This will ensure that the quantity and price of the goods shipped match those listed on the order form. Whenever possible, the receiver should check the invoice against the purchase order or purchase request slips.

This comparison may require that items be weighed and/or counted. Only by carefully comparing and checking can you be sure that the information on the invoice tallies with the products received. An invoice shows the quantity, quality, price per kilogram or unit, and, in some cases, the complete extension of the cost chargeable.

An invoice is an itemized list of the goods or products delivered to a food preparation premise. The most important document in determining if the goods received are the goods ordered is the invoice. In addition, an effective receiving method encourages honesty on the part of suppliers and delivery people. When receiving procedures are carefully performed, mistakes that could cost the restaurant time and money are avoided.

Errors frequently occur, and unless the quantity and quality of the items delivered are carefully checked against what was ordered, substantial losses can take place. The primary reason for establishing a consistent method for accepting ordered goods is to ensure that the establishment receives exactly what has been ordered. No matter the depth of detail used, having a system to track inventory gives managers a good idea of supplies on hand and a tool to use to manage costs. Purchases might be made by a separate department, inventory records might be kept by a storeroom clerk, and the tracking and counting of inventory might be tied to a system using scanners and barcodes, which in turn may be linked with your sales system so that there is always a record of what should be in stock. In large operations, the systems need to be more sophisticated as there are more people involved. The prices can be updated regularly as invoices are processed for payment, and a schedule can be set to count the product on hand. A simple spreadsheet might list all of the products that are regularly purchased, with the current prices and the numbers on hand at the last inventory count. The simplest method for tracking inventory is using a spreadsheet. Trying to save a few hours by cutting back on the time needed to keep inventory records may be money poorly saved. Moreover, such records must be kept up-to-date and done accurately. This doesn’t eliminate the need to track purchases against sales to see if you are managing your costs as well as you can.Īlmost all inventory control procedures are time consuming. Perhaps there are only one or two people doing the purchasing and they are usually aware of the supplies that are on hand. The temptation in small operations is to treat inventory control casually. These techniques are based on keeping good records of how much supplies cost and when supplies were purchased. There are several procedures that simplify finding the value of goods in storage. One of the reasons you take inventory is to determine food costs and to work out cost percentages. Setting Up Systems to Track and Record Inventory Analyze inventory data and determine any areas for improvement.Determine the frequency and processes for reconciling inventory.Develop standards and procedures to efficiently receive deliveries.

Develop specifications and procedures for ordering and purchasing.Set up systems to track and record inventory.In larger operations there will be more people and sometimes even whole teams involved with the various steps, and in a small operation all responsibility for managing the inventory may fall on one or two key people.Įffective inventory control can be broken down into a few important steps: Regardless of the size of your operation, the principles of inventory control are the same. Kitchen items should be counted separately from the front of house and bar inventory and so forth. Produce, dry stores, pots and pans, uniforms, liquor, linens, or anything that costs money to the business should be counted as part of inventory. Just as you are interested in how much money you have in the bank and whether that money is paying you enough in interest, so the manager should be interested in the value of the supplies in the storeroom and in the kitchen.Īn inventory is everything that is found within your establishment. Managing inventory is like checking a bank account. By keeping an eye on inventory, it is possible to note potential problems with pilferage and waste. By knowing what supplies are on hand at a given time, the manager will be able to plan food orders, calculate food costs since the previous inventory, and make menu item changes if needed. Inventory Control 8 Basic Inventory ProceduresĪ key component in effective kitchen management is inventory control.

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