Professional Documents
Culture Documents
PURCHASING STANDARDS
CHAPTER 2
LEARNING OBJECTIVES
After studying this chapter, you will be able to:
1. Define purchase specification
2. Discuss purchasing by daily market list/ open
market quotations.
3. Explain establishing standards for price.
4. Classify control process and purchasing
5. Explain establishing standard procedures for
beverage purchasing.
INTRODUCTION
Purchasing refers to a business or
organization attempting to acquire goods or
services to accomplish the goals of its
enterprise. Though there are several
organizations that attempt to set standards in
the purchasing processes can vary greatly
between organizations. Typically the word
‘’purchasing’’ is not used interchangeably with
the word ‘’procurement’’ since procurement
typically includes expediting, supplier quality,
and transportation and logistics (T&L) in
addition to purchasing.
PURCHASING SPECIFICATION
A menu is planned a number of
activities must occur to bring into reality.
The first& most important stage is to
purchase. & receive the material needed to
produce the menu items. Skillful
purchasing with good receiving can do
much to maximize the results for a good
menu.
THERE ARE SIX IMPORTANT
STEPS TO REMEMBER
Know the market
Determine purchasing needs
Establish & use specification
Design the purchase procedure
Receive & check the goods
Evaluate the purchasing task
THE FUNCTION OF PURCHASING IN
ANY HOTEL & CATERING OPERATION
ARE
The identification of best sources of supplier
Making arrangements with supplies
Liaison with departments of an operation
regarding purchasing requirements &
specifications
Placing orders
Liaison with accounting function of an
operation for payment of purchases
PRINCIPAL OF PURCHASING
Establishing who is responsible for
purchasing
Establishing standards & quality of
materials or equipment’s to be
purchased
Establishing the quality required
Establishing the most favorable price
RESPONSIBILITY OF
PURCHASING
It is important in all types of establishing that
there are person who are responsible for purchasing
job specification of personal manager.
Knowledge of material used & then uses which may
be gained from some catering journal adds etc.
An ability to communicate & co-operation with other
people.
Ability to make sound judgmental & guide decision
Organizational abilities to prepare & carry out
efficient system work
Honesty & integrity
MAIN DUTIES OF PURCHASE
MANAGER
Responsibility for the management of purchase
(receiving storage)
Purchasing of all commodities
Purchasing continuity of supply of all items to user
dept.
Finding cheaper & more efficient sources of supply
without compromising in quality
Keeping up to date with all market being dealt with &
evaluating new products
Research into products, market & price trends etc.
Co ordaining with production dept. to standardize
commodities
IMPORTANCE OF PURCHASING
FUNCTION
Policies
Determines what market requirement is aimed
at?
Determines price to be paid for purchase &
prices that items are to be sold at,
Determines the quality to be purchased,
Menu – determines the choice of items available
to customer
Volume forecasting – determines the quality to
be purchased,
Requisition-indicate the particular requirements
of each outlet,
PURCHASING PROCEDURE
A requisition from authority member of staff
conforming the purchase manager of low stock level,
The selection of source of supply
Entering into contracts with the supplier by phone
rich writing negotiating the price to be paid and a
satisfactory delivery,
The acceptance of goods order and the adjustment
of any discrepancy in quality of form of goods
delivered,
The transfer of commodities to ordinary department
whatever, the type of establishment may be a sound
purchased policy should be implemented.
VARIOUS TYPE OF PURCHASING
SYSTEM USED ARE
Purchasing by contract-
There are two types:
The specifics period contract
Quantity contract or standing order
The specific period contract
Reduce time and labor
Advantage of budgeting and pricing
VARIOUS TYPE OF PURCHASING
SYSTEM USED ARE
Quantity contract
contract is either two parts -
General conditions- period of contract
where deliveries are to be made. Invoice,
method of payment sample of
commodities.
Particular specifications- in case of contract
purchasing over a period of time may
range from three months to a year, when a
supplier agrees to supply certain goods for
that period at a fixed price. Finally stable in
price, such as daily and bakery produce.
ADVANTAGES
Continuity of supply at a fixed price.
Time saving by eliminating price and
supply negotiating
Avoiding the need to hold high stocks to
gain bulk buying discuss
Avoiding over ordering of items
DISAVANTAGES
Inflexibility in choice of supplies:
Advantages of specific and
special offers or price cuts may
be eliminate
Suppliers may take customer for
granted
Difficulty in changing suppliers in
case of inconsistency
PURCHASING BY DAILY MARKET
LIST OPEN MARKET QUOTATIONS
This method of purchasing to the
most widely used method. In general it
works best for most operation and it is the
recommended method.
According to this method, you get
prices from two or more suppliers per
product.it could seem logical to simply
select the favors whose quotations is
lowest price. It this method can be use for
perishable foods.
PURCHASING BY DAILY MARKET
LIST OPEN MARKET QUOTATIONS
The advantages of this system are-
The purchase able to select the most
competitive price from different suppliers
It makes the suppliers price quotation more
competitive
It insure the availability of suppliers
Suppliers only quote against your purchase
specification
It assist the purchase in selecting the most
economic ordinary quantity
DAILY MARKET LIST
S.N.O ITEMS ON WANTE SUPPLI
FOOD D ER
A B C
DISADVANTAGES
It may be time consuming
It is impracticable for small
establishment due to the volume and
suppliers required making it uneconomic
for suppliers to quote or offer such a
service.
Suppliers who offer a better service than
others may not be as competitive in
price thus the establishment may not
benefit such service.
PURCHASING BY
WEEKLY/FORNIGHTLY QUOTATION
LIST
Purchasing by cash and carry methods: