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STORES
PROCEDURES
PURPOSE : To assure that the storerooms are restricted to authorized personnel only and that it has lock and control. To assure proper maintenance, orderliness and hygiene in the area.
JOB TASKS : 1.0 Limited Access
2.0 Lock and Key Control
3.0 Precious Goods Storage 4.0 Dangerous Goods Storage 5.0 Effective Inventory Control 6.0 Storage Facilities and Conditions 6.1 Food Store 6.2 Beverage Store 6.3 General Store 6.4 Operating Equipment Store 7.0 Storage Guidelines 7.1 Hygiene PURPOSE : To assure that the storerooms are restricted to authorized personnel only and that it has lock and key control. To assure proper maintenance, orderliness and hygiene in the area.
JOB TASKS : 1.0 Limited Access
2.0 Lock and Key Control
3.0 Precious Goods Storage
4.0 Dangerous Goods Storage
5.0 Effective Inventory Control
6.0 Storage Facilities and Conditions
6.1 Food Store
6.2 Beverage Store
6.3 General Store
6.4 Operating Equipment Store
7.0 Storage Guidelines
7.1 Hygiene
7.2 Expiry Date Control
7.3 Perishable Goods
7.4 Others
8.0 Storage Procedures
PROCEDURES :
1.0 Limited Access
a. Only authorized personnel are allowed to enter the storage areas. Any personnel who wants to check any items in store during operating hours must be accompanied by the store personnel.
b. All collections and checking of requisitions must be done at the store entrance area.
c. After operating hours, entry into the storeroom can only be possible with proper authorization from the EOD or duty in charge. The requesting department will still be required to make a Store Requisition Form, which the Guest Services Manager or duty in charge will have to approve. Once authorized, the requesting party may access the storeroom under the escort of the Guest Services Manager or duty in charge, and a Security Officer. The Guest Services Manager or duty in charge and the Security Officer, will have to verify that only those items and quantitiy requested were taken, and having done so, both sign in the "Issued By" section of the requisition form. The requesting staff, will then be required to sign in the "Received By" section. Finally, the requisition will have to be dropped in the requisition box located next to the Cost Control department.
2.0 Lock and Key Control
a. All freezers, chill rooms, dry storage and liquor storage areas should be locked up after operating hours. Keys to the storerooms are issued only to those individuals designated by the Cost Controller.
TYPE OF ITEM STORAGE AREA TEMPERATURE
(DEGREE C)
Groceries Grocery Store 16 - 20
Chinese Dried Seafood Chiller 3 - 4
Fruits and Vegetables Chiller 4 - 12
Dairy Products & Provisions Chiller 4 - 8
Meat and Poultry Chiller 0 - 2
Frozen Meat & Seafood Freezers -15 to -
6.2 BeverageStore
TYPE OF ITEM STORAGE AREA TEMPERATURE
(DEGREE C)
White Wine, Sparkling Chill Room 10 - 16
Wine, Champagne & Rose
Red Wine Dark Room 16 - 20
Spirits, Liquors, Soft Beverage Store 16 - 20
Drinks and Beer
Expensive Liquor Expensive Liquor Cabinet 16 - 20
Juices, Chilled Chill Room 4 - 12
Proper shelves and racks should be provided to allow the white/red wine and champagne to be laid flat. Ample space should be allowed for stacking up cases of soft drinks and beer.
6.3 General Store
General Store items are grouped together according to their respective categories for easier issuing. Reasonable amount of space must be allowed for easy access and safe passage.
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6.4 Operating Equipment Store
Operating Equipment should be grouped together according to their respective categories for easier issuing. Fragile items should be placed on shelves and well stacked to prevent breakage. The storeroom should be kept dry and well-ventilated to prevent oxidation of silverware and stainless steelware.
7.0 Storage Guidelines
7.1 Hygiene
a. Galvanized flooring which get rusty after a period of time should be avoided. It is recommended to use non-skid floor tiles in all walk-in fridges which are more hygienic and easier to maintain.
b. Certain food items, especially meats and seafoods, should be stored in appropriate containers (i.e. plastic stackable crates and baskets and plastic bags) or compatible which are easy to clean and allow proper air circulation.
c. All shelves, walls and floorings should be cleaned frequently or whenever necessary to prevent contamination of food and beverage items.
d. Rat baits or other pest control materials should be placed in appropriate places to prevent contamination or poisoning of food and beverage items.
e. All food, when stored, should be properly wrapped to prevent deterioration and discoloration.
f. All foods should be stored off the floor, for which purpose pallets may be used, both in storerooms and refrigerators. This prevents contamination from sewage in the event of the back up of a floor drain and permits sweeping and mopping of the floor.
g. All personal hygiene practices should be strictly observed in the storerooms.
h. Any spilled food and drinks must be cleaned immediately and all storerooms must be clean and tidy at all times.
7.2 Expiry Date Control
a. Goods which are almost expired should not be received in the first place.
b. Use stock in rotation using the first-in-first-out (FIFO) method. This task is made easy by using bin card system by which the dates of delivery are recorded and when new stock is placed under and behind those already in storage.
e. All stock must be rotated during storage to allow using up of the old stock first and spotting of any deteriorating products on a timely basis.
f. Sufficient carts and hand trucks should be provided for easy collection and transportation of stock.
g. Scales should be available to weigh merchandise as it is issued.
h. Portable calculators should be provided for easy calculation during stock-taking.
i. Ample space must be provided for free air circulation and allowing easy collection and transportation of stock.
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j. Store Supervisor should check the temperature of cold stores, food and beverage store regularly to ensure all merchandise are stored properly.
k. Canned food, such as vinegar, olives and some specially prepared vegetables, which is known to contain acid, must not be stacked in close proximity to steam or hot water, radiators or immediately under an exterior metal roof.
8.0 Storage Procedures
A proper storage procedure can keep all the stock in tidy and easy-to-access condition and also avoid unnecessary spoilage and breakage.
a. Goods with attached invoice is sent from the Receiving Office to Store.
b. The Store staff will check the quantity and quality of delivered goods against invoice. Any variance should be clarified with the Receiving Office before acceptance of the goods.
c. After accepting the goods, the Store staff will direct the delivery man to the correct location of storing the goods. Large quantity items are stacked carefully on raised floor or platform while small quantity ones are shelved immediately.
d. The Store staff will put his initial on the original invoice (receiving's copy) and store copy, and keep the store copy for reference. The store copy may at times simply be a photocopy of the original.
e. The delivery man will take the original back to the Receiving Office to exchange for the supplier's copy.
f. The Store staff will then update the bin card and kardex.
g. Items stipulated on the invoice copy will then be coded and passed to F&B Cost control Office to updatetherecord.
h. The cost controller will inspect the stores periodically to ascertain the
physical stock against the bin cards , however ensure a weekly stock take of all the stores
inventory, and report on physical stock take to book stock take variances
I. The operating or user department would inpect the quality of the goods received and
certify to be received if its not approved than the material could be rejected , however the
concerned department should put in writing the reason for rejections , the storekeeper
would certify the goods in terms of quantity received
J The storekeeper would ensure that the Bin cards are updated on a daily basis as also the
purchases and issues of stock are posted on a daily basis , he would lock the stores only
after updating the daily purchases and issues , the cost controllers , the next day would
verify with the daily purchases and issues and than post the same in the their cost reports ie
the food and beverage cost reports , the FB cost controls would cross tally their material
issues and purchases with the store ledger and the general ledger , the values of the stores
would be on WAC basis weighted average basis to minimize variations in the stores to
general ledger stock figures
Financial controller General Manager
This STANDARD OPERATING PROCEDURE IS A DOCUMENT PREPARED BY S.JAYAKUMAR
AND IS THE EXCLUSIVE RIGHT OF S.JAYAKUMAR
