FULL NAME MUHAMMAD Aisy DaanyaalBin Mohamad Gaifaralee

STUDENT ID T0502141Z
CLASS DFC-05-23A
MODULE Food And Beverage Inventory Management Level 1
SUBJECT Basic Skills for Kitchen Operations (BSKO)

SCENARIO:
XYZ company is a small local chain that butchers meat for local restaurants and grocery
supermarkets. Lately, customers have been complaining that flies are found in the packaging
and the accounting department has been having a tough time trying to reconcile the inventory
reports and actual stock levels. After an internal inventory management procedure, the
following observations were reported.

Observations 1:
The first observations were that the ingredients and goods were not received immediately after
delivery and the products were left outside for about an hour before the store man brought the
products inside the location.

Solutions:
The man should have placed the other meats inside the truck before bringing the other products
instead of taking all of it out at once as frozen poultry should be stored at -18°C or lower until it
is ready to thaw. It should be thawed in the original wrapper in the refrigerator. For chicken ,
allow 1 to 2 days. For bigger birds, 2 to 4 days. If time is not of the essence, thaw in running
water in the original wrapper. Do not refreeze thawed poultry. Store chilled poultry at 0 to 4°C.
Ensure the meat is bright in color , firm but tender , has a pleasant scent and no odor and
lastly , should have fine grain texture.

Observations 2:
The second observation, due to this peak period, the store men immediately stamp on the
delivery/orders/invoices of the suppliers without having seen/counted/checked the actual goods,
and the state of the goods.

Solutions:
The store man should check the goods’ quality before stamping as the quality may be bad. To
check if the packaging is intact or has any odor and to check if it has a bright color. If the food
product quality isn’t up to the customer’s standard he will write, reject and call the supplier and
arrange another delivery. The store man should also check if the suppliers have sent the correct
quantity of products and check if the suppliers send in the correct type of products. If there are
any discrepancies, the store man should take down the discrepancies and immediately tell the
supplier the discrepancies so that the supplier can send a new batch of products. The
discrepancies should be noted into the store’s log book and the store man should make a
weekly report to report the discrepancies to the management and the report should include
photos of the product discrepancies. The management should also make a checklist to check
the quality and quantity of the products.
Checklist:
1. The store man should check if the freezer truck or chiller truck is in the correct
temperature. If the temperature is not correct, he should call the supplier and rectify the
issue.
2. The store man should check the quantity of the product delivered tally with the quantity
stated in the invoice. The store man should note down any discrepancies found when
checking.
3. The store man should check the quality of the product. If there are dents or cracks found
on the container or tins, the store man should note down any discrepancies.
4. The store man should check if the meat is kept in the correct storage, if the meat is not
stored in the correct storage, he should note down the issue and straight away call the
supplier.
5. After all the checks are completed, the store man should write down a report to the
management stating the discrepancies found about the quality and the quantity of the
products and the report should include photos of the damaged or low quality products
that are rejected.

Observation 3:
Due to observation 2, there have been shortages, and the store men tried to cover up their
mistakes by requesting for ‘samples’ from the suppliers, and not alerting the management.

Solution:
If the product quality is lesser than the one ordered , the customer should take note of it and
report it to the management and call the supplier about it . When the products have been
received and the delivery paper has been stamped by both the merchant and customer, they
are to notify their boss about it. A remark should be on the invoice on where the product was
received in good quality and in the wanted quantity and if not the store man should write down
in the remarks that he rejects the products because the quality is not up to the store’s standard.

Observation 4:
Although the stock take should have been performed weekly according to procedures, in actual
fact, several weeks were missing according to the stock take reports. According to customer
feedback, it was noted some older fresh products were left in the open resulting in the meat
having an odor. Also, some expired goods were noted in the fridge. Some of the products were
also left ‘Out of Stock’ for weeks. Management reported that they were not re-ordered because
they did not show up as low stock previously.

Solution:
The people that are doing stocktaking should be taking note of everything that is getting lost or if
the quantity is getting lesser by the day. The chefs that are using the products and realize when
there is some product that is spoiled or throw away product that can't be of use should inform
the stocktaker so he/she can order more so it will be sufficient for the time period until the time
to order a new batch. It’s also needed to take note of every time something is used so nothing
will be out of stock. ensure that it is all used before the expiry date or before it expires. It is
necessary to always take note of the quantity arrived and quantity used till the need to buy a
new batch so we can buy sufficient and not extra as it will be a waste of money and product that
won't be of use.

Observation 5:
When some outlets are low in certain products, the staff are told to pack the products and send
them to the outlet without any documentation.

Solution:
The management should implement a document whereby when there is any stock transfer
occurring, the staff should fill in a stock transfer form. The stock transfer form is implemented
because when the outlet is checking their stocks and finds that there are some missing stocks,
the form will tell them that some of their stocks have been transferred to another outlet and
there will not be any miscommunications happening between the two outlets. The form also
helps prevent internal theft as whenever there are missing stocks and the form is not filled in,
the outlet can start their investigation with their staff.
Stock Transfer Form: