STORES

     PROCEDURES

 

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

 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. 

b. After operating hours, the keys will have to be placed in an envelope which will then be sealed at the mouth with cellulose tape. The tape should cover not less than 80% of the length of the mouth. Prior to

inserting the keys in the envelope, however, the staff should be sure to sign at the back of the envelope, diagonally, and partially over the mouth of the envelope. Then, the staff should copy back the location name found on the tag attached to the key, onto the front of the evelope. The sealed envelope will be kept in the Security Department for safe keeping. 

c. For any requisitions after operating hours, the requesting department head has to sign-in at the Front office Cashier before any keys can be obtained for emergency withdrawals.  

3.0 Precious Goods Storage 

Very expensive items such as shark's fins, dried abalone, and expensive liquors should be locked in special compartments within storage areas.  Keys with access to them should be kept by the Store Supervisor during operating hours and returned to the Security Department in a signed and sealed envelope after work. Keys to precious goods storage, should be sealed separately from other keys. Frequent checking of the inventory of precious goods should be carried out by F&B Store Supervisor andCosController.  

4.0 Dangerous Goods Storage 

Highly inflammable goods or explosive goods such as matches, tobacco, alcohol, and sterno should be stored in special/ separate compartments within the storage area under the proper conditions.  Appropriate warning signs should be posted on easily noticeable areas to alert the personnel concerned of the contents of these compartments.  The appropriate fire-fighting equipment should be placed within an easily accessible range.  Any laws and regulations regarding dangerous goods storage in the country/ territory should be strictly observed. 

5.0 Effective Inventory Control 

Effective inventory control procedures such as proper recording system, stock reconciliation procedures and physical inventory procedures are necessary to prevent pilferage and loss by properly maintaining the stock records and alerting Management of any problems on an accurate and timely basis.  all good received in the stores should be sealed with the royal zanzibar seal , with date of material received in stores and cross referenced with the the GRN number

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6.0 Storage Facilities and Conditions 

All the storage areas should be located nearby the Receiving area so that the goods delivered could be transferred to the storage area promptly to prevent deterioration or pilferage of the product. 

6.1 Food Store 

Different types of food items should be stored separately under different storage conditions .  

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 -20  

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. 

c. For any items stored in the cold room which do not have a bin card attached, the delivery dates should be marked on the boxes or containers to facilitate first-in-first-out issuing of stock. 

d. Store Supervisor should frequently check the existing stock to look for any items which are approaching their respective expiry dates or whose condition is approaching spoilage and coordinate with the Chef for their requisitions as soon as possible.  

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7.3 Perishable Goods 

a. Perishable goods must be stored at an appropriate temperature to prevent deterioration and spoilage. 

b. Highly perishable goods should be covered and stored away from the fan to prevent them from drying up. 

c. Delicate food items as tomatoes should not be stacked up but kept in shallow containers. 

d. All containers for perishable goods should be perforated to allow proper air circulation around and through them. 

e. All plastic wrappers should be opened or removed as much as possible to allow air circulation. 

f. Any spoiled items should be removed from the shelves or containers as soon as possible to prevent them from affecting the rest of the product. All spoiled items will be charged to Spoilage and Loss. An itemized record of all spoilage must be kept that records the value of the loss, all action or non-action taken to prevent the loss, and later its disposal. 

g. Ample space must be allowed between the goods to allow proper air circulation.h. All the shelves and

containers should be cleaned and dried thoroughly to prevent molding or contamination of goods.  

7.4 Others

a. All storerooms should be kept cool and dry, well-ventilated and vermin/rodents free.

b. Shelving should be of heavy-gauge steel or chrome-plated wire.  Wood may be used if local health codes permits.  Shelving should be sturdy enough to hold the heavy weight.  The desirable depth of shelving is 18 inches (45 cm) which is able to hold two or three rows of cans or bottles.  But greater depth than that makes it difficult to reach the items in the back.

c. Skids, pallets and dollies should be available for the storage of bulk packages such as bags of flour and unopened cases.

d. All reach-ins and walk-ins fridge lights should always be in good working order.

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

       

           

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