Republic of the Philippines

POLYTECHNIC UNIVERSITY OF THE PHILIPPINES

OFFICE OF THE VICE PRESIDENT FOR BRANCHES AND Satellite CAMPUSES
BATAAN BRANCH

Topic 6. Stocking Operations and Determining The Storage Location

Learning Outcome:

1. Defined the Function of Storage

2. Discuss the Storage Requirements
3. Discuss the Purpose and Types of Stocking

Content Discussion:

STORAGE
• Storage and stores procedures are an integral part of any food and beverage control system.
• The purpose of efficient storage condition is to maintain materials or commodities in the condition in
which they are purchased and for them to be safe until they issued to the appropriate department for
the use or sale to the customer.

STORE ROOM REQUIREMENTS

LOCATION: The ideal location of a storeroom is near if not immediately adjacent to the receiving station
and the kitchen. If not possible, then additional equipment and manpower would be required or alternative is
use of conveyer belt for carrying the luggage.

Physical properties:

• Well Ventilated
• Not hot water and steam pipes
• No A.C Duct inside the store room
• No Drainage
• High temps play havoc with canned food
• Strict sanitation methods to be used to keep food free from vermin
• Shelving made of stainless with adjustable shelves depth- 18 inch. Item used frequently should ne
placed near the exit door.

LAYOUT:

• One door entry and exit

• Neat and clean moving are for staff and food items
• The size of the storeroom depends upon its location
• One counters issuing items
• No to unauthorized entry
• Door should have heavy secure locks and windows bared as a preventive measure against burglary.
• Liquor stores, wine cellars will need extra physical security systems due to high value of liquor
 Republic of the Philippines
POLYTECHNIC UNIVERSITY OF THE PHILIPPINES
OFFICE OF THE VICE PRESIDENT FOR BRANCHES AND Satellite CAMPUSES
BATAAN BRANCH

stocks
• Security Features
• Some large establishments used closed circuit television surveillance techniques for this purpose

EQUIPMENTS
• Large scale (weighing machine)
• Small scale
• Stout ladder
• Trolleys
• Cabinet
• Heavy work tables
• Ultraviolet rays lamp or sunlamps for helping in quick ripening of fruits and vegetables and ageing
of meat.

STOREROOM HOURS
• There should ne locked Dutch doors
• One Shift or 24 hour operations
• All staff should be informed about the opening hours
• Emergency procedure must also exist for the issuing of stores
• Key Log Book
• There are generally two keys maintained are may be kept with the lobby manager during the night
shifts.

Correct Storage requirements of commodities:

• MEATS:
 All sides, quarters or whole carcasses of meat should be hung in cold
room at a temperature of 0-1.c with a space between them to allow free circulation of air with drip
trays placed underneath in order to collect any blood ( to avoid the formation of rigor mortis)
 According to the type of meat this period will vary from 2-10 days, permitting a chemical change to
take place to produce more tender meat.
POULTRY AND GAME
Poultry should be stored on slated shelves at 0-1.c game placed on metals trays at the same
temperature.

FISH:
 Wet fish should be stored in a separate, special type of refrigerator with perforated non- rust
trays allowing the fish to drain and permitting easy cleaning of refrigerator.
 The fish should be placed on crushed ice on a wet cloth, covered with another cloth and
crushed ice being stored at a temp. 1c.
FRESH FRUITS AND VEGETABLES
 All types of fresh fruits and vegetables need careful storage properly in a room where there
 Republic of the Philippines
POLYTECHNIC UNIVERSITY OF THE PHILIPPINES
OFFICE OF THE VICE PRESIDENT FOR BRANCHES AND Satellite CAMPUSES
BATAAN BRANCH

is no sunlight. The room should be dry cool and well ventilated with bins for root vegetables.
 Fruits and vegetables deteriorate quickly and space should therefore be available to enable
easy stock rotation.
 Soft fruits and melon should be refrigerated at 1-2.c.
DAIRY PRODUCTS
Most dairy products with the expectation of cheeses should be stored in a refrigerator or cold room at
a temp. 0-4.c.
Milk should be stored in a container in which it is delivered and kept covered because it will absorb
strong smell.
Butter and eggs also acquires smell of fish, onions and cheese.
Cheese should be stored in a cool place which is dry and well ventilated. Because of its strong smell
cheese should be kept away from other items. If whole cheese is to stored for a period of time they should be
rotated occasionally.
FROZEN FOODS
There is a great variety of frozen foods in either an uncooked or cooked state and these should be stored at a
temp at least 15.c to 18c.
Foods should ne kept on plastic coated trays in upright deep freezers and in plastic type baskets in the chest
type of deep freezer.

• TINNED FOODS
 It should be stored in a dry, well- ventilated store to prevent them from rusting.
 Blown tins caused by gases should be discarded or returned to supplier as oxidation have taken place
either bacteria or tin plating being attacked by the food.
 Dented tins should be used immediately before they rust.
• DRY GOODS
 Sugar, flour pulses, preserved foods such as jams, pickles, dried fruits, tea, coffee. Conditions of
storage for the same is dry, cool and well ventilated.
 They could be kept in bins with the lids on. Some dry goods require air tight lids Tea, Coffee.
• CLEANING MATERIALS
 A separate store is necessary for all cleaning materials because of its strong smell and also
possibility of confusion/mistakes being ma

STOCK TAKING:
• It is the process physical counting of all stock items in the store room, and kitchen.
• It is carried out by F&B control department of the hotel.
• In case of food stores it done once in month.
• Housekeeping item once in two months.
• Alcoholic beverage and Bar once in 24 hours.

PURPOSE:
• To determine the value of goods held in stock
• To compare the value of goods actually in stores with the book value of the stock at the
particular time.
 Republic of the Philippines
POLYTECHNIC UNIVERSITY OF THE PHILIPPINES
OFFICE OF THE VICE PRESIDENT FOR BRANCHES AND Satellite CAMPUSES
BATAAN BRANCH

• To list slow moving items.

• To compare usage with sales to assess food percentage as a deterrent against loss of
pilferage.
• To determine the rate of stock turnover.

TYPES:

1.PERPETUAL STOCK TAKING - In this system, goods received or issued is immediately

recorded on stock taking sheet & compiled at the end of the day. In this system, at any given time you know
the value of stock in hand.
2. MONTHLY STOCK TAKING – The stock is calculated at the end of the month.
 Republic of the Philippines
POLYTECHNIC UNIVERSITY OF THE PHILIPPINES
OFFICE OF THE VICE PRESIDENT FOR BRANCHES AND Satellite CAMPUSES
BATAAN BRANCH

Topic 7. Warehouse Receiving Process:

Learning Outcome:

1. Defined of receiving process

2. Discuss the unloading and checking the shipment
3. Discuss the Unpacking and inspecting the material
4. Enumerate the Completion of the receiving report
5. Discuss the Delivery of the material

Content Discussion:

 The purpose of receiving is to ensure that the food and supplies

delivered match the established quantity and quality specifications.
 The receiving personnel must have knowledge of food quality
standard.
 The point at which food service operation inspect and takes legal
ownership and physical possession of the items ordered.

Unloading and checking the shipment:

The number of containers or packages of materials unloaded from

the carrier’s vehicle is checked against the carrier manifest.

Unloading and checking the shipment:

 All containers or package of materials are inspected for
 Republic of the Philippines
POLYTECHNIC UNIVERSITY OF THE PHILIPPINES
OFFICE OF THE VICE PRESIDENT FOR BRANCHES AND Satellite CAMPUSES
BATAAN BRANCH

external damage.
 Failure to follow this procedure before accepting a shipment or delivery can relieve the carrier
of all liability.

Unpacking and inspecting the material:

First, he or she checks the material received against the supplier’s

packing slip and against a copy of the firm’s purchase order.

Unpacking and inspecting the material:

Finally, the clerk reviews the condition of the material to determine

whether there is external damage.

Completion of the receiving report

The paperwork system used varies

significantly from company to company.

Completion of the receiving report:

 Republic of the Philippines
POLYTECHNIC UNIVERSITY OF THE PHILIPPINES
OFFICE OF THE VICE PRESIDENT FOR BRANCHES AND Satellite CAMPUSES
BATAAN BRANCH

At southwest electric the shipping clerks utilize a computerized purchasing/ inventory system.

Delivery of the material:

• The receiving department is usually

responsible for delivery of the material to the
shop.

Delivery of the material:

• Upon delivery of the materials, the supervisor customarily bills the material to the job,
relieving the receiving clerk of further responsibility for the material.
 Republic of the Philippines
POLYTECHNIC UNIVERSITY OF THE PHILIPPINES
OFFICE OF THE VICE PRESIDENT FOR BRANCHES AND Satellite CAMPUSES
BATAAN BRANCH

Topic 8. Good Shipment

Learning Outcome:

1. Defined the Shipping Instruction

2. Discuss the Shipping Process Method
3. Discuss the importance of shipping documents
4. Enumerate and discuss the different shipping Containers

Content Discussion:
Shipping Instructions:
 Instructions to suppliers, as integral parts of orders:
 Terms of purchase: FOB…. CFR….CIP… (specify the port/ airport)
 Method of dispatch: ocean freight, airfreight, container.
 Packing required, shipping marks and addresses
 Name of forwarded to contact, if applicable
 Instructions to forwarders or suppliers as such:
 Documents required, how many copies (recommend 3 original B/L, for example)
 To whom documents must be distributed
 Transportation charges payable by the buyer

 Information on recommended routing:

The decision on routing should not be left to chance, but be taken by the buyer, often with feedback and
advice from the freight forwarded and/or from the receiving end.
 Instructions or information on insurance coverage:
Instructions should specify either that coverage is not required the consignment will not be commercially
insured, or will be insured by the agency or that insurance arrangements are to be made, and in that case,
specify the risks to be covered.
 When in doubt on the method of dispatch:
For many orders there is no doubt about the method of dispatch, for example due to the size, weight or
 Republic of the Philippines
POLYTECHNIC UNIVERSITY OF THE PHILIPPINES
OFFICE OF THE VICE PRESIDENT FOR BRANCHES AND Satellite CAMPUSES
BATAAN BRANCH

urgency, they are scheduled for surface or air and sent accordingly. There are frequent cases, however, when
it is not known at the time of placing the order whether surface or air should be selected. Considering the
high cost of transit and on-forwarding charges.

INTERNATIONAL TRADE AND TRANSPORT DOCUMENTS:

 Air way bill
 Truck bill of lading
 CMR transport document
 Bill of Lading
 Air waybill AWB
 International commercial invoice
 Proforma invoice
 Packing list
 Delivery note
 Certificate of origin
 The shipper’s letter of insurance

TYPES OF SHIPPING CONTAINERS

Be resistant:

 To withstand
 Shipment
 Storage
 Handling

CONTAINER SERVICE TYPES

FCL CONTAINER LOAD: This is when the full container is used by a single customer for his cargo.
LCL: LESS THE CONTAINER LOAD: This is when the same container is used for cargoes belonging to
multiple shippers and consignees.

TYPES OF SHIPPING DOCUMENTS

Bill of lading- The BOL is a contract between the owner of the goods and the carrier.
Commercial Invoice- The invoice is the bill for the goods from the seller to the buyer. It can be used to
determine the true value of goods when assessing the amount of customs duty.
Certificate of Origin- The COO is a signed statement which identifies the origin of the export item.
Inspection Certificate- This document may be required by the customer to certify the goods have been
inspected or tested and the quality of the goods is acceptable.
Export License- This license is a government document that authorize the export of goods in specific
 Republic of the Philippines
POLYTECHNIC UNIVERSITY OF THE PHILIPPINES
OFFICE OF THE VICE PRESIDENT FOR BRANCHES AND Satellite CAMPUSES
BATAAN BRANCH

quantities to a specific destination.

Shipper’s Export Declaration- The SED is used for export statistics.
Export packing list- This is a detailed packing list that itemize each item in the shipment.