Package for Hospitality Training

(Including Competency Standard, Teacher Focused & Student

Centered Materials and Assessment Tools)

Unit Title:
RECEIVE AND STORE STOCK

Unit Code: ITHHBKTA03AEM

Acknowledgements

Writers:
Syamsu Rijal, S.Sos, Lecturer, Tourism Academy Makassar
Nur Salam, S.Sos, Lecturer, Tourism Academy Makassar

Others:
Indonesian Hotels and Restaurant Association
Jakarta International Hotels Association
Ministry of Manpower and Transmigration
Ministry of National Education
Ministry of Culture and Tourism
Tourism Training Australia
Australian National Training Authority
Australian Agency for International Development

This package has been produce to provide information that can be used to
complement the materials that are already available. The package is not
intended to replace current resources.

Package for Hospitality Training – Receive and store stock i

Glossary
Access and equity
Refers to the fact that training should be accessible to everyone regardless of age, gender,
social, cultural, religious or educational background.

Assessment
The formal process ensuring training meets the standards required by industry. This process
is performed by a qualified assessor within a nationally agreed framework.

Assessor
An assessor is a person who is certified by industry to assess whether a worker is competent
to undertake specific tasks.

Competent
Able to do the job and has all the necessary skills, knowledge and attitude to perform
effectively in the workplace, according to agreed standards.

Competency Based Training

Training that relates to what people must be able to do and measures performance against
agreed standards.

Critical aspects of assessment

Explains the central point of the assessment and the key points to look for when assessing.

Context of assessment
Specifies where, how and by what methods assessment should occur.

Elements
The skills, which make up a unit of competence.

Evidence guide
These are guidelines on how a unit should be assessed.

Fair
Does not disadvantage particular trainee or students.

Flexible
Acknowledges that there is no single approach to the delivery and assessment of
performance in a competency-based system.

Formative assessment
These are small assessment tasks done during training. They assist in making sure that
learning is taking place and also give the trainee or students feedback on their progress.

Key competencies
Competencies that underpin all work performance. These are collecting, analysing and
organising ideas and information, communicating ideas and information, planning and
organising activities, working with others and in teams, solving problems, using technology,
using mathematical ideas and techniques.

Package for Hospitality Training – Receive and store stock ii

These competencies are graded in different levels.
Level of ability to be demonstrated in achieving the key competencies
Level Characteristics
1 Undertakes routine tasks within established procedures and is subject to
frequent progress checks by supervisor.
2 Undertakes broader and more complex tasks with increasing personal
autonomy for own work. Supervisor upon completion checks work.
3 Undertakes complex and non-routine activities, is self directed and responsible
for the work of others.

Linkages to other units

Describes the role of the unit and its place within the full set of competencies specified by
industry. It provides guidance as to which units may be assessed together.

National competency standards

Nationally agreed statements of the skills and knowledge that people need at work and the
standards of performance that are required.

Performance criteria
This is used to judge whether an individual has achieved competence in a unit.

Range of variables
This details the range of different contexts that may apply to a particular unit.

Reliable
Uses methods and procedures that confirm that the competency standards and their levels
are interpreted and applied consistently in all contexts and to all trainee or students.

Standards and certification institute

Ministry of Manpower and Transmigration (MOMT) has given authority to Indonesian Hotels
and Restaurants Association (PHRI) and Association of Indonesian Tours and Travel
Agencies (ASITA) to establish the Institute for the Standardisation and Certification of the
competency of Indonesian workers in the hospitality and tourism industry. The institute will
develop competency standards and information systems for the Standardisation and
Certification of competencies as well as administer competency tests and certify Indonesian
workers in the hospitality and tourism industry.

Summative assessment
The assessment done after training of the completed unit of competence to ensure that
trainee or students have achieved the performance criteria.

Trainee or student or student

A trainee or student is a person who is being taught knowledge or skills.

Trainer or teacher or teacher

A trainer or teacher is a person who facilitates learning.

Underpinning skills and knowledge

Defines the skills and knowledge required to be competent at the specified level

Unit descriptor
A general description of the competency standard.

Valid
Judgement on the same evidence and criteria will produce the same assessment outcomes from
different assessors.

Package for Hospitality Training – Receive and store stock iii

 Table of Contents

1. Introduction to this guide

1.1 Introduction______________________________________________1
1.2 Time required to achieve competency__________________________1
2. Help for the trainer or teacher
2.1 The role of the trainer or teacher______________________________2
2.2 Delivery strategies_________________________________________2
2.3 Delivery requirements______________________________________2
2.4 Sources of additional information_____________________________3
3. The competency standard
3.1 Use of the competency standard______________________________4
3.2 Competency standard______________________________________4
4. Delivery strategy
4.1 The content plan__________________________________________6
4.2 How to teach the competency standard________________________9
4.3 Support materials (Overhead transparencies/Handouts)__________11
5. Assessment
5.1 Workplace assessment issues______________________________31
5.1.1 Workplace assessment.....................................................................31
5.1.2 Competent.........................................................................................31
5.1.3 Recognition of current competence...................................................31
5.1.4 Assessors..........................................................................................31
5.2 Underpinning skills and knowledge___________________________31
5.2.1 Assessment of underpinning skills and knowledge...........................31
5.2.2 Examples of assessment tasks.........................................................32
5.3 Suggested assessment for Receive and store stock______________32

Appendices
1 Competency assessment result.
2 Group trainee or student assessment record.
3 List of overheads and handouts.
4 Trainee or student evaluation sheet.
5 Amendment list.
Section 1
Introduction to this guide
1.1 Introduction
Welcome to this guide.

This guide uses Competency Based Training to teach workplace skills. It is based on
competency standard that is a nationally agreed statement of the skills, attitude and
knowledge needed for a particular task. The major emphasis is on what an individual can do
as a result of training. One of the most important characteristics of Competency Based
Training is its focus on training individuals for actual jobs in the workplace.

This will help you teach the competency Receive and store stock.

This guide deals with the skills and knowledge required to receive and store in a range of
tourism and hospitality enterprises. It focuses on the general stock handling procedures
required in many different contexts. This unit equates to the old unit THHBKA3A Receive and
store goods.

Linkages to other units:

a. This unit has a very strong link to a wide number of other operational units. Receipt and
people working in all sectors of the tourism and hospitality industry undertake storage
of stock. As, such, combined training/assessment with a wide range of other units may
be appropriate. These units should be selected to suit the specific industry sector and
work place.
b. In a kitchen, restaurant or bar environment this unit should be assessed with or after
unit ITHHGHS01AES Follow workplace hygiene procedures.

Care should be taken in developing training to meet the requirements of this unit. For general
and prevocational training, organisations providing training must take into consideration the
full range of industry contexts, with no bias towards individual sectors. The Range of
Variables will assist in this regard. For sector-specific delivery, training should be tailored to
meet the needs of that sector.

Teachers and trainer or teachers should structure their sessions according to the:
 needs of their students/trainee or students
 requirements of their organisation
 time available for training
 training situation.

A delivery strategy has been provided for the teachers and trainer or teachers. The suggested
content gives an indication of what needs to be covered in the program to meet the
competency standard.

The delivery strategy used and assessment provided in this unit are not compulsory and
should be used as a guide. Teachers and trainer or teachers are encouraged to utilise their
own industry knowledge, experience, local examples and products to adapt the materials or
develop their own resources, in order to ensure the relevance of the training.

1.2 Time required to achieve competency

Under Competency Based Training, the focus should be on achieving competence, not on
fulfilling a particular time requirement, as different trainee or students may take different
lengths of time to be competent in a particular skill.

Package for Hospitality Training – Receive and store stock 1

Section 2
Help for the trainer or
teacher
2.1 The role of the trainer or teacher
One of your roles as a trainer or teacher is to ensure high standards of service through
effective training. To ensure that you are ready to start working on this competency with
trainee or students or students, consider the following questions:
How confident do you feel about your own knowledge and skills required to deliver each
element?
Is there any new information or laws that you may need to access before you start training?
Do you feel confident about demonstrating the practical tasks?
Will you be able to clearly explain the underpinning knowledge that your trainee or student will
need to do the job properly?
Are you aware of the scope of industry situations in which the competency may apply?
Are you aware of the language, literacy and numeracy skills your trainee or students need to
demonstrate competency in this standard?
Have you consider access and equity issues in planning the delivery of this training program?

2.2 Delivery strategies

The range of training activities that has been suggested for delivering this competency may
include:
 actual tasks
 projects and assignments
 case studies
 lectures
 videos and references
 group activities
 role plays and simulations.

Trainer or teachers should select training strategies that are appropriate for the competency
being taught, the situation and the needs of the learners. For example, if practising on-the-job
is not possible, varied simulations and role-plays may be appropriate.

2.3 Delivery requirements

Classroom space for delivery to trainee or students, whiteboard / blackboard, overhead
projector, overhead projector screen, flip chart, flip chart paper and multimedia.
Specialised delivery requirement
Portable/fixed equipment may include:
 stainless steel benching  double sink
 deep fryer  commercial dishwasher
 hot plate/grill  dry goods storage area
 overhead salamander/toaster  freezer unit
 bain-marie  refrigeration unit
 commercial mixer  refrigerated storage e.g.: cool room
 food processor  freezer storage
 commercial oven  waste disposal area.
 combi oven
 microwave
 can opener (bench set e.g.: bonzer)
 scales for measuring bulk quantities

Package for Hospitality Training – Receive and store stock 2

Miscellaneous: Hand-held equipment may include:
 garbage bins  assorted knives to include:
 garbage bags - paring knife
 first aid kit - boning knife
 personal protective clothing and - cooks knife
equipment - serrated knife.
 fire blanket and extinguishers  knife sharpening steel, stone
 foil and dispenser  cutting sharpening steel, stone
 food wrap and dispenser e.g.: glad wrap  cutting boards
 disinfectant, pesticides  vegetable peeler
 preferred cleaning chemicals  fruit corer
 delivery area  melon baller
 appropriate storage areas  egg slicer
 airtight storage containers  wooden spoons
 labels and marker pens  scrapers and spatulas
 stationary/documentation  serving spoons and ladles
 computer and appropriate software  slicing machine
 office equipment.  stainless steel whisks, fine & coarse
 scales
 measuring spoons
Presentation equipment may include:  pastry brush
 buffet unit  piping bag, nozzles
 smorgasbord unit  tongs
 buffet and smorgasbord display items  can opener (hand held)
 platters for presentation  mops, brooms and brushes
 enterprise crockery  dustpans
 display boards.  assorted stainless steel saucepans
 assorted stainless steel fry pans
 colander
 chi noise, conical strainer or teacher
 assorted stainless steel mixing bowls
 baking trays
 baking sheets
 cutlery
 tea towels
 kitchen cloths
 sponges, brushes, scourers, scrapers
 palette knife.

2.4 Source of additional information

Sources of information may include some of the following categories:
 text books
 professional journals
 Tourism training Australia website: www.tourismtraining.com.au
 Industry Associations – Indonesian Hotels and Restaurants Association (PHRI)
Jl. R.P. Soeroso 27 GHI (Gondangdia lama) Jakarta 10350
Phone: (021) 310 2922
 Teacher Associations – PPPG
Jl. Raya Parung km.22-23 Bojongsari, Sawangan – Bogor
Phone: (021) 743 1271.

Package for Hospitality Training – Receive and store stock 3

Section 3
The competency
standard
3.1 Use of the competency standard
In a training situation the competency standard assists the trainer or teacher or teacher to:
 identify what trainee or students or students have to do
 identify what trainee or students or students have already done
 check trainee or students or students progress
 ensure that you have covered all element and performance criteria if assessing.

3.2 Competency standard

UNIT ITHHBKTA03AES RECEIVE AND STORE STOCK

UNIT DESCRIPTOR This unit deals with the knowledge to receive and store in a
range of tourism and hospitality enterprises. It focuses on the
general stock handling procedures required in many different
contexts. This unit equates to the old unit THHBKA3A
Receive and Store Goods.

ELEMENTS PERFORMANCE CRITERIA

01 Take delivery of stock 1.1 Incoming stock is accurately checked against
orders and delivery documentation in accordance
with enterprise procedures.
1.2 Variations are accurately defined, recorded and
communicated to the appropriate person.
1.3 Items are inspected for damage, quality, and use
by dates, breakages or discrepancies and records
are made in accordance with enterprise policy.
1.4 Fresh items are inspected for quality, size,
freshness in accordance with enterprise
requirement and variations are communicated to
the appropriate person.
02 Store stock 2.1 All stock is promptly and safely transported to the
storage area without damage.
2.2 Stock is stored in the appropriate area.
2.3 Stock levels are accurately recorded in accordance
with enterprise procedures.
2.4 Stock is labelled in accordance with enterprise
procedures.
03 Rotate and maintain 3.1 Stock is rotated in accordance with enterprise
stock policy.
3.2 Stock is moved in accordance with safety and
hygiene requirements.
3.3 Quality of stock is checked and reported.
3.4 Excess stock is placed in storage or disposed in
accordance with enterprise and/or government
requirements, and any problems are promptly
identified and reported.
3.5 Stock recording systems are used with speed and
accuracy.

RANGE OF VARIABLES
1. This unit applies to all establishments where food is prepared and served.
2. This unit may refer to stock received from both internal and external suppliers.
3. Stock control systems may be:

Package for Hospitality Training – Receive and store stock 4

 3.1 manual
3.2 computerised.
4. Stock may include but is not limited to:
4.1 food
4.2 beverage
4.3 equipment
4.4 stationery
4.5 brochures
4.6 vouchers and tickets.

EVIDENCE GUIDE
1. Underpinning skills and knowledge
1.1 To demonstrate competence, evidence of skills and knowledge in the
following areas is required:
a. principles examples of stock control documentation and system
b. common examples of stock control documentation and systems
c. safe lifting and handling procedures
d. basic stock knowledge
e. occupational health and safety
f. hygiene
g. logical and time efficient work flow.
2. Context of assessment
2.1 This unit must be assessed through practical demonstration on the-job or in
a simulated work place environment where stock receiving and storage can
be demonstrated. This should be supported by assessment of underpinning
knowledge.
3. Critical aspects of assessment
3.1 Evidence should include a demonstrated ability to efficiently and safely
receive and store stock in the appropriate industry context.
3.2 For those individuals working in an environment dealing with the storage of
food and beverage, evidence must also include a demonstrated
understanding of the health and hygiene issues to be considered.
4. Linkages to other units
4.1 This unit has a very strong link to a wide number of other operational units.
Receipt and people working in all sectors of the tourism and hospitality
industry undertake storage of stock. As, such, combined
training/assessment with a wide range of other units may be appropriate.
These units should be selected to suit the specific industry sector and work
place.
4.2 In a kitchen, restaurant or bar environment this unit should be assessed
with or after unit ITHHGHS01AES Follow workplace hygiene procedures.

KEY COMPETENCIES IN THIS LEVEL KEY COMPETENCIES IN THIS LEVEL

UNIT UNIT

Collecting, organising and analysing 1 Using mathematical ideas and 1

information techniques
Communicating ideas and 2 Solving problems 2
information
Planning and organising activities 2 Using technology 1
Working with others and in teams 2

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Section 4
Delivery strategy
4.1 The content plan
Note: In delivering the material below, trainer or teachers, trainee or students and assessors ensure compliance with full
details contained in the competency standard.
Element and Performance Range of Variables Additional Content Training Topics Activity Visual
Criteria
01. Take delivery of stock. This unit applies to all Identify areas and personnel Pre OHT 1
hospitality sectors. responsible for receiving Dis
and storing stock
This unit may apply to stock Define internal and external Pre OHT 2
received from both internal and suppliers and the products PA
external suppliers. they supply GW

1.1 Incoming stock is accurately Stock may include but not Chemical products Receiving stock:
checked against orders and limited to:  check incoming stock Q OHT 4
delivery documentation in  food Pre
accordance with enterprise  beverage  record incoming stock Dis OHT 5
procedures.  equipment OHT 6
 linen, room supplies and
housekeeping items  identify incoming stock. PA OHT 7
 stationery OHT 8
 brochures HO 1
 vouchers and tickets
1.2 Variations are accurately  souvenir products.
defined, recorded and
communicated to the
appropriate person.
1. Items are inspected for damage, Stock control systems maybe Stock control system Pre OHT 9
quality, use-by dates, breakage manual or computerised Dis
or discrepancies and records system.
are made in accordance with
enterprise policy.
2. Fresh items are inspected for
quality, size, freshness in

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 Element and Performance Range of Variables Additional Content Training Topics Activity Visual
Criteria
accordance with enterprise
requirement and variations are
communicated to the
appropriate person.

02. Store stock.

2.1 All stock is promptly and safely Receiving process and Dem
transported to appropriate rejecting product
storage area without damage.
2.2 Stock is stored in the Transporting stock Dis HO 2a-b
appropriate area. Storing stock PA
2.3 Stock levels are accurately Recording stock Dem
recorded in accordance with GW
enterprise procedures. PA
CS
2.4 Stock is labelled in accordance Labelling and tagging stock Pre OHT 10
with enterprise procedures. Dis a-b

03. Rotate and maintain stock.

3.1 Stock is rotated in accordance Rotating stock Pre OHT 11
with enterprise policy. Dis
3.2 Stock is moved in accordance See 2.1
with safety and hygiene
requirements.
3.3 Quality of stock is checked and Checking stock Pre OHT 12
reported.
3.4 Excess stock is placed in Handling excess stock Dis OHT 13
storage or disposed of in Maintain store area
accordance with enterprise
and/or government
requirements and any problems
are promptly identified and
reported.

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 Element and Performance Range of Variables Additional Content Training Topics Activity Visual
Criteria
3.5 Stock recording systems are Stock recording system OHT 14
used with speed and accuracy.

Legend:
Group work – GW Questioning – Q Presentation – Pre
Guest Speaker – GS Discussion – Dis Demonstration - Dem
Case Study – CS Brainstorm – B Practical Application - PA
Handout – HO Research – R Role play – RP
Video – V Project – Pro Simulation – S
Overhead Transparency – OHT Excursion – Ex

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4.2 How to teach the competency standard
What skills, knowledge and How will I transfer the skills, knowledge and attitude to the trainee or student?
attitude do I want the trainee or
student to have?
Identifying areas and personal Trainer or teacher to show OHT 1 [Areas and personnel responsible for receiving and storing stock] and
responsibilities for receiving and storing discuss with trainee or students about that topic.
stock.
Defining internal and external supplier and Trainer or teacher to show OHT 2 [Internal and external supplier].
products they supply. Trainee or students to work in small groups to list examples of product s supplied by both internal and external
suppliers.
Receiving stock:
 check incoming stock Trainer or teacher to question the trainee or students about their understanding of the purchasing cycle.
Trainer or teacher to show OHT 3 [The purchasing cycle].
Trainer or teacher to discuss with the trainee or students about the sequence of stock handling.

 record incoming stock. Trainer or teacher to show the trainee or students samples of:
OHT 4 [Purchase order]
OHT 5 [Purchase record]
OHT 6 [Purchase specification format]
OHT 7 [Request for credit memo]
OHT 8 [Daily receiving report].
Handout 1 [Receiving process and rejecting product].
Trainer or teacher to present the function of each document and give direction about how to use and complete
the document. Trainer or teacher to discuss the relationship between each process.

Stock control system Trainer or teacher to show OHT 9 [Cycle of stock control] and discuss with the trainee or students about the
sequence of stock control systems and documents needed.
Trainees or students to practice checking, identifying, recording incoming stock accurately and rejecting
Identifying incoming stock. products by using the documents following the steps of the receiving process.

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 What skills, knowledge and How will I transfer the skills, knowledge and attitude to the trainee or student?
attitude do I want the trainee or
student to have?
Labelling and tagging stock. Trainer or teacher to give the trainee or students Handout 2a-b [Transporting stock] and demonstrate the
ways to transport stock promptly and safely. Trainees or students practice to transport stock promptly and
Transporting stock safely, follow the guidelines.
Trainer or teacher to show OHT 10a-b [Marking and tagging the stock] and discuss with the trainees or
students.

Storing stock Trainer or teacher to discuss the procedure of storing stock.

Trainees or students to practice how to store stock appropriately.

Recording stock Trainer or teacher to demonstrate how to record stock. Trainees or students to work in small groups to record
stock levels by using the case study.

Rotating stock Trainer or teacher to show OHT 11 [Rotating stock] and discuss with trainees or students about:
 What is rotating stock?
 Why the stock must be rotated?
 How to rotate stock?

Checking stock Trainer or teacher to show OHT 12 [Check and report the quality of stock].
Trainer or teacher to explain and discuss with the trainees or students one point at a time about ways to check
and report the quality of stock.

Handling excess stock Trainer or teacher to explain and discuss with the trainees or students about the ways to handle excess stock.

Maintain store area Trainer or teacher to show OHT 13 [Maintain store area].
Trainer or teacher to explain and discuss with the trainees or students, why the store area should be
maintained?

Stock recording system. Trainer or teacher to show OHT 14 [Stock recording] and discuss with the trainees or students.

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4.3 Support materials
(Overhead transparencies/
Handouts)
 OHT 1

Areas and personnel responsible for

receiving and storing stock

Areas, which are involved with, stock control:

a. Purchasing department
b. Receiving department
c. Accounting department
d. Storeroom
e. User outlets:
 bar
 restaurant
 kitchen
 housekeeping
 laundry
 recreation
 front office.
Personnel’s who are responsible for receiving and storing stock:
 purchasing manager  executive chef
 purchasing officer  sous chef
 receiving boy  chef de partie
 storekeeper  executive housekeeper
 accounting manager  assistant housekeeper
 cost control  houseman
 bar manager  room boy/ maid
 barman  laundry manager
 restaurant manager  laundry supervisor
 assistant restaurant  recreation manager
manager  recreation attendant
 head waiter  front office manager
 restaurant supervisor  receptionist.
OHT 2

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 Internal and external supplier

A. Internal supplier:
 laundry
 pastry and bakery
 art and printing
 artist
 butchery
 garden manager
 florist.

B. External suppliers
Product Supplies of:
 food
 beverage
 equipment
 linen, room supplies and housekeeping
items
 stationary
 brochures
 vouchers and tickets
 souvenir products
 chemical products.

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 OHT 3

The purchasing cycle

(Hotel operation)

USER
USER
DEPARTMENT/
DEPARTMENT/
SECTION/
SECTION/
OUTLET
OUTLET

Requisition Form

Issues
Required STOREROOM
STOREROOM
products

Stores
Products

PURCHASING
PURCHASING
DEPARTMENT
DEPARTMENT
Purchase Purchase Order/
Requisition Record

Purchase
Order/
Purchasing
Record
Order/
Record

SUPPLIER
SUPPLIER ACCOUNTING
ACCOUNTING RECEIVING
RECEIVING
DEPARTMENT
DEPARTMENT
Check Invoice

Delivers products, Invoice

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 OHT 4

Purchase order

Purchase Order Number: Order Date:

Payment terms:

To: From/ Ship To:

(Supplier)

(Address)
Delivery Date:

Please Ship:

Quantity Units Unit Total

Ordered Description Units Shipped Cost Cost

Total cost
IMPORTANT: This purchase order expressly limits acceptance to the terms and conditions
stated above, noted on the reverse side hereof, and any additional terms and
conditions affixed hereto or otherwise referenced. Any additional terms and
conditions proposed by seller are objected to and rejected.

Authorised Signature

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 OHT 5

Purchase record

(Supplier)

Date Item Unit Price No of Total Invoice Comments

Ordered Description Units Cost No

A Purchase Record is a detailed record of all incoming shipments from suppliers.

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Package for Hospitality Training – Receive and store stock 16
 OHT 6

Purchase specification format

(Department/ Outlet)

1. Product Name:

2. Product Used for:

Clearly indicate product use (such as olive garnish for beverage, hamburger patty to
grill-fry for sandwich, etc)

3. Product General Description:

Provide general quality information about desired product. For example, “ice berg lettuce:
heads to be green and firm without spoilage, excessive dirt, or damage. No more than 10
outer leaves. Packed 24 heads per case.

4. Detailed Description:

Purchaser should state other factors that help to clearly identify desired product.
Examples of specific factors, which vary by product being described, may include:
* Geographic origin * Grade * Density
* Variety * Product size * Specific Gravity
* Type *Portion size * Container size
* Style * Brand name * Edible yield, trim

5. Product Test Procedures:

Test procedures can occur at the time the product is received and as/ after the product is
prepared/ used for example, products that should be at a refrigerated temperature upon
delivery can be tested with a thermometer. Portion-cut meat patties can be randomly
weighed. Lettuce packed 24 heads per case can be counted.

6. Special instructions and requirements:

Any additional information needed to clearly indicate quality expectation can be included
here. Examples include bidding procedures, if applicable, labeling and/or packaging
requirements, and special delivery and service requirements.

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 OHT 7

Request for credit memo

(PREPARE IN DUPLICATE) Number:

From: To:

Credit should be given on the following:

Invoice Number: Invoice Date:

Product Unit Number Price/ Unit Total Price

Reason: Total:

Delivery Person Authorizing Signature

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 OHT 8

Daily receiving report

Example:
JAKARTA INTERNATIONAL HOTEL
Daily receiving report food

DATE 22/11/2000 Sheet No. 124F/11/2000

Entry Item Supplier Quantity Location Checked

No. in by:
1 Ice-cream (vanilla) PT Walls 2 x10l Freezer

2 Floor (self raising) PT Jaya 5 x 25kg Dry store

Mills
3 Cooking oil PT Pondok 2 x20l Dry store

4 Rice PT Pondok 2x25kg Dry store

5 Breakfast cereals PT Pondok 2x Dry store

cartons
6 Continental bread PT Sarah 12 loaves Dry store
Lee
7 Milk PT Indo 20 l Cool
Dairy room
Bandung
8 Vegetables – PT Fresh 10kgs Cool
carrots Foods 2 cartons room
lettuce 2 cartons
cabbages 1 carton
egg plant 2 bags
onions 3 cartons
beans 1 box
pumpkins 2 bags
potatoes 2 cartons
tomatoes 1 carton
chilly

____________________ _______________
Signature -Receipts clerk Signature -Supervisor

Package for Hospitality Training – Receive and store stock 19

 HO 1

Receiving process and

rejecting product

A. Receiving process:

 inspect incoming products against a purchase order

(used at large properties) or a purchase record (used at
small properties)

 inspect incoming products against the purchase

specifications to confirm that the quality of the incoming
products meets the operations standards

 inspect incoming products against the delivery invoice

 accept the products by signing the delivery invoice

 move products to storage for quality and security

reasons. it is very poor practice to allow the suppliers
delivery person to place items in storage

 complete the daily receiving report or other forms as

require.

B. Rejecting product

There are several reasons for refusing goods:

 the goods were not ordered

 the goods are not of specified quality

 the ap price is not quoted

 goods were not delivered on time

 too much were delivered, items are over weight or over

count

Package for Hospitality Training – Receive and store stock 20

  damaged goods or packaging.

Package for Hospitality Training – Receive and store stock 21

 OHT 9

Cycle of stock control

PURCHASING  Purchase Requisition, Purchase Order, Delivery

Docket, Invoice, Statement

RECEIVING  Purchase Order, Delivery Docket, Invoice, Daily

Purchasing Master Sheet

STORAGE  Bin Cards, Perpetual Inventory Sheets, Par-stock

Sheets, ABC Stock Control, Min-max Stock Control

ISSUE  Store Requisitions, Par-stock Issues, Return,

Transfers

DEPARTMENT/ SECTION

EXTERNAL INTERNAL
EXTERNAL INTERNAL
CONCUMPTION
CONSUMPTI
CONSUMPTI CONCUMPTION
ON
ON

SALES
SALES COST
COST

RECORD
RECORD RECORD
RECORD

Package for Hospitality Training – Receive and store stock 22

Package for Hospitality Training – Receive and store stock 23
 OHT 10a

Marking and tagging the stock

Marking and tagging facilitate proper stock rotation

and inventory evaluation.

Marking

The date of delivery and price directly on the

shipping or storage container before the product is
placed in storage makes it easier to withdraw the
oldest products from inventory first. When the value
of the entire inventory must be calculated, having
the cost of items noted on product containers
makes this task easier.

Tagging

Involves attaching a tag to an item with the name of

the item, its weight, cost, etc. written on the tag. The
information on the tag is useful when employees fill
out requisition forms, and the tags are used by
some operations for control purposes.

Package for Hospitality Training – Receive and store stock 24

 HO 2a

Transporting stock
1. Wear safe clothing, rubber soled,
closed-toe, low-heeled shoes, no loose fitting
jewellery, gloves.
2. Identify and check condition of products
to classify and grouping it.
3. Read data sheets before transport the
chemical products. Never put together with
other products.
4. Check all wheeled equipment; check
hand trucks, carts, and conveyors for condition
and serviceability.
5. When stacking flat trucks ensure that
they are out of traffic areas.
a. Keep space from nearest edge, heaviest
and bulkiest on the bottom and make sure
that the load is balanced.
b. Move them slowly, watching out for people
and things in front of you.
c. Stack item in storeroom safely.
6. Get help when you are lifting heavy items.
7. Make sure that the traffic lanes are well marked
and free of obstructions. Open swinging doors
carefully and slowly.
8. Use the right kind of ladder. Stand two rungs from
the top while reaching.
9. Proper lifting techniques.

Package for Hospitality Training – Receive and store stock 25

 HO 2b

Transporting stock (cont’d)

Many injuries occur because persons trying to lift

heavier objects in an unsafe manner. Many injuries
due to stress and strain can be avoided by using
the correct technique how to lift properly and safely.

Correct way to lift Reason why

Test the weight of an Do not surprise your
object before lifting back
Put one foot alongside For balance
the object; one foot
behind
Keep back straight; bend Puts weight on your
knees legs; they can take it
better then your back

Tuck-in chin and neck Protect you from neck

strains

Grip with palms, not just For a firm grip

fingers
Draw object close; tuck Keeps body weight
in arms and elbows centred

Package for Hospitality Training – Receive and store stock 26

 OHT 10b

Marking and tagging the stock (cont’d)

A typical two-part meat tag

F.I.F.O MEAT TAG

Delivery Date : _______________________________________________

Supplier : _______________________________________________
Item : _______________________________________________
Type of Cut : _______________________________________________
Weight Received : _______________________________________________
Cost Unit : _______________________________________________
Total Unit : _______________________________________________
Natural Wastage : _______________________________________________

F.I.F.O MEAT TAG ISSUES :

DATE WEIGHT EXT
Delivery Date :
___________________________________________________________
Supplier :
___________________________________________________________
Item :
___________________________________________________________
Type of Cut :
___________________________________________________________
Weight Received :
____________________________________________________
Cost Unit :
___________________________________________________________
Total Unit :
___________________________________________________________
Natural Wastage:
___________________________________________________________

Package for Hospitality Training – Receive and store stock 27

 OHT 11

Rotating stock

Rotating stock is a way to maintain that the quality

of products is maintained within the appropriate

time.

The system commonly used in hotel operations is

referred to as First In First Out (F.I.F.O). The rule of

F.I.F.O. is easier to follow – each new product

received will be placed in the back of or underneath

the products, which are already there (items which

have been stored the longest should be used first).

Package for Hospitality Training – Receive and store stock 28

 OHT 12

Check and report the quality of stock

Inspect condition of the stock as follows:

 quality
 suitable temperature and packaging
 damage to packaging and canning
 discolouration, bruises, freezer burns
 odours, moulds, spores
 maturity
 viscosity, clarity
 composition
 canning dates
 use-by dates
 packing dates
 expiration dates.

If the goods are not in the good condition, report to

the appropriate person for preventative action.

Package for Hospitality Training – Receive and store stock 29

 OHT 13

Maintain store area

Security:
 lockable storage area
 precious storage
 limited access
 effective inventory control procedures
 central inventory control
 secure design
 lighting and monitoring.

Quality:
 rotate food stock
 proper temperatures
 clean storage areas
 ensure proper ventilation and air circulation.

Record keeping:
 perpetual inventory
 physical inventory.

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 OHT 14

Stock recording

1. Perpetual inventory system

This control relies on careful record keeping
and it requires two documents:
 bin card
 par stock.

2. Physical inventory system:

 comparing actual stock with the theoretical
inventory level
 assessing the usage and cost of goods
sold for the period, both overall and each
category
 computing cost of purchases against
usage for the period
 providing information for a profit and loss
statement for the period.

Package for Hospitality Training – Receive and store stock 31

 Case Study 1

YOU HAVE RECEIVED THE FOLLOWING GOODS:

1. From : SISI Butchery

Invoice No. : 11011

Item Unit Quantity Unit price

RUMP STEAK Kg 12 Rp. 43.000

GROUND BEEF Kg 8 Rp. 27.500

KING PRAWNS Kg 7 Rp. 78.000

SMOKED BEEF Pack, 180 gr 12 Rp. 17.500

2. From : ACHOYS Fresh & Green

Invoice No. : 06037

Item Unit Quantity Unit price

ICEBERG LETTUCE Kg 10 Rp. 18.000

CUCUMBER GREEN Kg 7 Rp. 20.000

POTATO Kg 25 Rp. 6.500

ONION Kg 18 Rp. 5.000

CARROT Kg 20 Rp. 7.300

3. From : BAGA’S Liquor

Invoice No. : 1451

Item Unit Quantity Unit price

COCA COLA Carton (24 cans) 10 Rp. 78.000
@ 180 ml
GRAND MARNIER (LIQUEUR) Cs (680) 2 Rp.630.000

B. SCOTH (SPIRIT) Cs (750) 3 Rp. 1.270.000

H. CHABLIS (WINE) gal 4 Rp. 810.500

Package for Hospitality Training – Receive and store stock 32

 Case Study 2

By following the information above:

1. Identify all of incoming goods, and prepare credit memo

for the following to be returned:
 rump steaks, excess fat and untrimmed
 potato, inconsistent grading (size).

2. Transfer all acceptable items onto a daily receiving

sheet by using additional information as follow:
 meat, transferred by Lia
 vegetables, transferred by Andi
 beverages, transferred by Nona.

3. Goods distribution to:

a. Directly:
 king prawns
 carrot.

b. Storage:
 rest of food.

c. Beverages, according to their specification.

Package for Hospitality Training – Receive and store stock 33

Package for Hospitality Training – Receive and store stock 34
Section 5
Assessment
5.1 Workplace assessment issues

5.1.1 Workplace assessment

Assessment is the process of collecting evidence and making judgements on progress

towards satisfying the performance criteria set out in the competency standard. At the
appropriate point, judgement is made as to whether competence has been achieved.
Assessment identifies the achievements of the trainee rather than relating the performance of
the trainee to other trainees.

5.1.2 Competent

Ask yourself the question, “what does an employee really need to be able to do?” The
answer to this question will tell you what we mean by the word “competent”. To be competent
in a work related skill implies that the person is able to:
 perform at an acceptable level of skill
 organise the required tasks
 respond and react appropriately when things go wrong
 fulfil a role in the scheme of things at work
 transfer skills and knowledge to new situations.

When you assess this competency you must take into account all of the above issues to
reflect the real nature of work.

5.1.3 Recognition of current competence

An integrated national assessment principle provides for the recognition of current

competencies regardless of where they have been acquired. Assessment recognises that
individuals can achieve competence in a variety of ways:
 prior qualifications
 informal learning.

Recognition of current competence gathers evidence to assess an individual against

competency standards in order to determine whether they have achieved the required
competence for a job role or for recognition for a formal qualification. The assessment of
recognition of current competence is undertaken by industry certified workplace assessor.

5.1.4 Assessors

In workplace situations, an industry certified assessor would determine whether a worker was
competent to undertake the tasks entailed by this unit of competency. If you are certified to
assess this unit, then you may choose from the methods offered in this guide, or develop your
own to conduct assessment. Assessors must look at the evidence guides in the competency
standards before arriving at the assessment methods to use.

5.2 Underpinning skills and knowledge

5.2.1 Assessment of underpinning skills and knowledge

Evidence should include a demonstrated ability to correctly explain and apply principles and
practices in the hospitality industry.

Package for Hospitality Training – Receive and store stock 31

You must now assess your trainees or students underpinning skills and knowledge. This
section must be completed before you go on to the next section. Underpinning skills and
knowledge for competency standard are:
a. principles of stock control
b. common examples of stock control documentation and systems in the tourism and
hospitality industries
c. stock security systems
d. safe lifting and handling procedures
e. basic knowledge of relevant stock.

Should your trainees or students not have the underpinning skills and knowledge required,
you must ensure that you deliver this material before you progress to the next section.

This training may be delivered through a variety of activities including:

 theory/practical session
 workplace observation
 workplace training
 questioning – oral/written
 role play
 project work/case study.

5.2.2 Examples of assessment tasks

Use these tasks to determine if your trainees have the necessary underpinning skills and
knowledge. The table below can be used to record the result of each student and what further
training is needed.

Assessment tasks Yes No Further training

needed

Explain the main storage areas in a kitchen and the

required temperatures of each area.

What is the danger zone?

5.3 Suggested assessment for Receive and store

stock
The following pages list some of the methods that can be used to assess this competency.
The proposed assessments have been designed to address each element, performance
criteria and underpinning skills and knowledge for the competency.

Results of a successful assessment should indicate sufficient and relevant knowledge and understanding
to be able to infer competence. Therefore the trainee is assessed as either competent / competence to be
achieved. Examples of assessment results sheets are included in Appendix 1 and 2.

Package for Hospitality Training – Receive and store stock 32

 Evidence gathering methods

Assessment of practical demonstration in the workplace may include observation of the trainee or student:
 taking delivery of stock
 rotating and maintaining stock
 storing stock.

Third party/documentary evidence may include:

 peer or supervisor report (written or oral)
 copies of stock records (levels, quality) made by the candidate.

Oral questions or some form of written assessment/project would be useful to determine underpinning knowledge such as:
 basic knowledge of relevant stock according to specific industry sector and workplace
 stock security systems.

In off-the-job assessment, simulated activities could be used to allow the trainee or student to provide evidence of skills through
practical demonstration
 set up of a simulated store room situation that allows the candidate to demonstrate general stock handling procedures (industry
realistic timeframes should be applied)
 role-play relating to procedures required when stock may be damaged, past use-by dates or of poor quality.

Package for Hospitality Training – Receive and store stock 33

Sample methods On-the-Job Off-the-Job

1. You work in the bar of a small boutique hotel. It is your responsibility to order and receive stock. The cellar
is located at the rear of the hotel. Every Thursday at about 9:30 AM you receive your weekly deliveries ü
for the bar. This normally includes a range of wines, spirits, liqueurs and packaged beer. A separate
delivery of keg beer is scheduled for 10.00 AM. The regular driver is off sick today and to your dismay
at 9.55 AM a relief driver turns up and starts unloading directly in front of the bar. Your order for 10
kegs of beer has arrived at the cellar on time and the driver is eager for you to sign the delivery docket
and be on his/her way. You open at 11.00 AM, and the relief driver has just about completed
unloading. It is now 10.15 AM; you have two deliveries to check in separate locations and a bar to
open in 45 minutes. Describe the range of problems associated with this situation and provide some
solutions to rectify the problem as quickly as possible.
2. You are a room attendant in a large hotel and you discover that you have insufficient supply of bed linen to
complete your room allocation. Follow enterprise procedures to receive stock so that the task can be ü
completed as soon as possible.

Questions On-the-Job Off-the-Job

Questioning should focus on:

1. Techniques and processes
 Why is it important to accurately check incoming stock against orders and delivery documentary?
ü
2. Communication with others
 Who should you notify of any discrepancy between an order form and a delivery docket? ü
3. Organisation and planning
 Why is it important to be prepared for delivery of incoming stock? ü
 What types of activities would be completed in preparation? ü
4. Problem solving
 What should you do if the stock delivered is damaged? ü
5. Health and safety
 How you would observe OH & S principles when transporting? ü

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Package for Hospitality Training – Receive and store stock 35
Appendices
 Appendix 1

Competency Assessment Result

Unit Code: ITHHBKTA03AEA Title: Receive and store stock

Trainee or student Name:

Assessor Name:

The trainee was assessed as: Competent 

Competency to be achieved 
Feedback to trainee:

Signatures

The trainee or student has been Signature of assessor:

informed of the assessment result and
the reasons for the decision

Date:

I have been informed of the Signature of trainee or student:

assessment result and the reasons for
the decision

Date:

Package for Hospitality Training – Receive and store stock Appendix 1 – Page 1
 Appendix 2

Group Trainee or student Assessment Record

Unit Code: ITHHBKTA03AEA Title: Receive and store stock

Group:

Assessor Name:

Trainee or student Name Competent Competency

to be
Achieved

Package for Hospitality Training – Receive and store stock Appendix 2 – Page 1
 Appendix 3

List of overheads and handouts

Overhead Handout Title

number Number
(OHT) (HO)
1 Areas and personnel responsible
for receiving and storing stock

2 Internal and external supplier

3 The purchasing cycle

4 Purchase order

5 Purchase record

6 Purchase specification format

7 Request for credit memo

8 Daily receiving report

1 Receiving process and rejecting

product

9 Cycle of stock control

2a-b Transporting stock

10a-b Marking and tagging the stock

11 Rotating stock

12 Check and report the quality of

stock

13 Maintain store area

14 Stock recording

Package for Hospitality Training – Receive and store stock Appendix 3 – Page 1
 Appendix 4

Trainee or student Evaluation Sheet

Unit Code: ITHHBKTA03AEA Title: Receive and store stock

The following statements are about the competency Agree Don’t Disagree Doesn’t
you have just completed. Please tick the appropriate know apply
box.
1. There was too much in this competency to
cover without rushing.    
2. Most of the competency seemed relevant to
me.    
3. The competency was at the right level for me.
   
4. I got enough help from my trainer or teacher.
   
5. The amount of activities was sufficient.
   
6. The competency allowed me to use my own
initiative.    
7. My training was well organised.
   
8. My trainer or teacher had time to answer my
questions.    
9. I understood how I was going to be assessed.
   
10. I was given enough time to practice.
   
11. My trainer or teacher feedback was useful.
   
12. Enough equipment was available and it
worked well.    
13. The activities were too hard for me.
   
The best things about this unit were

The worst things about this unit were

The things you should change in this unit are

Package for Hospitality Training – Receive and store stock Appendix 4 – Page 1
 Appendix 5

Hotel and Restaurant Materials

Amendment List

Unit code: ITHHBKTA03AEM

Unit title: Receive and store stock

Example:

No Amendment Version Page Line Amender Date

number number number initials completed

1. Replace ‘garish’ into ‘garnishes’ 34 5 WW 12 Mar. 02

No Amendment Version Page Line Amender Date

number number number initials completed

1.

2.

3.

4.

5.

6.

7.

8.

9.

10.

11.

12.

13.

14.

Package for Hospitality Training – Receive and store stock Appendix 5 – Page 1