1057 7. Describe the type of equipment you are required to use (for example, keyboard, Touch Screen, tools of trade, etc). 8. Do you require a high degree of technical knowledge for your job? Yes No 9. How do you work? Please circle Alone Part of a team Other (specify below) 10. If you work as part of a team, do you perform the same of different work to members of your team? 11. To what extent does your job require you to work closely with other people, such as customers, clients or people in your own organization? Please circle. Very little Moderately A lot 12. How much autonomy is there in your job, ie, to what extent do you decide how to proceed with your work? Please circle. Very little Moderately A lot 13. How much variety is there in your job, ie, to what extent do you do different things at work, using several skills and talents? Please circle. Very little Moderately A lot Training Needs 14. To perform your current job: What training do you still need (either on-the-job or a formal course) to perform your current job competently (eg, Excel, bookkeeping, English as a second language, etc)? 15. To perform other jobs in the organisation: What other roles in the organisation would you be interested in doing if a vacancy became available (eg, transfer to another section,
1058 supervisor position, etc)? 16. To perform other jobs in the organisation: What training or experience would be required (eg, machine operation, negotiation skills, Occupational Health and Safety Awareness, etc)? Future Development Needs 17. What are your career aspirations? 18. What training or development do you need to help make this happen (eg, external degree study, formal meeting procedures, leadership training, etc)? Recognition of Prior Learning 19. What training have you attended within the last three years? (This will help identify if any training sessions have been missed or if any refresher training is required.) 20. What training or skills have you acquired outside your current job that may be relevant to the wider organisation?
1059 Action Plan Agreed training and development to be provided over the next 12 months: (Record the details of training courses, on-the-job experiences, buddy systems or mentor arrangements, and include the recommended dates the staff member can expect these to occur.) Training Date Signature of Staff Member : Date : Signature of Supervisor : Date :
MONTHLY AVERAGE TRAINING HOURS PER EMPLOYEE By Division For Hotel Operational Based Non-operational Based Operational Non-op Total Month F&B Service Food Prep Front Office House Keeping Marketing Finance HR Avg Trg Hrs per Ee Avg Trg Hrs per Ee Avg Trg Hrs per Ee Jan Feb Mar Apr May
1060 May Jun Jul Aug Sep Oct Nov Dec 2008 YTD Avg Trg Hrs 2007 Avg Trg Hrs
TRAINING STATISTICS FOR JANUARY 2009 Proprietary Trg Dept Trg In-House External Total Staff Strength at mth end Avg Trg Hrs per staff YTD Avg Trg Hrs per staff Hours Pax Hours Pax Hours Pax Hours Pax Hours Pax F&B SERVICE Restaurant F&B Admin Bar In-Room Dining Plaza F&B SVC Total
1061 FINANCE Accounting Cost Control Credit/Store Receiving Information Systems Payroll FIN Total FOOD PREP Employee Dining/Stewarding Prep Admin Bakery Butchery Gardemanger Main Kitchen Hot Pastry
FOOD PREP Total HUMAN RESOURCES Human Resources HRD Total MARKETING Marketing Marketing Communications Sales MKT Total SHARED SERVICES Engineering Laundry
1062 Laundry Ppty Maintenance Security Revenue Management PTY Total RAFFLES THE PLAZA Front Office Plaza On-Call Valet Plaza Housekeeping Plaza RTP Total GRAND TOTAL Operational Avg Trg Hrs per Ee Op Non-Op Avg Trg Hrs per Ee Non-Op
Training Budget Organization: Year: Department: Submitted by: Annual training allotment: 1Q Budget: $0 3Q Budget: $0 Total Budget: $0
1063 2Q Budget: $0 4Q Budget: $0 1st Quarter Training Budget Line Item Description/Justification Qty. Unit Cost/Rate Total 1 Courseware development $0 2 Courseware purchase 0 3 Certification 0 4 Train-the-trainer 0 5 Hardware purchase 0 6 Facility rental 0 7 Instructional materials 0 8 Technical equipment 0 9 Consulting fees 0 10 Instructor fees 0
11 Content acquisition 0 12 Travel 0 13 Per diem 0 14 0 15 0 Grand Total $0 2nd Quarter Training Budget Line Item Description/Justification Qty. Unit Cost/Rate Total 16 Courseware development 0 17 Courseware purchase 0 18 Certification 0 19 Train-the-trainer 0 20Hdh0
1064 20 Hardware purchase 0 21 Facility rental 0 22 Instructional materials 0 23 Technical equipment 0 24 Consulting fees 0 25 Instructor fees 0 26 Content acquisition 0 27 Travel 0 28 Per diem 0 29 0 30 0 Grand Total $0 3rd Quarter Training Budget Line Item Description/Justification Qty. Unit Cost/Rate Total 31 Courseware development 0
32 Courseware purchase 0 33 Certification 0 34 Train-the-trainer 0 35 Hardware purchase 0 36 Facility rental 0 37 Instructional materials 0 38 Technical equipment 0 39 Consulting fees 0 40 Instructor fees 0 41 Content acquisition 0 42 Travel 0 43 Per diem 0 Grand Total $0 4th Quarter Training Budget
1065 Line Item Description/Justification Qty. Unit Cost/Rate Total 46 Courseware development 0 47 Courseware purchase 0 48 Certification 0 49 Train-the-trainer 0 50 Hardware purchase 0 51 Facility rental 0 52 Instructional materials 0 53 Technical equipment 0 54 Consulting fees 0 55 Instructor fees 0 56 Content acquisition 0 57 Travel 0 Grand Total $0
1066 Purchase Purchasing is an important aspect which is often not given importance to the level required. Profitability can be improved by increasing the sales volume and controlling wastage during production and service. But the right purchasing policies help reduce a major portion of expenses involved in the Hotel Department. It could be in many forms, ranging from selection of good quality product to price reduction obtained through negotiations to timely delivery and good service. Purchasing Manager Duties and Responsibilities • Prepare reports regarding market conditions and merchandise costs. • Maintain records of goods ordered and received • Ensure purchasing quantities meet the operational requirements while minimizing the purchasing/sourcing function • Control purchasing department budget • Represent company in negotiating contracts and formulating policies with suppliers • Review, evaluate, and approve specifications for issuing and awarding bids • Analyze market and delivery systems in order to assess present and future material availability • Develop and implement purchasing and contract management instructions, policies, and procedures. • Participate in the development of specifications for equipment, products or substitute materials. • Resolve vendor or contractor grievances, and claims against suppliers
1067 • Review purchase order claims and contracts for conformance to company policy • Work with vendors to improve fill rates and lessen lead times • Maintain Suppliers Databank • Well versed With Tax and Customs Procedures • Prepare and process requisitions and purchase orders for supplies There are various factors which can effect Purchasing decision: ¾ Price of the product ¾ Quality of Product ¾ Service of the supplier ¾ Recurring cost after procurement ¾ Sellers reputation in the market ¾ Delivery Schedule ¾ Urgency of the product ¾ Payment Terms ¾ Vendor Buyer relationship ¾ Demand and Supply It obviously depends on various other aspects too. To start with the organization of Purchase department and the process depends on how big the hotel or restaurant is and if it’s an independent property or part of a chain. In small hotels and restaurants the purchasing aspect usually is done by a Purchasing Officer which is controlled by the General Manager or the owners in General. In large hotels and resorts it usually has a separate Purchase department with Purchase manager and his staff. Purchasing gains importance for various aspects listed below: Now getting back to the aspects of purchase it’s a standard that for every product to be purchased the purchase manager or purchase officer has to source out at least
1068 3 quotations to get the best possible price at the same time ensuring that the quality levels of the product are not compromised on. Not only this he should also look in to various other aspects like timely delivery and if its charged or free, Service reputation of the suppliers, Unit sizes in which he is supplying Purchase department should avaoid open market purchase and retail purchasing unless it is extremely urgent. They should avaoid open purchase as it is mostly costly and the cost adds on to the product. Listed is the diagram of a purchase cycle in any hotel. Depending on the size of the hotel the reporting relationships and the channel flow would change. For example in a small hotel the chef might have to get the daily market list for food to be signed by the General Manager before sending it across to the Purchase Manager or Purchase Officer. But in a large hotel it is by the Executive Chef or the Food & Beverage Director. Another aspect involving purchasing in chain hotels is that most of the purchasing is centralized either in the form of nominated suppliers or group purchasing. The efficient functioning of Purchase Department is a combination of good communication and coordination between the Requesting Department, Stores and Purchase. There has been a misconception for a long time that the operational departments should be hands off or have a minimum say in Purchasing Decisions. Obviously this misconception is not without a valid reason of the department heads getting some kickbacks in many forms including commissions, percentages, free samples, vouchers etc. I guess the ideas and suggestions of the department heads to be given importance in purchasing department not withstanding the above reasons and no matter how knowledgeable the purchase department staff is because the above kickbacks might effect the purchase department in their choice of suppliers. Suppliers related to the staff members working in the hotel or close to the Purchase Management should be highly discouraged
1069 Steps involved in Purchasing are as follows: 1. Purchase request be be given by the ordering department.(Sample purchase order form given below). 2. Based on the nature of the product (Operational Supply or Capital Expenditure) it has to be further verified y the Financial Controller and The General Manager. 3. The purchase department should be given a proper and complete description of the material to be procured and the technical specification whenever needed and either a photograph or a sample if it’s a small product. 4. After its reviewed and approved the Purchase Manager makes a Purchase order and sends its across if its already in the database of the original market list. If it’s a new product The Purchase Manager sources it and gets atleast 3 quotations based on the factors mentioned above. 5. Once its approved by the appropriate department head, the Purchase Mnager raises a Purchase order and sends it across to the Supplier. 6.The purchase department has a daily purchase order record sheet as listed below to keep a track of allthe orders. Purchasing Policies: 1. As far as possible, goods should be purchased directly from the manufacturer/producer. In case if it’s the manufacturing companys policy not to sell the goods directly, then the goods should be purchased from the manufacturing companys authorized distributor. Retail purchasing should be done as an exceptional case only in emergencies. 2. All orders /supplies with the suppliers will be done only by the Purchase Department. No user department will directly communicate with the supplier. 3. If price and quality being the same then the purchasing should be done from the local market. 4..There should not be only one supplier of any item. There should be multiple sources for any item.
1070 5. The Purchase Department should have a list of suppliers of all items. The alternative supplier should be ready with the Purchase Department. The list of Sulliers should be updated on a regular basis. 6.The supplier should be evaluated on quality, price and service in the ratio of 5;3:2 7. A supplier should be black listed when: ¾ He has not supplied for two calendar months. ¾ The quality of the product is poor, even though after repeated three reminders he doesn’t seem to improve on the same. ¾ Once a supplier is Black listed, his firm should never be entertained ever again. 8. Obtain the best quality products at the lowest price 9. No person in the purchase department should have business of his own. 10. Contract orders should be placed with the supplier purely on merit. 11. Purchase should be done only with dealers who have a registered business. 12. Cash purchase should be discouraged 13. Deviations from the established policy to be kept to a minimum.However when deviations are required due to restrictions prescribed in the purchase policy and procedure which inhibit effective operation, consideration to be given to the proposal of a revision. 14.For deviations where a revision of policy is not appropriate, those deviations should be documented in writing along with justifications. 15.No speculations to be done for day to day operations.Speculation could probably be donefor products whihch are inshort supply with the prior pproval of The General Mangaer and the Financial Controller.
1071 Approved Supplier Questionnaire Is your company registered with the relevant Health Board or Food Safety Authority? Please note registration number: Does your company operate a HACCP system? Has the company been awarded certification? What other food products are produced? Is microbiological testing carried out? Are there written specifications for raw materials and finished products? Are there written work procedures? Is there a cleaning schedule in operation? Are there written procedures on Pest Control? Personal Hygiene? What training is given to food handlers? What vehicles are used for transporting goods and are they maintained? What leglisation applies to the business? What audits are carried out?
1072 Price Comparison Report Purchase Department Beverage Price Comparison Report Item Unit Supplier 1 Supplier 2 Supplier 3 DEWAR'S WHITE LABEL 12X1LITRE JOHNNY WALKER BLACK 12X1LITRE CANADIAN CLUB 12X1.14 LITRE JACK DANIELS 12X1LITRE JIM BIM 12X1LITRE SEAGRAM (7) SEVEN 12X1LITRE SEAGRAM VO 12X1LITRE SOUTHERN COMFORT 12X1LITRE MARTELL'S BRANDY VS 12X1LITRE LE CUVIER NAPOLEON VSOP 12X1LITRE ABSOLUT 12X1LITRE KIPRINSKI 12X1LITRE SKYY 12X1LITRE IRISH CREAM 12X1LITRE STOLYICHNYA 12X1LITRE BEEFEATER 12X1LITRE GIN ASHBY'S 12X1LITRE AMARETTO LEANEZ 12X1LITRE BAILEY' IRISH CREAM 12X1LITRE RUM MYER'S 12X1LITRE RUM BACARDI LIGTH 12X1.140 LITRE KAHULA 12X1LITRE SAMBUCA 12X1LITRE CAMPARI 12X1LITRE FRANGELICO 12X1LITRE MARTINI DRY 12X1LITRE MARTINI ROSSI 12X1LITRE PERNOD 12X1LITRE COINTREAU 12X1LITRE CALIFORNIAN SAKE 12X1LITRE MALIBU 12X1LITRE TRIPLE SEC MOHAWK 12X1LITRE COFFE LIQ BOLS 12X1LITRE PEACH LIQ MOHAWK 12X1LITRE CRÈME DE COCOA WHITE 12X1LITRE CRÈME DE COCOA DARK 12X1LITRE
1073 Monthly Purchases Sheet Oct-08 Product Unit Cost Week 1 Week 2 Week 3 Week 4 Week 5 Supplier Total Cost Draught Beers Guinness 50 L Keg Smithwicks 50 L Keg Heineken 50 L Keg Budweiser 50 L Keg Carlsberg 50 L Keg Bulmers 50 L Keg Erdinger 30 L Keg Miller 50 L Keg Stella 50 L Keg Hoegarden 20 l Keg Coors 30 L Keg Bavaria 50 L Keg Total Draught Bottled Beers Ritz Case 24 Heineken Case 24 Budweiser Case 24 Satzenbrau Case 24 Bulmers Case 24 Coors Light Case 24 Becks Non Alco Case 24 Smirnoff Ice Case 24 Bacardi Breezer Case 24 Pint Bt Bulmers Case 24
1074 Purchase Order Ref: Supplier: Company Address: Tel: Fax: Order Date: Client Tel/Fax: Order Description including Item Code Qty Net Cost Day Delivery required: M T W T F S S (Circle required day) Additional Notes: Total Cost of Items Ordered $
1075 Signature: Date: Master Price List Hotel Good Morning Product Group Unit Cost per Unit Supplier Name Bread Baguette Bread Bread Baguttes lrg Bread Bread Baps Bread Bread Bloomers/Batard Bread Bread brioche Bread Bread Crumbs Bread Bread crumbs fresh Bread Bread Irish Pride Bread Bread Irish Pride Sandwich pan Bread Bread Irish Pride White Bread Bread Panini Bread Bread rolls Bread Bread rolls seeded 1/4 Pounder Bread Bread soda Bread Burger Buns Bread Croissants Bread Gourmet Rolls mini Bread Grissini Bread Muffins blueberry/chocolate Bread Pastry Danish Whirl Bread Petit Pans Bread Poppy Seed Rolls Bread Scones-fruit Bread Soda Bread Bread Sundrien tomato bread Bread Coffee - Café Blend Coffee/Tea Coffee - Decaf Instant Coffee/Tea Coffee -decaf Coffee/Tea Coffee Instant Coffee/Tea Coffee-Espresso Coffee/Tea Tea - Specality Coffee/Tea Tea Bags Coffee/Tea Tea Irish breakfast tea Coffee/Tea Coffee Maxwell house Coffee/Tea Butter Dawn mini pack Dairy Butter Kerrygold 1lb Dairy Butter Low Low Dairy Butter Low Low mini pack Dairy
1076 Buttermilk Dairy Cheese Buffalo Mozzerala Dairy Cheese Emmental Dairy Cheese Goats-St-Tola log Dairy Cheese Knockanore Dairy Cheese Parmigiano Dairy Cheese Whiskey Dairy Cream 1 Gallon Dairy Cream cheese Dairy Dutch Cheese Selection Dairy Grated Red Cheddar Dairy Milk Dairy Milk 22ltr Dairy Milk Portions Dairy Mozerella Cheese Dairy Padano Grand Dairy Yogurl Natural Mona premium Dairy Yogurt Wholemilk Dairy Apple Pie deep Dessert Berry mix2.5kg Dessert Black Forest Gateaux Dessert Cheesecake Baileys Dessert Choc cups Mari Charlotte Dessert Chocolate Fondant Dessert Chocolate fudge cake Dessert Death by Chocolate Dessert Fruit Coulis Dessert Fruit Puree passionfruit Dessert Fruit Salad in Light syrup Dessert Ice cream mixed 4ltr Dessert Icecream Luxury Dessert Lemon Citrus Tart Dessert Maxi Stick Rembrant Dessert Profiterolls Dessert Sorbet Cassis Dessert Tiramisu Slice Dessert Wafer Basket Pastry Dessert After Eight Catering Pack Dry Goods Almonds Shamrock Dry Goods Alpen Original Dry Goods Apple green essence Dry Goods Apples Bramley Dry Goods Apricots Dry Goods Arborio Rice Dry Goods
1077 Arrowroot 700gr Dry Goods Asparagus Spears Dry Goods Baked Beans Dry Goods Baking Powder Dry Goods Balsamic Vinegar 6yrs Dry Goods Barrys Gold Blend Tea bags Dry Goods Bay leaf Schwartz Dry Goods Beetroot diced Dry Goods Bernaise sce Knoor Dry Goods Biscuits Boudoir Dry Goods Biscuits table Fox's Dry Goods Black Olives Dry Goods Bolognaise sauce Dolmio Dry Goods Brandy essence Dry Goods Brandy pre-seasoned 1ltr Dry Goods Bread mix Brown Odulms Dry Goods Brown Bread Mix Dry Goods Brown rice Saxa Dry Goods Brown sauce Chef Dry Goods Brown sauce Saxa Dry Goods Bullion paste Knoor lrg Dry Goods Butter Flora Portions Dry Goods Butterscotch sauce Dry Goods Cajun Seasoning 3kg bucket Dry Goods Capers in Vin Dry Goods Caramel Dry Goods Carmelised Biscuits Dry Goods Carolines Dry Goods Caster Sugar Dry Goods Cayenne Pepper Dry Goods Cheese biscuits assorted Dry Goods Cherries-Dark pitted Dry Goods Chervil Dry Goods Chestnuts Dry Goods Chicken Bullion paste Dry Goods Chilli sauce Dry Goods Chives Schwartz Dry Goods Chocolate biscuits Dry Goods Chocolate cups Dry Goods Chocolate cups dark Dry Goods Chocolate drops Dry Goods Chocolate drops Dry Goods Chocolate napkin Rings Dry Goods Chocolate napkin Rings Dry Goods
1078 Chocolate sauce dark1ltr Dry Goods Chocolate sauce Torani Dry Goods Chocolate sauce White 1ltr Dry Goods Chocolate Vermicilli Dry Goods Chop sauce Dry Goods Chorizo Dry Goods Christmas Pudding Dry Goods Ciabatine (type of panini) Dry Goods Cloves Dry Goods Cloves Whole Saxa Dry Goods Coca Cola Dry Goods Coca cola 2ltr Dry Goods Cocao powder 1kg Dry Goods Coconut Grated Dry Goods Coconut Milk Dry Goods Cooking oil Wesson Green Label Dry Goods Cooking wine Red Dry Goods Cooking Wine White Dry Goods Cornflower Shamrock Dry Goods Country Relish Ballymaloe Dry Goods Country Store Dry Goods Cranberry Sauce Dry Goods Cream Flour Dry Goods Crème Fraiche Dry Goods Crolines Dry Goods Curry powder mild Dry Goods Curry Sauce Dry Goods Custard Powder Custard Dry Goods Custard Shamrock Dry Goods Danish Pastries Dry Goods Demi Glaze Dry Goods Digestive Jacobs Dry Goods Dill Schwartz Dry Goods Drinking Chocolate Cadburys Dry Goods Egg Yolk Dry Goods Eggs Medium Dry Goods English Mustard Dry Goods Filo crowns Dry Goods Fish Bullion Dry Goods Five Spice Schwartz Dry Goods Flour Plain Dry Goods Flour wholemeal Dry Goods Frylite Dry Goods Garlic Puree Dry Goods
1079 Gherkins Sliced Dry Goods Gravy Browning Dry Goods Gravy Erin Dry Goods Gravy Mix Erin Dry Goods Hazelnuts Dry Goods Helmans mayonaise Dry Goods Hoi Sin Sauce Dry Goods Honey 1.5kg Dry Goods Honey Boyne Valley Dry Goods Honey Boyne Valley Dry Goods Honey fancy Dry Goods Horseradish sce Dry Goods Icing Sugar Dry Goods icing Sugar 3kg Dry Goods Jacobs A3 Dry Goods Jam Fancy assorted Dry Goods Jam Raspberry Dry Goods Jelly Chivers assorted Dry Goods Kellogs All bran Dry Goods Kellogs Bran Flakes Dry Goods Kellogs Cornflakes Dry Goods Kellogs Cornflakes Dry Goods Kellogs Country Store Dry Goods Kellogs Fruit and Fibre Dry Goods Kellogs Rice Krispies Dry Goods Kellogs varity pack Dry Goods Lady Fingers Dry Goods Lasagne pre cook Mc Doughalls Dry Goods Leaf gealatine Mc Dougalls Dry Goods lemon Juice Dry Goods Lemon Juice Jif Dry Goods Lemon Juice Newforge Dry Goods Lemon Juice PLJ Dry Goods Maple Syrup Dry Goods Marmalade chivers Dry Goods Mayonaise Dry Goods Meringue Nests Dry Goods Meusli Dry Goods Mince Pies Dry Goods Mini Indian Selection Dry Goods Mini Vegetable Spring Rolls Dry Goods Mint Sauce Dry Goods Mixed herbs Schwartz Dry Goods Mustard Dijon Dry Goods
1080 Mustard Whole grain Dry Goods Noodles Dry Goods Nutmeg Ground Dry Goods Oatmeal Flahavans Dry Goods Oil Vegetable Cooking Newforge Dry Goods Olive Oil Dry Goods Olive Oil Extra Virgin Dry Goods Olives Black Dry Goods Orange Marmalade Fancy Dry Goods Oregano Dry Goods Paprika Saxa Dry Goods Parmesan Dry Goods Parsley Schwartz Dry Goods Pasta shells Mc Doughalls Dry Goods Pastry cups Dry Goods Pastry Sheets Dry Goods Pastry Tartletts Dry Goods Peaches Halves Dry Goods Pear Halves Dry Goods Peas Dry Goods Peas Mushy Batchelors Dry Goods Penne Pasta Dolmio Dry Goods Pepper Mix 470gr Dry Goods Pepper White Dry Goods Pepper Whole Black Dry Goods Peppercorns green Dry Goods Peppercorns Mix Island Dry Goods Peppercorns Pink Dry Goods Pepperoni 800gr Dry Goods Pesto Genovese Dry Goods Petit Four Tulip pastels Dry Goods Petit fours Dry Goods Pickles Dry Goods Pimentos del piquillo Dry Goods Pine nuts 500gr Dry Goods Pineapple slices Newforge Dry Goods Pipe Rigate pasta Dry Goods Pizza Base Dry Goods Pizza Sce Dry Goods Ploughmans pickle Dry Goods Plum Sauce Dry Goods Poppy seed Schwartz Dry Goods Rasins Gempack Dry Goods Raspberry slice Dry Goods
1081 Red peppers sweet Grilled in brine Dry Goods Redcurrant preserve Dry Goods Rice Dry Goods Rice (Roma) Easi-cook Dry Goods Rice Brown Dry Goods Rosemary Dry Goods Saffron Strands Dry Goods Salad Mayo Dry Goods Salsa Chunky Dry Goods Salt - Sea 1kg Dry Goods Salt Table Dry Goods Sauce Uncle Bens Dry Goods Savory mini tartlettes Dry Goods Sesame seeds Dry Goods Soy sauce 1ltr Dry Goods Spaghetti Dry Goods Spring Roll Pastry Dry Goods Steakado Dry Goods Stork Dry Goods Strawberry Coulis Dry Goods Strawberry jam Dry Goods Strayberry jam Fancy Dry Goods Sugar Brown Dry Goods Sugar individual packets Brown Dry Goods Sugar individual packets White Dry Goods Sugar Siucra Dry Goods Sweet Chilli sauce Dry Goods Sweet soy sesame-Uncle Bens Dry Goods Szechuan Sce Uncle Bens Dry Goods Tabasco Sauce Dry Goods Tagliatelle Dry Goods Tagliatelle Agnesi Dry Goods Tagliatelle Barilla Dry Goods Tagliatelle green Dry Goods Tandoori spice mix Dry Goods Tarragon Fresh Dry Goods Thyme Schwartz Dry Goods Tikka Marsala Sce Blenders Dry Goods Tomato Ketchup Dry Goods Tomato Ketchup 5ltr Dry Goods Tomato Paste Dry Goods Tomato Relish Dry Goods Tomatoes Chopped 2.5kg tin Dry Goods
1082 Tortilla chips-chilli-case Dry Goods Tortilla flour Dry Goods Truffle oil - white Dry Goods Tuc 150gr Dry Goods Tuile Baskets Dry Goods Tuna chunks in brine Dry Goods Tuna tins Dry Goods Veg Boullion Paste Dry Goods Vinegar Distilled 5ltr Dry Goods Vol-au-vent Dry Goods Vol-au-vent squares Dry Goods Wafers for ice cream Dry Goods Waffle Dry Goods Walnuts Choped Shamrock Dry Goods Water Biscuits Carrs Dry Goods Weetabix Dry Goods White wine vinegar Dry Goods Wholegrain/Pommery Mustard Dry Goods Worchestershire Sauce Dry Goods Anchovies Fish Cod Fish Cod Fish Crab Cakes Fish Crab Claws Fish Crab Meat Fish Escolar Fish Fish Fish Fingers Fish Fish Fingers Fish Haddock Fresh Fish Haddock Smoked Orange Fish Monkfish Fish Monkfish Fish Mussel meat Fish Peeled Scampi Fish Plaice Fillets Fish Prawns Cold water Fish Prawns in Filo Fish Red Snapper Fish Salmon & Dill Terrine 500gr loaf Fish Salmon Fillet Fish Salmon Fillet Fish Scampi 2.5kg Fish Scampi Large Fish Shrimp Baby Fish
1083 Shrimp tail Fish Smoked Salmon- sides Fish Apples Granny Smith Fruit Bannanas Fruit Blackcurrant fresh puree Fruit Cranberry sauce 3kg Bucket Fruit Exotic Fruit Relish Fruit Fruits of the Forest Fruit Galia Melon Fruit Grapefruit segments Fruit Grapes Black Fruit Green grapes Fruit Juice's 1ltr Fruit Kiwi Fruit Kiwi Puree Fruit Lemons Fruit Limes Fruit Mango Fruit Mango fresh puree Fruit Melon Canteloup Fruit Melon Honeydew Fruit Oranges Fruit Pears Fruit Physalis Fruit Pineapples Fruit Plums Fruit Prunes Gem pack Fruit Star fruit Fruit Strawberries Fruit Strwaberry Fresh Puree Fruit Tomato Beef Fruit Tomatos Fruit Tomatos Cherry Fruit Water Melons Fruit Back bacon Meat Back Bacon Meat Bacon /Rashers Meat Bacon Lardons Meat Beef boneless rib Meat Beef burger case Meat Beef burger case Meat Beef fillet Meat Beef roast sliced Meat Beef Roast strips Meat
1084 Beef Strip loin Meat Beef Strogonoff Meat Black Puddings Lrg Meat Burgers 6oz Meat Chicken Butterfly Breast Meat Chicken Double Breast Coothill Meat Chicken Fillet 210-230gr Meat Chicken Fillet Skin on Meat Chicken Fillets Meat Chicken Goujons Meat Chicken Goujons Breaded Meat Chicken inner Fillets Meat Chicken liver pate 1.5kg pack Meat Chicken Pieces Meat Chicken Terrine Meat Chirizo sausage Meat Chorizo Sausage Meat Cocktail Sausages Meat Dbl breast off 1800gr Meat Duck Breast Barbarie Meat Duck Crispy roast boneless Meat Duck Half Meat Duck Liver Pate Meat Gammon Meat Ham Baked Sliced Meat Ham Fresh Meat Ham Roscrea Meat Ham Sliced Deli Meat Kidneys Meat Lamb Chops Meat Lamb Diced Meat Lamb leg Meat Lamb Rack Meat Lamb Shank Meat Mince meat Meat Parma ham Meat Pork Loin Boneless Meat Pork Tenderloins Meat Rib Roast Meat Sausages jumbo Meat Sirloin Meat Turkey and Ham preportioned Meat Turkey Boneless, boned and rolled Meat
1085 Turkey Butterfly-skin on Meat Turkey premium breast Sliced Meat Veal liquid Meat White & Black Puddings Meat Aubergines Vegetables Baby Corn Vegetables Beans Whole 10kg Vegetables Bok Choi Vegetables Bravie Chips Vegetables Brocoli Vegetables Brussel Sprouts Vegetables Cabbage Green Vegetables Carrots Batons Vegetables Carrott Sliced Vegetables Cauliflower Vegetables Cauliflower x 8 Vegetables Celeriac Vegetables Celery Vegetables Chips Lord 14mm Vegetables Coleslaw mix Vegetables Cornichons Vegetables Courgettes Vegetables Croquettes Vegetables Cucumbers Vegetables Frizee lettuce Vegetables Frozen veg Vegetables Garlic cloves peeled Vegetables Garlic Whole Vegetables Gherkins Vegetables Hash Brown Vegetables Leeks Vegetables Lemon grass Vegetables Lettuce Cos Vegetables Lettuce Iceberg Vegetables Lettuce lollo rosso Vegetables Lettuce oakleaf Vegetables Lettuce Radichio Vegetables Lettuce Rocket Vegetables Mangetout Vegetables Mint Fresh Vegetables Mushroom Dried Forest Vegetables Mushroom Flat Vegetables Mushrooms Vegetables Oakleaf lettuce Vegetables
1086 Olives Italian pack Vegetables Onion Bhaji Vegetables Onions Vegetables Onions Fried and dried Vegetables Onions Spanish Vegetables Onions Spring Vegetables Parsley Vegetables Parsley fresh Vegetables Parsnips Vegetables Peas 10kg Vegetables Peppers Vegetables Potato Longboats Vegetables Potato Sliced Vegetables Potato Sweet Vegetables Potato Wedges Vegetables Potatoes Rooster Vegetables Potatos New/Mini French Vegetables Potatos Peeled Vegetables Red cabbage Vegetables Red Onion Vegetables Redcurrants Vegetables Rosti Hash brown Vegetables Scallions Vegetables Spinach Fresh Vegetables Spinach Whole Vegetables Sweetcorn Vegetables Sweetcorn tin Vegetables Thyme Vegetables Tomatoes Italian roasted Vegetables Turnip battons Vegetables Turnip Diced Vegetables Watercress Vegetables
Credit Note Tracking Sheet Date Supplier Name Invoice/Delivery Note Number Description Reason for Credit Cost Staff Member Name Credit Note Received
1087
Purchase Order Checklist Our P.O. Ref: Date of Delivery Delivery Note No Supplier Name Condition of goods delivered Correct Weight / Quantities Received? Vehicle Reg & Temperatu re Total Cost of Items Delivered Receivers Signature Additional Notes 001 YES / NO 002 YES / NO 003 YES / NO 004 YES / NO 005YES/NO
1088 005 YES / NO 006 YES / NO 007 YES / NO 010 YES / NO 011 YES / NO 012 YES / NO 013 YES / NO 014 YES / NO
Daily Purchase Register Date: ___________________ Prepared By: _________________________ Purchase Order Number Supplier Description Code Number Price Net Tax Gross
1089 Total: _______________________________ Purchase Manager: _____________________ General Manager: _________________________
Vendor Master S.No Supplier Product Address Tel No Main Contact Account Number Remarks
1090
1091 Stores In any large or small catering establishment there exists a department called a "Store" which is essential for the smooth functioning for reasons such as: 1. To keep and maintain stocks at suitable levels and eliminate the risk of running out of any commodities. 2. To maintain checks on the receiving and issues made to various other departments. 3. In order to maintain a check on percentage profit in each department Storekeeper Duties and Responsibilities 1) To keep a good standard of tidiness and cleanliness. 2) To arrange proper storage space for all incoming food stuffs. 3) To keep up to date price list of all commodities. 4) To ensure that an ample supply of all important food stuffs is always available. 5) To check that all orders are correctly made out and dispatched in good time. 6) To check all incoming stores-quantity, quality and price. 7) To keep all delivery notes, invoices, credit notes, receipt and statements efficiently filed. 8) To keep all daily stores issue sheets. 9) To keep and maintain a set of bin cards. 10) To issue only against a signed indent or requisition slip. 11) To check stock at frequent intervals.
1092 12) To ensure that all chargeable containers are properly kept, returned and credited that is all money charged for sacks, boxes etc are deducted form the account. 13) To obtain best value at the lowest buying price. 14) To have a knowledge of seasonal availability. Refrigeration and Freezers: There are three different kinds of refrigeration facilities provided for various perishables. 1. Meat, fish and poultry 2. Fruit and vegetables 3. Milk and dairy products Storage Recommendation: 1. Fresh meat and poultry must be refrigerated as soon as it is received. 2. Fresh fish must be covered with finely crushed ice and stored in the coldest part of the refrigerator. 3. Dairy products especially butter must be stored covered. Strong flavored foods must be kept away from eggs and other items. Maintaining Hygiene Standards Cleanliness in the storage area and during the storage process is of utmost importance if you want to ensure that your storerooms function optimally and that you do not lose valuable stock to ignorance and slackness in maintaining a healthy and orderly storeroom and storage process. • Make certain that the area allocated to storage is clear of foreign matter and has been thoroughly washed and cleaned and dried appropriately • The person responsible for the mopping routine must make sure that signage is posted in good visibility to warn of wet or slippery floors, if need be • An all purpose chemical should be used each time you clean the
1093 store-rooms. It is advisable to use mutton cloth to clean shelves etc as opposed to towelling cloths. • Ensure that there are no insect / pest infestations before you put new stock on the floor / shelves • Take care that the packaging of the goods to be stocked is in good condition and that no leakage is evident. All items should be sealed • Where items need to be refrigerated or frozen, ensure that the temperature of the fridges always remains at a constant–4 degrees Celsius • In general, ensure that the standards you maintain in the storerooms are in compliance with the Occupational Health and Safety Act for inspections, which should take place at least quarterly during the year Security • Only the person responsible for each store should have the keys to that store. • Storage areas should be kept locked at all times that they are not in use. • When storage areas are unlocked, there should always be a responsible member of staff in attendance. • Do not give the keys to the storage areas for which you are responsible to anyone else. • Keys should be correctly labeled, and keys should be locked away when they are not required. • If there has been a breach of security in the storage areas for which you are responsible, report this to your Manager immediately. Make a record of this in the Report Book. Quality Control Ensure that the delivery of goods is documented in the goods-receiving book. The driver should sign for the delivery. The responsible staff member should sign the invoice, and a copy is retained. Check that the products have no broken seals and that the expiry dates are valid so that no old stock has been received If the stock is fresh produce, ensure that it is firm, neatly packed and clean.
1094 It should be ripe and well coloured. The stock received should correspond with the invoice and the order, in quantity and quality. Security must endorse the goods on arrival The supervisor needs to tick off each item and sign if he /she is satisfied that the goods received are in order Report to the supervisor if you are unsatisfied with the stock you have received. He/she will be responsible for reporting any defects Receiving Area • This area must be situated close to the delivery bay so that the receiving process is efficient. • This area needs to be fairly large, and must have flooring that is easy to clean. The floors must have drains, so that the area can be hosed down, as the floors become particularly dirty. Be very aware of any signs of pest infestation, and report sighting of infestation immediately. • The goods receiving area must be clear of obstructions and boxes. • Only deal with one delivery at a time. Remove goods to the appropriate storage area as soon as you have completed the receiving process. This reduces the possibility of pilferage taking place, and ensures that goods requiring cold storage do not spoil. • Storage areas should be situated close to the goods receiving area, so that deliveries can be stored as soon as possible after delivery. In your goods receiving area, you should have the following: • a table (the surface must be cleaned and sanitised after each use) and a chair; • a pen that works; • an accurate scale that can measure quantities from 10g upwards; • a duplicate Credit Note book with carbon paper (so one copy always remains in the book for your company’s records); • hand trucks and trolleys to move goods around easily. • It is important that there are sufficient assistants to help move goods from the receiving area to the storage areas as quickly as possible. • If it becomes apparent that additional assistance is needed, make sure that the manager is informed in good time so that action can be taken.
1095 Product Specifications Check stock specifications, (i.e. size, weight, quality, quantity and type etc.), against the order form and against measuring charts if available, to ensure that the company is not paying for more than it is getting in terms of quality and quantity. For example, the weight of the frozen chickens supplied must match the specifications on your order form. When purchases are delivered locate the relevant Purchase Order Before accepting the goods complete the following checks: • Check that the reference number on the delivery corresponds with the reference number on the Purchase Order. • Check that the items delivered agree with the Purchase Order Agreement in terms of quality, specifications and quantity. • Ensure price charged agrees with the quoted price on the Purchase Order. Open and unpack all containers and inspect for the following: • Their condition – there must be no damage to packaging or the bottom layer. • Any signs of pest infestations in the packaging or crates. • Perishables such meat, fish, poultry, fruit and vegetables must have been transported in a refrigerated truck. Check the temperature of these goods. • Fresh produce must be checked for quality. • They must be weighed to ensure that the correct quantity has been delivered. When food is delivered, it is the executive Chef who will check quality before Receiving signs the documentation to accept delivery. Inform the Executive Chef of deliveries immediately Receiving will perform the examination for quality of General Store items Different quality checks relate to different products: Perishable food: • Freshness • Condition of the packaging • Temperature • Quantity
1096 • Specifications (e.g. 10 x 200 g rump steaks, not 1 x 2 kg rump) • Price charged agrees with the quoted price on the Purchase Order • Signs of pest infestation • Sell-by-dates and Use-by-dates • Refills, e.g. for syrup beverages: check to see that you have received a full tin Non-perishable foods: • Condition of the packaging • Quantity • Specifications (e.g. 5 x 2 kg cans of tomatoes, not 20 x 500 g cans) • Price charged agrees with the quoted price on the Purchase Order • Signs of pest infestation in the packaging • Blown (swollen) cans – reject them • Sell-by-dates and Use-by-dates Non-foodstuffs: • Condition of the packaging • Quantity • Specifications (e.g. 200 x 100g soap, not 400 x 50g soap) • Price charged agrees with the quoted price on the Purchase Order • Signs of pest infestation in the packaging • Condition of the goods – no breakages • Sell-by-dates and Use-by-dates Tick off each item on the Invoice as it is checked. Also make a note of any damaged or missing stock as you go along. Do not rely on memory. If there are any discrepancies with the order (quantity, quality, price), contact Purchasing or the Manager who signed the Purchase Order with the details of the problem, who will tell you if the goods should be accepted or not. When you are satisfied that the delivery is correct, stamp one copy of the Delivery Note and send this with the goods to the storekeeper. Stamp the second copy of the Delivery Note and the Invoice and attach them to the Purchase Order. These will be sent to the Creditors Clerk. Handling Discrepancies • For orders partially delivered, mark the delivered items on the Purchase Order and note the date of the part delivery. Retain the copy of the Purchase Order until the supplier has delivered the outstanding portion or has advised the hotel that they are unable to satisfy the order in full • For each partial delivery, mark the delivery documentation “Part