whether that bottle is empty or full.

3. Stamp System

Some enterprises mark each bottle with an identifying stamp when it is issued. Then,
if an empty comes back without a stamp, you know somebody is up to something.

Code No. MAINTAINING Date Developed Date Revised Page
BAR STOCK JUNE 2004 JAN. 20, 2006 33

Requisition Form

REQUISITION FORM
Liquor, Beer, Wine, etc.

Bar Name
Address

Date : ____________________________
Issued from: _______________________ (Store Room)
Issued to: _________________________ (Bar Outlet)

Item Item Amount Perceptual Unit Cost Extension
Number Number Size Ordered Invetory
Marked

Total ________

Requested by: ________________________ Received by: ____________________
Date: _______________________________ Date: __________________________

Issued by: ________________________
Date: ____________________________

Code No. MAINTAINING Date Developed Date Revised Page
BAR STOCK JUNE 2004 JAN. 20, 2006 34

INFORMATION SHEET #4-2

REQUISITIONING PERISHABLE STOCKS AND SERVICE ACCESSORIES

A. Accessories for Garnishes

Near the condiments at each station are placed the accessories to garnishing: the
cocktail picks, straws, sip sticks, stir sticks, and the cocktail napkins. You will have chosen
them all carefully as you planned your drink menu and your garnishes, so that the visual
impression of each drink served carries out the total image of your enterprise.

Picks may be either the colored plastic kind, sword-shaped, or round wooden
toothpicks. They are used to spear the olive, onion, or the cherry-plus-orange, and both spar
and garnish go into the glass. Some establishments fill up the pick with three olives or
onions, adding flare and an impression of generosity.

Straws are useful in two lengths: the 5-inch length for drinks in stemmed or rocks
glasses and the 8-inch length for highballs and Collins-size drinks are somewhere between
straws and stir sticks; they are hollow but firmer than a straw and smaller in diameter, and
usually only one is used per drink. Some places also use these for coffee drinks.

B. Essential Accessories

The final essential is a supply of cocktail napkins, stacked with the folded edge
toward the bartender or server for easy pickup, or arranged into a fan shape so they don’t
stick together. These napkins should be two-ply; anything thinner disintegrates in no time.
There should be a good stack at each station and plenty in reserve.

Where smoking is permitted, a good supply of sparkling clean ashtrays should be
stacked. Bartenders or servers should keep them emptied, frequently replacing the used
ashtray with a clean one. (It is not longer considered proper etiquette to stand there and wipe
the used ashtray clean at bar or table; this should not be done in view of the guest). Smoking
tends to make people thirsty. Often, the emptying of an ashtray will trigger a request for a
second drink or another glass of wine. Where there are ashtrays, there must be plenty of
matches available, with the bar’s name, logo, and address and phone number on them.

Code No. MAINTAINING Date Developed Date Revised Page
BAR STOCK JUNE 2004 JAN. 20, 2006 35

C. Grocery Items

You can buy grocery items from grocery wholesalers and cocktail napkins from
wholesalers of paper goods. But if you find beverage wholesalers who carry drink-related
items, check them out. The prices may be better, since the liquor dealer may get better
quantity discounts on bar items, such as maraschino cherries and cocktail onions, than the
grocery dealer does. Service may be better, too. The food wholesaler may pay little
attention to your small order, whereas the liquor purveyor wants to keep your beverage
business. The liquor dealer may also sell in smaller quantities than the grocery wholesaler,
and if you have a small enterprise, it may take forever to use up a case of olives or a gross of
napkins.

D. Fresh and Perishable Products

Liquor purveyors don’t handle such items as lemons, limes, oranges, celery, eggs,
milk, cream, or ice cream. You will buy your produce from a produce dealer and your dairy
supplies and ice cream from a wholesale dairy. Such items must be refrigerated in the
storeroom or go straight to the bar. Ice cream must go straight into freezer.

Code No. MAINTAINING Date Developed Date Revised Page
BAR STOCK JUNE 2004 JAN. 20, 2006 36

JOB SHEET #4-1

TITLE: Requisitioning Liquors/Spirits

Purpose: To learn proper requisition of liquors, spirits and
accessories.
Equipment, Tools and Materials: Requisition Form, ballpens
Precautions: Losses in bars are high so proper monitoring of supplies
is essential.

Procedures:

A. Do the following situationers for requisitioning of stocks and accessories.

No. 1. Fill up the requisition form and submit to stockroom clerk to get your
supplies (“In-house purchase order system”.

No. 2. Fill up requisition for liquor supplies using the one-empty-one-full
system.

Code No. MAINTAINING Date Developed Date Revised Page
BAR STOCK JUNE 2004 JAN. 20, 2006 37

SELF-CHECK #4-1

Test 1.

1. Discuss the “One-Empty-for-One-Full-System”.
______________________________________________________________
______________________________________________________________
______________________________________________________________
______________________________________________________________

Test 2. Enumeration
Enumerate the service accessories in the bar.
1. ____________________________________
2. ____________________________________
3. ____________________________________
4. ____________________________________
5. ____________________________________
6. ____________________________________

Code No. MAINTAINING Date Developed Date Revised Page
BAR STOCK JUNE 2004 JAN. 20, 2006 38

ANSWER KEY #4-1

Test 1.
1. It is a system of requisition wherein the bottle emptied the previous day are returned
with the requisition before that liquor is issued.

Test 2.
Service Accessories
1. picks (either wooden or plastic)
2. straws
3. stirrer
4. cocktail napkins
5. supply of good sprkling ashtray
6. matches

Code No. MAINTAINING Date Developed Date Revised Page
BAR STOCK JUNE 2004 JAN. 20, 2006 39

Qualification : Food and Beverage Service Attendant NCII
Prepare and Mix Drinks
Unit of Competency : Maintaining Bar Stock
Perform Inventory Procedures
Module Title :

Learning Outcome #5 :

Assessment Criteria:
1. Inventory procedures are performed according to establishment accounting practice.

Resources: Tools Supplies & Materials

Equipment & Facilities 1. Inventory Report Form 1. Alcoholic drinks

1. Workshop/Laboratory 2. Order Forms 2. Non-alcoholic drinks
2. Storage/Stockroom

3. Request Forms 3. Glasses

4. Accessories

References:
1. Costas, Katsignis, Mary Porter, Chris Thomas. THE BAR AND BEVERAGE BOOK.

2. BAR AND RESTAURANT MANAGEMENT MANUAL
- produced by Hotel Nikko. 1990

3. Roldan, Amenila S. FOOD SERVICE AND BARTENDING.

Code No. MAINTAINING Date Developed Date Revised Page
BAR STOCK JUNE 2004 JAN. 20, 2006 40

Learning Outcome #5: Perform inventory procedures.

LEARNING ACTIVITIES SPECIAL INSTRUCTIONS

1. Learn system of inventory • Information Sheet #5-1:
supplies and stocks “Systems in Inventory of Stocks
and Supplies”
2. Familiarize with
special features of • Information Sheet #5-2:
liquor inventory “Special Features of Liquor Inventory”

3. Perform Job Sheet #5-1 • Job Sheet #5-1:
“Inventory of Liquor and Spirits”
4. Complete self-check
5. Refer to Model Answer • Self-Check #5-1

• Answer Key #5-1

Code No. MAINTAINING Date Developed Date Revised Page
BAR STOCK JUNE 2004 JAN. 20, 2006 41

INFORMATION SHEET #5-1

SYSTEMS IN INVENTORY OF STOCKS AND SUPPLIES

The beverage inventory–that is, the amount on hand at any given time–is of central
importance to the purchasing function. The buyer must be able to determine exactly what is
immediately available and the rate at which it is being used, in order to make intelligent
purchasing decisions. In addition to storeroom records, other means of keeping track of
total inventory are needed.

There are two reasons for keeping at constant check on inventory. One is to pinpoint
losses quickly in order to put a stop to them. The other reason has to do with purchasing. If
you have lost stock due to theft, breakage, error, or whatever, you must buy stock to replace
it, so that you can serve your customers. Therefore, you need to know what you really have on
hand in order to plan each purchase.

A. Physical Inventory

The only accurate way to know what you have on hand is to take a complete physical
inventory, that is, to count each bottle and keg on a regular basis. Ideally, you will do it weekly
and again at the end of the accounting period. If possible, the inventory should be taken by
persons who do not buy liquor or handle it on the job. As a double-check, it is best to have
two people working together–one counting and the other writing down the count. Both people
initial each page as it is completed. The inventory record should follow the arrangement of
the storeroom, grouping items by category, and within categories by brand, and within brand
by size.

The liquor at the bar is also part of inventory until it is sold, and it, too, is counted in an
end-of-the-month physical inventory. It is done in the same manner as the storeroom inven-
tory except that there are opened bottles to be counted.

The simplest way to measure the contents of opened bottles is to estimate each bottle
by sight and count the contents in tenths. Thus, a full bottle is 10/10, a half bottle is 5/10, while
an empty bottle is 0/10. This gives you an approximate amount, of course, but it is close
enough.

If you have a metered pouring system, you have a very accurate way of counting. The
system counts the drinks it pours.

Code No. MAINTAINING Date Developed Date Revised Page
BAR STOCK JUNE 2004 JAN. 20, 2006 42

B. Perpetual Inventory

Another way of providing inventory information is to complete ongoing daily records
from invoices and requisitions, adding each day’s purchases and subtracting each day’s
issues for every items in stock. This task is typically performed by the accounting
department, and the results are known as perpetual inventory. It is kept by hand on forms or
bin cards–a separate card for each item–or by computer, which can report the stock record
at any given moment with push-button case.

At any point in time, the perpetual inventory is a paper record that should indicate
exact quantities of every item you have on hand. It does not tell you what you really have; only
a physical inventory can do that. Its primary function is to provide a standard against which a
physical count can be measured, item for item, at any given time. If everything is in order, the
two inventories should agree. If separate records are kept on bin cards, they should also
agree–they, too, are a form of perpetual inventory.

The more inventory you have, the more important it is that a perpetual inventory be
kept. Since it should also clearly reveal a product’s depletion rate, it has the added benefit of
making the ordering process more accurate. It also greatly assists in detecting employee
theft. And, finally, it assists you in meeting your state’s licensing requirements to maintain
accurate records of the bar’s alcohol purchases.

If the actual count and the perpetual inventory record don’t agree, you are faced with
determining whether there are errors in the records or the count, or the items themselves
have disappeared . You can trace errors in the record by going back to the invoices and
requisitions; and errors in the count by recounting. If you can’t find any mistakes, you may as
well assume theft, and adjust your perpetual inventory record accordingly.

There are other ways of measuring discrepancies that are accurate enough for
everyday use, and these will be examined. Overall, the most critical reason for a good
inventory management system is this. If you don’t have a way of knowing where you ought to
be, you can’t measure where you are now.

C. Determining Inventory Value and Turnover Rate

When you have complete a physical inventory for an accounting period, you must de-
termine the dollar value of the total stock. To do this, begin by entering the unit cost of each
item on the inventory sheet on which you have recorded the count.

The next step is to multiply the unit cost by the number of units to find the value of the
stock for each item. Enter each total on the form in the last column. Totaling the values of all
the items then gives you the value of your entire inventory. This number is known as the
ending (closing) inventory for the accounting period. The same number becomes the
beginning (opening) inventory for the next accounting period.

Now you can use this figure to determine the value of all the liquor used to produce
your sales for the period, in other words, your beverage cost.

Code No. MAINTAINING Date Developed Date Revised Page
BAR STOCK JUNE 2004 JAN. 20, 2006 43

INFORMATION SHEET #5-2

SPECIAL FEATURES OF LIQUOR INVENTORY

Determining the beginning and ending inventory levels for beverage products is not
as easy as the process for determining same levels for food.

Although unopened bottles, like food can generally be weighed, counted, or
measured for inventory purposes, the process of determining the values of opened bottles is
the tricky part.

A. Liquor Inventory by Weight

The weight method uses a scale to weigh open bottles of liquor. For this system to be
effective operators should:

6 Remember to subtract the weight of the empty bottle itself from the total
product weight; and

6 Remember that each liquor, due to its unique specific gravity, must be weighed
separately.

B. Liquor Inventory by Count

Counting full bottles is easy, when operators use the counting method to determine
amounts in open bottles, the tenths system is often used. It means that the operator assign a
value of 10/10 to full bottles 5/10 to a half bottle, and so on. While this system results of the
actual amount in a bottle many managers feel the tenths system is accurate enough for their
purposes.

An advantage of this system is the quick method of determining inventory levels of
open bottles.

Code No. MAINTAINING Date Developed Date Revised Page
BAR STOCK JUNE 2004 JAN. 20, 2006 44

Liquor Inventory by Measure

Some food service operators determine product levels of open bottles by using a
ruler to determine the amount the bottle contains. Unit costs are then assigned to each inch
or operation of an inch for inventory evaluation purposes.

Many prefer this method because it has high degree of accuracy.

You are probably wondering “When is the best time to take liquor inventories?”

It is best to have the liquor inventory when the restaurant and/or bar is closed so
nothing changes when the inventory is being taken. It is also important that product
contained in the lines of mechanical drinks dispensing systems be counted if the quantity of
product in these lines is deemed to be signioficant.

Code No. MAINTAINING Date Developed Date Revised Page
BAR STOCK JUNE 2004 JAN. 20, 2006 45

JOB SHEET #5-1

TITLE: Inventory of Liquor and Spirits

Purpose: To perform inventory of liquor and spirits.
Equipment, Tools and Materials: Inventory form, bottles of liquor.
Precautions: Inventories are best done when the bar is closed.

Procedures:

A. Perform a liquor inventory using the following systems and record your results.
1. Inventory by weight
2. Inventory by count
3. Inventory by measure

B. Submit report/output to facilitator. Be prepare to discuss this.

Code No. MAINTAINING Date Developed Date Revised Page
BAR STOCK JUNE 2004 JAN. 20, 2006 46

SELF-CHECK #5-1

Test 1. Discuss the following comprehensively.

1. Physical inventory
______________________________________________________________
______________________________________________________________
______________________________________________________________

2. Perpetual nventory
______________________________________________________________
______________________________________________________________
______________________________________________________________

3 Determining inventory, value cost and inventory turn over rate
______________________________________________________________
______________________________________________________________
______________________________________________________________

4. Liquor inventory by weight
______________________________________________________________
______________________________________________________________
______________________________________________________________

5. Liqur inventory by measure
______________________________________________________________
______________________________________________________________
______________________________________________________________

Code No. MAINTAINING Date Developed Date Revised Page
BAR STOCK JUNE 2004 JAN. 20, 2006 47

ANSWER KEY #5-1

Test 1.

1. Physical inventory
The most accurate way to know what you have on hand. It is to count each bottle and
keg on the regular basis.

2. Perpetual inventory
Another way of providing inventory information is to compile ongoing daily records
from invoices and requisitions adding each days purchases and subtracting each
day’s issue for every item in the stock. It is a paper record that should indicate exact
quantities for every item you have on hand.

3. Determining inventory value, bar cost and inventory turnover rate
When you have completed a physical inventory for an accounting period you must
determine the peso value of the total stock. To do this begin by entering the unit cost
of each item on the inventory sheet on which you have recorded the count. The next
step is to multiply the unit cost by the number of units to find the peso value.

4. Liquor inventory by weight.
The weight method uses a scale to weigh open bottles of liquor. Remember to
subtract the weight of the empty bottle itself from the total product weight.

5. Liquor inventory by measure.
Some food service operators determine product levels of open bottle by using ruler
to determine the amount the bottle contains.
Many prefer this method because it has high degree of accuracy.

Code No. MAINTAINING Date Developed Date Revised Page
BAR STOCK JUNE 2004 JAN. 20, 2006 48

PERFORMANCE
ASSESSMENT

Code No. MAINTAINING Date Developed Date Revised Page
BAR STOCK JUNE 2004 JAN. 20, 2006 49