MONITOR CATERING

REVENUE AND COSTS

Commercial Cooking NCIII
 Purchasing and Ordering System

In the catering industry, a purchasing

and ordering system is a crucial
management tool that helps in
acquiring the necessary ingredients,
supplies, and services required to run
the business and serve clients
efficiently.
Components & Functions of a Purchasing and Ordering
System
Inventory Management Supplier Management

• Monitoring Stock Levels: Ensures that the
inventory of ingredients and supplies is
sufficient to meet upcoming catering events
without overstocking, which can lead to
waste.
• Stock Replenishment: Automatically or
manually generates purchase orders when
stock levels drop below predetermined
thresholds.
• Selection of Suppliers: Involves choosing
suppliers based on quality, price, reliability,
and service
• Supplier Evaluation: Regular assessment
of supplier performance to ensure they meet
quality standards and delivery schedules.
Components & Functions of a Purchasing and Ordering
System
Ordering Process
• Generating Purchase Orders: Based on
the inventory needs, purchase orders are
created specifying the quantities and types
of products required.
• Order Tracking: Monitoring the status of
orders to ensure timely delivery and
resolving any issues with suppliers
regarding delays or product discrepancies.
Cost Control
• Budget Management: Keeping track of
spending against the budget allocated for
purchasing to control costs and improve
profitability.
• Price Negotiation: Working with suppliers
to negotiate prices can help in reducing the
cost of goods sold.
Components & Functions of a Purchasing and Ordering
System
Quality Assurance
• Quality Checks: Ensuring that the products
received meet the specified quality
standards necessary for providing excellent
catering services.
• Compliance: Adhering to food safety and
handling regulations to ensure that all
products are safe for consumption.
Technology Integration
• Software Solutions: Many caterers employ
specialized software that integrates various
functions of the purchasing and ordering
system.
• Data Analysis: Using data to analyze
spending patterns, supplier performance,
and inventory turnover to make informed
purchasing decisions.
 Systems for Storing Food Items

Effective food storage systems are critical in the catering industry and any food-related
business for maintaining food safety, reducing waste, and managing inventory effectively.
 Types of Storage
Dry Storage
• Environment: Dry, cool, and well-
ventilated areas, ideally with
temperatures between 50°F and 70°F.
• Shelving: Use sturdy, easy-to-clean
materials like stainless steel or coated
shelving to avoid contamination and
facilitate organization.
• Containers: Food should be stored in
airtight containers that are clearly
labeled with contents and date of
storage.
 Types of Storage
Refrigerated Storage
• Temperature: Maintain a constant
temperature of 35°F to 38°F to ensure
freshness and slow bacterial growth.
• Organization: Use a "first in, first out"
(FIFO) system to rotate foods, placing
new items behind the older ones.
• Separation: Store raw meats, poultry,
and seafood separately from ready-to-
eat foods to prevent cross-
contamination.
 Types of Storage

Freezer Storage
• Temperature: Keep freezers at 0°F or
below to safely store foods for extended
periods.
• Freezer Burn Prevention: Ensure that
items are tightly wrapped or stored in
airtight containers.
• Inventory Checks: Regularly monitor
and rotate stock to ensure quality and
minimize waste.
 Storage Practices
Labeling and Dating: All stored food items should be labeled with the contents and the date they
were stored. This practice supports effective stock rotation and reduces waste.

Hygiene: Regular cleaning schedules for all storage areas prevent the accumulation of dirt and
bacteria and help in pest control.

Pest Control: Implement and maintain robust pest control measures to prevent contamination and
food spoilage.
Safety and Compliance
Temperature Monitoring: Install and maintain reliable thermometers in all refrigeration and
freezer units. Many modern systems send alerts if temperatures deviate from set ranges.

Compliance: Ensure that storage practices meet local health and safety regulations to avoid legal
issues and ensure the safety of consumers.

Training: Regularly train staff on the latest food safety practices, focusing on proper storage
techniques and the importance of maintaining the cold chain.
 Financial Control
System

Departmental
Income Statement

Breaks down the revenue

and expenses of a business
by departments or units.
This statement allows an
organization to evaluate
the profitability of each
department individually.
 Financial Control
System

Operational Income
Statement

Also known as an operating income

statement, focuses on the earnings
generated from the core business
activities of a company. It
specifically excludes any revenues
and expenses from non-operating
activities like investments, financing,
or one-time gains or losses.
 Selection &
Utilization of
Technology

Appropriate Computer Systems

and Business Machines

• Point of sale systems such as

cash registers.
• Integrated computer-based
systems
• Calculators
• Fax machines
 Selection &
Utilization of
Technology

Appropriate software

• Spreadsheets
• Accounting
• Database
• Financial planning and tracking
• Stock control
• Rostering
• Scheduling and production