Beverage Receiving, Objective

Storing and Issuing Control • By the end of this course you will be able to:
Identify the objectives of controls for receiving
storing and issuing beverages.
List and explain the various standards
necessary for establishing control over
beverage, receiving, storing and issuing
Describe the standard receiving procedure for
beverages
List the purpose and types of information
contained in a beverage receiving report
09/09/2008

Objective (continued) Introduction

• By the end of this course you will be able to: • Last time we went over the Standards and SOP for
Describe two means for maintaining security in beverage purchasing. The use of these help
beverage storage facilities ensure that adequate quantity and quality is
Describe the procedures used to organize purchased at the right price.
beverage storage facilities
Describe the effect of Temperature, Humidity, • Today we will focus on the application of the control
Light, Handling techniques and storing methods process to 3 critical areas of Beverage Operations
on the shelf life of beverages. where excessive unwanted costs can develop:
List the 3 types of Bars and their differences Receiving, Storing and Issuing
Define a requisition system and its use in control
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Review of the Purchasing Cycle in the Hotel

7 Store Products The Control process in Purchasing
5 Purchase Order
Record Receiving Beverages (The 4 steps… again!)
2 Issue Required Products
• Establish standards and SOPs
6 Deliver Product &

8 Invoice

Bars Storeroom Purchasing Accounting • Train the staff to follow those standards and SOPs
Invoice

5 Purchase Order
• Monitoring staff performance and comparing it with
3 Purchase Requisition
Record
1 Requisition Form 9 Check

established standards
3’ Selling
4 Purchase Order/
Record
Supplier
• Taking remedial actions as needed.
Producing and
Serving

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Receiving Receiving: Establishing Procedures
• The goal of receiving is to ensure that deliveries are • Standards are established so ensure that standards
conform to order placed will ACTUALLY be met.
– Compare deliveries to orders in regards to • The 9 steps SOP for receiving beverages:
• Quantity, 1. Maintain an up-to-date list of all orders
– Bottle count/ inspect seals and containers.
placed.
• Quality
– Check brands/ Vintages for wines/ canning dates for beers. 2. Remove the record of the order from the file
• Price when a delivery arrives and compare it with
– Invoice price should be the same as quoted or listed when the invoice (verify QQP)
the order was placed
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Receiving: The 9 Steps continued… Receiving: The 9 Steps continued…

3. Check the following before the driver leaves:
Brands/ Dates/ Quantity/ Count/ Weight with
invoice.
4. Compare the invoice with the order to verify
that goods received are conformed to the order
placed
5. Call the attention of management and
delivery driver for any broken/ leaking container
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6. Note all discrepancies between delivered
goods and the invoice itself.
7. Sign the original invoice to acknowledge
receipt of the goods and return the signed copy
to the driver. Retain the duplicate for internal
record keeping.
8. Record the invoice on the beverage receiving
report.
9. Notify the person responsible for storing
beverages that a delivery has been received.
09/09/2008

Beverage Invoices and Receiving Report Storing

• Documents: • Establishing Standards to achieve 3 goals:
– Beverage Invoice 1 Prevent Pilferage
– Beverage Receiving Report 2 Ensure accessibility when needed
3 Preserve Quality

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Storing
• Preventing Pilferage
– Secure Areas
– Restrict access to authorized individuals
– Guard against unauthorized people.
Alcoholic beverages are items the amongst
most prone to theft by those who are inclined
to steal (because of its value/ addiction to
alcohol/ irresponsible or impulsive behavior…)
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Storing: Facility organization procedures
• Physical arrangement of the area is important
– Similar items should be kept close together
(group by family and subfamilies)
– Always kept at the same place
– Have a floor plan and bin cards
– Use the computer codes
– Using stamps
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Storing: Maximizing Shelf Life of Beverages
• Dealing with the manner in which bottles and other
containers are handled on shelves
– Storing spirits upright, wines horizontally
– Canned and bottled beers kept in cases
– Replenishing shelves from the back…
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Storing: Establishing Standards
• SOPs exist to make sure that standards WILL BE
met:
– SOP to secure areas:
• 2 ways to maintain the necessary degree of
security:
• 1 To assign the responsibility for security of stored
items to only one person
• 2 To issue the key to only one person per shift
– Additional precautions: Extra key monitoring/ Video
camera… 09/09/2008
Storing: Maximizing Shelf Life of Beverages
• Dealing with Temperature, humidity and light
– Spirits & Liqueurs (no real risks of
deterioration)
– Beers (unpasteurized beers deteriorate if kept
to hot)
– and Wines (70 deg F. 70% humidity no light,
no vibrations)
– La “cave du jour” (the daily cellar)
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Issuing: Establishing Standards
• The Objectives of issuing standards:
To ensure the timely release of beverages from
inventory in needed quantities
To prevent misuse of alcoholic beverages
between release from inventory and delivery
to the bar
Therefore: Issue quantities must be carefully
set and only to authorized persons.
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Issuing: Establishing SOPs
• SOPs are developed to:
• Establish part stocks for bars
• Setting up a requisition system
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Issuing: Establishing SOPs
• Setting up a requisition system
– A highly structured method for controlling
issues:
– The bar requisition form is the key element.
– No issues without a bar requisition form
signed by an authorized person.
– Special case of Banquet Bar Requisition
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Session Review (continued)
• Assigning responsibilities in Storing to prevent theft
and maintain shelf life by controlling Temperature,
humidity and light for wines and beers
• Insuring the timely release of beverages through
proper issuing practices with documents such as
par sheets and requisition forms.
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Issuing: Establishing SOPs
• Establish part stocks for bars
– In a bar, Par Stock is the precise quantity
stated in numbers of bottles or containers that
must be on-hand at all times for each
beverage.
– Example of Par Sheet for Bar Operations
– There are 3 kinds of bars: Front bars (open to
public), Service bars (back of the house, open
only to servers) and Special purpose bars (for
banquet events09/09/2008
for examples)
Session Review
• During this session, we examined the
application of the control process in
receiving, storing and issuing beverages.
• We identified management goals in
establishing standards and SOPs at each
level.
• “Inspect what you expect” in receiving
(Quality, Quantity & Price)
09/09/2008