FOOD- AND BEVERAGE MANAGEMENT 1

PURCHASING&

PORTION CONTROL

September 2010

Food Purchasing, Storage and Control

Liaison with the foodsuppliers➲ Food Buying➲ Portion Control➲ Methods of Purchasing➲ The Standard Recipe➲ Cost Control➲ Food Cost and Operational Control➲ Organisation of Control➲ Introduction to the Organisation of

Recourses➲ Storekeeping

Liaison with foodsuppliers

The supplier as well as the buyer both have responsibilities that must be carried out to ensure proper food safety and quality.

➲ Aware of food-borne illness incidents➲ Food safety limitations➲ Product specifications

Food Purchasing

➲ Once a menu card is planned, purchasing of ingredients starts➲ You have to know:➲ The market;➲ Determine quantities needed;➲ Make and use menu specifications;➲ Make the purchase procedure;➲ Receive and check the goods;

Knowing the Market

➲ It's important the a food and beverage buyer has knowledge of the items to be purchased, such as:

➲ Where they are grown;➲ Seasons of production;➲ Approximate costs;➲ Conditions of supply and demand;➲ Laws and regulations governing the market;➲ Marketing agents and their services;➲ Storage requirements;➲ Commodity and product, class and grade.

The buyer

➲ This is the person who makes decisions regarding quality, amounts, price, what will satisfy the customers but also make a profit.

➲ Knowledge about products;➲ Necessary skills required in dealing with

sales people, suppliers and other market agents;

➲ Be prepared to negotiate about the prices.

Buying methods➲ These depend on the type of market and the kind

of operation. Buying procedures are;➲ Informal buying➲ This usually involves oral negotiations, talking

directly to sales people, face to face or using the telephone normally on the market.

➲ Formel buying➲ Known as competitive buying, formal buying

involves giving suppliers written specifications and quantity needs

Selecting suppliers

➲ Selecting suppliers is important in the buying process. First consider how a supplier will be able to meet the needs of your operation.

➲ Consider:

Price;➲ Delivery;➲ HYGIENE➲ Quality

Standards.

Principles of buying

➲ The Menu card dictates the operation's needs. Based on this the buyer searches for a market that can supply the companyDepending on:

➲ Type and image of the establishment;➲ Style of operation and system of service;➲ Occasion for which the item is needed;➲ Storage available (dry, refrigerated or frozen);➲ Finance available➲ Supply policies of the organisation;➲ Availability, seasonability, price, trends and supply

Three types of articles

➲ Perishable:➲ Fresh fruits, vegetables, dairy products, meat and

fish.

➲ Staple long duration: ➲ Supplies canned, bottled, dehydrated and frozen

products. Rice, pasta, dry beans etc

➲ Daily use needs:➲ Daily use or contract items are delivered

frequently on par stock basis. Stocks are kept up to the desired level and supply is automatic beer alcohol

What quantity and quality?

➲ Exterminating quantity and quality of items to be purchased is important. Base this on the needs.

➲ The number of people to be served in a given period;

➲ The sales history;➲ Portion sizes (this is determined on the standard

recipe with a standard portion per meal served drawn up by the chef and the management

Other aspects of food buying

➲ The chef must inform the buyer of quantities. The buyer must be aware also of different packaging sizes, such as jars, bottles, cans and the yield from each package. Grades, styles, appearance, composition, varieties, quality factors must be indicated, such as:

➲ Color; texture; size; absence of defects; bruising; irregular shape; maturity.

Buying tip

➲ If there is lots of supply prices go down ➲ See if you can benefit➲ Example; lots of salmon on market and low

prices in a certain season and lots of freezing space available

PORTION CONTROL

Portion Control means controlling the size or quantity of food and beverage to be served to each customer.

The amount of food depends on three consideration

The type of customer or establishment

The quality of the food

The buying price of the food

PORTION CONTROL EQUIPMENT Scoops for icecream or rice Ladles for soups and sauces Butter pats mould, giving 10 grams each Fruit juice glasses, 100 grams Soup plates or bowls, 14,16, 17, 18 cm Coffee-measuring machine Individual pie dishes Moulds Coupes etc.

PORTION AMOUNTS The following list of the approximate

number of portions that are obtainable from various foods

Soup : 4 portions in a litre Starter : 120–180 gram per portion Fishfillet : 4 portions to the kg Fish on the bone: 3 portions to the kg Sauces : 70 grs each Meats: Roast boneless: 4 portions per kg Sirloinsteak : 120-180 per portion etc.

Methods of BUYING

There are different methods for buying, each depending on the size and volume of the business.

The primary market; (source of supply) Directly from the farmer The secondary market;(wholesale

distributor or middle man)

The tertiary market. (retail or cash/carry) From the shop around the corner

Standard BUYING specifications

Standard buying specifications in case of formal buying are documents which are drawn up for every article describing exactly what is required for the establishment.

Fresh: meat; fish; fruit and vegetables; milk and eggs.

Manufactured: bakery goods; dairy products.

Processed: frozen foods like meat, fish, fruit/vegetables; dried goods; canned goods.

Example of standard buying specification

Victoria Perch pike Deep frozen fillets Size:, 30 cm. Quality: firm, no bad smell. Origin: Local available April-September. Class/grade: A. Weight: 250 grs each. Quote: per box of 10 kg. Packaging: cardboard box plasticized. Delivery: day following order. Storage: temperature -20C Note: on delivery should not be defrosted.

The standard recipe Standard recipe is a recipe written out with all

its different ingredients with the quality and quantity for use in the kitchen.

It should show the exact weights and qualities of the ingredients together with the method of preparation and service.

It allows makes sure that always the same dish is prepared and served to the customers.

It allows the management to control the cost.

Standard Recipe

Determine the following:

Quantities and Qualities ingredients used; The foodcost per portion;

Used for; Menu planning; Buying and internal requisitioning; Portion control Food preparation and production;

COST CONTROL

It's important to know the exact cost of each process and every item produced

System of cost analysis and cost information is essential.

Advantage of a costing systeem

It makes the profit visible per department of the organisation and shows cost of each meal made.

It shows possible sources of economy and can result in a more effective use of stores, labour, materials, etc.

Costing provides information necessary for the formation of a price policy.

Cost records provide and facilitate the speedy quotations for special parties, weddings, etc.

And it enables to keep to a budget.

Guidelines for a costing system

Cooperation of all departments is essential.

Costing system must be adapted to the business and not the other way around.

Clear written instructions for the staff who keep records.

System must be SIMPLE and EASY bureaucracy kept to a minimum.

TOTAL COSTS To calculate the total cost of one item or

meal provided it is necessary to analyse the total expenditure. Basically total cost of an item consists of

Three main elements

Food- or Materials costs; known as variable costs.

Labour

Overhead.