Purchasing, Receiving, Inventory and Storage

Purchasing, Receiving, Inventory and Storage, Purchasing Listing, purchasing specifications, finding suppliers, ordering, storage types, efficient inventory system, reducing waste, eliminating spoilage, and receiving tips.

In your restaurant, efficient purchasing and inventory management play a crucial role in ensuring smooth operations and customer satisfaction. From listing what you need to find reliable suppliers and implementing an effective storage system - every step matters.

Purchasing

Understanding the Purchasing Process for Restaurants

Purchasing refers to the acquisition of goods and services needed for a restaurant's operations. This process includes all steps necessary to obtain the necessary resources to achieve the establishment's objectives.

The purchasing process for restaurants can be complex and time-consuming, requiring an understanding of various factors such as supply chain management, inventory control, and cost analysis. The first step in the purchasing process is to identify the specific needs of the restaurant and create a list of required items. This may include food ingredients, beverages, kitchen equipment, furniture, and cleaning supplies.

Listing what you need

Creating a List of Required Supplies

Creating a list of all the necessary food and beverage supplies for your menu is the first step in your prep work. Begin by detailing each menu item and its corresponding ingredients, then categorize the inventory. It's important to have this list prepared before you start seeking out suppliers. One useful tool is an exemplary spreadsheet application, such as Excel, to create a master list. You can sort and filter the information according to different categories, making the process of creating the list much simpler.

Purchasing specifications

The Importance of Purchasing Specifications

If you want to maintain consistency and control the number and quality of the products you purchase, it's essential to create purchasing specifications. This is especially important when multiple people are ordering items. By establishing purchasing specifications, you can ensure that your orders are consistent and meet your expectations.

Here are some things to consider when creating purchasing specifications:

  • Product names

  • Quantity to be ordered (including the unit size)

  • "Brand" or "grade" of the item (if applicable)

  • Determining the unit used to establish prices

Some people refer to specifications as the "heart of purchasing". When they are written, keep them short and simple. Anyone who reads them needs to be able to understand them.

There are three main types of specifications:

  • Internal

  • External

  • General

Internal menu

The Importance of Internal Menu Specifications for Your Business

When it comes to running a restaurant or food-based business, internal menu specifications are essential. These specifications include item names, portion sizes, cooking instructions, serving images or photos, handling information, and possibly cost details. By providing employees with all the necessary information to prepare, cook, and serve a satisfactory menu item, these specifications help maintain control over the product.

External

External menu item details pertain to vendor specifics and are vital for obtaining accurate quotes on products for your facility. It's advisable to maintain a permanent record of these items' specifications for your vendors. This will prevent the need to repeat these details every time you place an order since they should already be in the vendor's file for your facility. However, if any of the specifications change, make sure to provide the vendor with verbal or written notification.

General

Benefits of Including Specifications in Your Purchasing Process

When purchasing food and supplies for your facilities, general delivery and food specifications should be considered. These include details such as delivery times, procedures, billing and payment, price quotes, and food specifications (brand, quality, grade, etc.). Here are some of the ways that specifications can benefit your business:

  • Decrease costs

  • Improve quality

  • Maintain a written record of orders

  • Save time

  • Simplify order verification

Finding suppliers

Sourcing Suppliers for Your Business Needs

When looking for suppliers, it's important to have a clear idea of what you need. Create a list of supplies and the supplier(s) your competition is using for each category. You can obtain this information by asking the suppliers, your competitors, or simply observing who's delivering to other businesses.

For the interviewing stage, aim for no fewer than three suppliers in each category. This process applies to all categories, from cleaning supplies to specialty foods. Once you have your list, contact each supplier and request a sales rep be assigned to you.

Arrange a meeting with each supplier, ideally at your business location. Additionally, you may choose to tour the supplier's facility to assess their sanitation standards, the size of their operation, and their warehousing systems.

Ordering

Effective Ordering Strategies for Your Inventory

Ordering effectively can be challenging if you don't have a clear understanding of your inventory list. Ensure that you are familiar with each item and have established inventory counts. Determine par levels and project sales amounts to streamline the process. Before completing your order, take into account the following factors:

  • Inventory amount: Overstocking can result in less control over your inventory and additional items to count.

  • Perishables: Meat, produce, and seafood have a short shelf life of 2-3 days. Tighten your order when the shelf life is that brief.

  • Cash flow: Ordering too much can tie up your money.

  • Turnover: Your inventory should be turned over every five to eight days. Unusual items may take longer to use, but the time frame should be sufficient.

  • Fresh vs. canned: Consider substituting canned fruits and vegetables for fresh produce in your recipes to save money.

Receiving

Receiving and Quality Control for Purchased Items

When receiving purchased items, it is crucial to verify that the right items have been sent. While a manager or a trained staff member can perform this task, a supervisor must oversee it to ensure quality and financial control. Keep in mind that reducing the number of deliveries can also help to manage labor costs.

Receiving tips

Here are essential guidelines to follow as you prepare to receive your order :

  • All items need to be dated when they are received

  • The receiving and delivery areas should be clean and well lighted

  • As the order is moved to storage facilities, clear all empty containers and dispose of rubbish as soon as possible

  • The floor needs to be cleared of food particles and debris

  • Make it clear to the delivery personnel that you will verify your order before they leave your facility

  • Do a quick inspection of the delivery truck when it arrives. If you see conditions that concern you, take time to look closer

  • Check the food immediately

  • Verify expiration dates for all perishable items

  • All frozen foods must be in airtight, moisture proof containers

  • Any swollen cans or cans with flawed seals and seams, dents, or rust should be rejected right away

  • Verified the temperature of any refrigerated or frozen foods - especially critical with eggs, dairy products, fresh meat, fish and poultry

  • Keep your eyes open for damage or pest infestations

  • All dairy products delivered in dirty flats or crates need to be rejected

  • Meat, fish and items shipped by the pound need to be weighed and marked. Ensure all items are counted, weighed, and date stamped

  • Double-check your invoice for accuracy, including price, damage, brands, grades, quality, and quantity. When items are incorrect, you need to make a notation and return these items to the driver

  • Check fish and poultry for ice

  • You're receiving person should be intelligent, alert, and capable of checking the quantity and quality by doing necessary calculations and compiling reports

Storage

Proper Food Storage Practices

When it comes to storing food, there are a few essential goals to keep in mind: ensuring food safety and maintaining product quality. It's important to have authorized personnel remove any food or supply items from storage. Organizing your storage area in a secure manner can also help deter employee theft. By implementing controls over your inventory, a skilled manager can quickly detect any instances of theft.

A disorganized storage space can make an accurate inventory difficult to obtain, which is why it's important to maintain an organized storage area. Furthermore, maintaining product quality while in storage is also a crucial factor to consider.

Types of Storage

Different Methods of Food Storage and Their Safety Requirements

There are four primary methods of storing food safely. Each method has its specific safety and sanitation requirements to maintain the quality of the food. These include:

  • Dry storage is typically used for less perishable items such as canned goods.

  • Refrigeration is suitable for perishable items such as eggs, cheese, and milk, which require short-term storage.

  • Deep chilling is another short-term storage method.

  • Freezers are ideal for long-term storage of perishable food items.

It's essential to follow the recommended guidelines for each storage method to ensure that the food is stored safely and remains fresh.

Dry storage

Maintaining Dry Storage: Guidelines and Best Practices

Dry storage areas play an important role in ensuring food safety and hygiene. To prevent any potential issues, it's crucial to maintain cleanliness and keep pests at bay. A variety of items can be stored in these areas, including baking supplies like salt, sugar and flour, as well as canned goods and grains such as rice and cereal.

To ensure proper storage, consider the following guidelines:

  • Certain fruits, like bananas, pears, and avocados, should be ripened at room temperature.

  • Vegetables such as onions, potatoes, and tomatoes should be placed in a dry and well-organized area.

  • Proper ventilation, temperature, and humidity control are essential in preventing mold and bacteria growth.

 Refrigerated Storage

Proper Storage Techniques for Refrigerated Items

When it comes to commercial refrigeration units, it's important to take extra precautions to ensure that your products are kept at the right temperature. While most units come with built-in thermometers, it's best to use freestanding thermometers to double-check the accuracy of the readings.

For larger units, use at least two thermometers and place them in different areas to ensure that the temperature is consistent throughout. It's also crucial to keep a daily record of the temperature on a chart that is displayed on the outside of the unit. This will help you ensure that the unit is working correctly and your products are being stored at the right temperature.

Deep Chilling

Understanding "Deep Chilling"

Deep chilling refers to temperatures between 26-32°F (3-0°C) that reduce bacterial growth and prolong the shelf life of fresh food items like meat, poultry, seafood, and other protein products. These foods remain unaffected in quality even at lower temperatures. Achieve deep chilling by using a specific unit or lowering the temperature of your refrigerator.

It is important to note that deep chilling is not the same as freezing. Freezing food items can cause damage to the quality and texture of the food, while deep chilling preserves the quality of fresh food items and extends their shelf life. It is a popular technique used in the food industry to ensure that fresh food items retain their quality and freshness for a longer period of time. Additionally, deep chilling is an effective way to prevent the growth of harmful bacteria in food items, which is especially important for products like meat and seafood. By using deep chilling techniques, you can ensure that your food stays fresh and safe to eat for longer periods of time.

Frozen Storage

Proper Storage for Frozen Foods

Whether it's meat, poultry, seafood, fruits, vegetables, or dairy products like ice cream, it's essential to store frozen foods at 0 degrees Fahrenheit (-18 degrees Celsius). Lower temperatures help to preserve flavor and texture, keeping items fresher for longer. For optimal results, freeze perishable foods immediately upon receiving them. Freezing items that have been refrigerated can negatively impact their quality.

When it comes to storing frozen foods, it's also important to ensure proper packaging. Air and moisture are the enemies of frozen foods, causing freezer burn and loss of flavor. To avoid this, use airtight containers or freezer bags, and remove as much air as possible before sealing. Label containers with the date and contents to keep track of what's in your freezer and to ensure that you use items before they expire. It's also a good idea to keep your freezer organized, with older items in the front and newer items in the back, to make sure nothing gets forgotten or lost. By following these tips, you can ensure that your frozen foods stay fresh and delicious for as long as possible.

Building an Efficient Inventory system

Maximizing Efficiency in Inventory Management

Your inventory is the supply of goods you have on hand at any given moment. It's a significant investment, but this investment will only pay off when the products are sold. Your aim is to have inventory that is as lean as possible, while still running your business efficiently.

However, you must ensure there is an adequate supply of products in case of unexpected demand. Not having products available can have a negative impact on your business. Customers may understand occasional stockouts, but inconsistency in offerings could lead them to look elsewhere.

Inventory also affects your cash flow, as excess inventory ties up money that could be used elsewhere until the products sell. Poor inventory management has caused many restaurants to fail.

Your goal should be to put your money where it's most effective, not tied up in excess inventory. Don't let those sugar packets you got for a discount take up valuable storage space.

Reducing Waste

Minimizing Waste in Your Business

Waste is a costly issue for any business, as it can occur in various forms, including perishable food, utilities, and labor. One way to reduce waste is by analyzing your business operation and identifying areas where waste occurs. Staying organized and attentive is key to reducing waste.

Encouraging visibility in your workplace can lead to a decrease in wasteful behavior among employees. Consider training your supervisors to monitor and limit unnecessary waste, such as leaving taps running, taking supplies, or neglecting FIFO (first in, first out).

Lastly, consider financially incentivizing your employees to assist in controlling expenses. This can provide immediate and long-term benefits to your business.

Overall, minimizing waste in your business requires a proactive and holistic approach. By taking a closer look at your operations, implementing new policies and practices, and incentivizing your employees, you can reduce waste and improve your bottom line.

Eliminating Spoilage

Minimizing Food Spoilage

The first step to reduce issues with food spoilage is to adopt a zero-tolerance attitude towards it. Here are some practical tips to help you prevent food wastage:

  • Order only the amount you need, and be sure to keep within the items' shelf life.

  • Use appropriate storage technology that suits your kitchen's needs.

  • Keep your cooler clean, and ensure items are covered, labelled, and dated. Don't forget that beer and wine are perishable too!

  • Regularly check your inventory and prioritize the use of items that are closest to their expiry dates.

  • Make sure to rotate your stock by using the first-in, first-out (FIFO) method.

  • Train your staff on proper food handling and storage techniques to ensure consistency in your efforts to minimize food spoilage.

  • Consider donating excess or unused food items to local food banks or charities to help those in need.

By implementing these tips, not only will you reduce food waste and save money, but you will also contribute to a more sustainable and efficient food service operation.