TLE

Purchasing

Purchasing is an important activity in any foodservice operation. This is

because the quality and cost of the finished product when food is purchased in poor
quality, or unreasonable high cost, no amount of magic in storage, preparation
actual cooking and service can help improve its initial quality or reduce its cost.

Effective purchasing aims to provide an adequate supply of food of the right

quality, in the right quantity, and at the right price. To make this possible, it is
important for the food to be purchased at the right time from the right store.

Purchasing entails a series of decision making. It involves the following steps:

1. Determine what items or products should be purchased, specifying the

quality and quantity.

2. Know the market situation about the product, such as the supply, demand,
and market forms available and related information.

3. Contact potential suppliers or visit possible sources to know what products

are being offered and at what price. Know the supplier terms and conditions
related to purchasing.

4. Compare products available from different sources with your product

specifications.

5. Evaluate what suppliers have to offer against your requirements as in the

quality available prices, terms and conditions of delivery, method of
payment, and the like.

6. Decide on the supplier or vendor.

Whatever is the specific purchasing procedure observed in the foodservice

establishment the above steps are always followed.

Bigger establishments have more complicated and more formal procedures are
characterized by:

1. More people involved in the purchasing process.

2. More paper works and records and/or more forms used.

3. Bigger lead time allotted for purchasing.

Base on the size and type of the foodservice organization, the person’s
assigned to do the purchasing may be the supervisor, manager, purchaser, or
dietician.

For effective purchasing, it is important that the responsibility be given to

one who possesses the following quantities:

1. Honesty and integrity

 2. A good judge of food quality in relation to the standard of the
establishment; this requires thorough knowledge of product specifications

3. Familiarity with food services and market trends

4. Familiarity with market prices

5. A good judge of fair price.

Specifying Food Quality

Food services differ in the quality of food products required. This depends
largely on the quality standard that the organization aims to meet.

The standard purchase specification is a description of product quality. It is a

useful guide developed by the user or menu planner to help the purchaser in
determining the right product to buy base on the user’s requirements.

Price is always a major consideration before one makes a final decision to

purchase.

Determining Food Quality

Effective purchasing involves knowing what quantity of food items should be

purchased.

Determining Right Food Prices

Effective purchasing does not only involve knowledge of the right quality and
quantity of food items. It also entails buying these items at the most reasonable
price. A very important tool used for this purchase is the market quotation list, a
summary of the items needed to be purchased at a given time. This contains
information about the specified quality and quantity of the product to be purchased
to guide the buyer.

1. List down the items that need to be purchased

2. List the quantity needed for each food item

3. Check the amount of goods available in storage

4. Solicit the price quotations from different suppliers/vendors

5. Compare the supplier’s quoted prices and encircle the best price

6. Use the list to decide who among the suppliers will be given the orders

Receiving

1. In the right quality, according to specifications

2. In the right quantity, as stated in the delivery receipt or invoice

3. At the right price, as agreed upon during purchasing and as stated in the
invoice
The receiving person must have:

1. Honesty and Integrity

2. A good working knowledge of quality specifications for food item used in the
establishment.

3. The ability to spot the deliver defects.

The Receiving Area

Equipments

1. A platform weighing scale for heavy items

2. A hanging scale for meat, fish, and poultry

3. A workable, preferably made of stainless steel, to hold goods being checked

and counted.

4. Cart for transporting heavy items

5. A desk for the receiving person’s use

6. A sink for cleaning and washing

The receiving area must be clean and sanitary at all times. It must be free from
insects and rodents that carry disease-causing microorganisms. All equipments
must be properly cleaned after each use. Proper maintenance must be observed.

The Receiving Procedure

1. Set a definite schedule for delivery and receiving of ordered goods.

2. Prepare in advance a list of goods expected to be delivered the next day.

3. As the goods are brought to the receiving area, check each item against the
delivery receipts provided by the supplier.

a. Quality check – quantity of each item delivered is inspected base on

the standard purchase specifications

b. Quantity check – items delivered are counted/weighed

c. Price Check – the receiving person checks the prices of goods

4. After the foods have been thoroughly checked, they are immediately
dispatched
 a. Food Preparation are for these that are to be used for the day’s
cooking

b. Storage area for goods that are to be stored for future use

5. The receiving person prepares a daily receiving report.

The Daily Receiving Report

- is a summary of all pertinent information about the goods delivered per day.

Found in the report are:

1. Name of Supplier – the first column of the report carries the names of
suppliers or source of goods delivered.

2. Item and Description – this is a listing of all items delivered with their
corresponding descriptions.

3. Quantity/Unit – this indicates the amount actually delivered and may be

expressed in terms of weight.

4. Unit Price – this indicates the price charged for the item per unit.

5. Total amount – indicates the total peso cost of a particular item

6. Food distribution – provides the information on how the goods are to be

dispatched

a. Direct – immediately sent to the food preparation area

b. Stores – kept in the storeroom for future use

c. Sundries – nonfood items such as charcoal, flowers, paper, napkins,

and detergents

7. Total value of all goods delivered is calculated.