Assessment Tasks and Instructions

Student Name
Student Number
Course and Code
Unit(s) of Competency and Code(s) SITXINV007 Purchase goods
Stream/Cluster
Trainer/Assessor

Assessment for this Unit of Competency/Cluster Details

Assessment 1 Project
Assessment 2
Assessment 3
Assessment conducted in this instance: Assessment 1 2 3

Reasonable Adjustment
1. Has reasonable adjustment been applied to this assessment?
No No further information required

Yes Complete 2.
2. Provide details for the requirements and provisions for adjustment of assessment:

Student to complete
My assessor has discussed the adjustments with me
I agree to the adjustments applied to this assessment
Signature Date

2nd Assessor to complete

I agree the adjustments applied to this assessment are reasonable
Name

Signature Date

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Assessment Guidelines
What will be assessed
The purpose of this assessment is to assess you underpinning knowledge to complete the tasks outlined in the
elements and performance criteria for this unit of competency and relating to the following aspects:

Performance Evidence

 determine and confirm purchasing requirements for at least six of the goods listed in the knowledge evidence
 make purchase arrangements for the goods to meet different:
o end product requirements
o customer specifications:
 numbers
 special requests
 assess supplier capacity to meet price, quality and delivery expectations for each of the above goods
 complete above purchasing activities following organisational requirements for stock ordering, including
procedures and documentation.

Knowledge Evidence

 specific industry sector and organisation:

o features of products sold and the expected level of quality
o formats for and contents of workplace documents that describe supply requirements
o forecasting methods for calculating required quantity of goods
o formats for and inclusions of job costings that describe purchase price limitations
o sources of product and supplier information
o sources of information on negotiated cost of supply, contractual arrangements and preferred supplier
arrangements
o formats for and inclusions of supplier specifications for the purchase of goods
o full content of stock ordering procedures and documents
o individual stock ordering responsibilities
 sources of information to determine purchase requirements:
o buffet designs
o catering orders
o customer specifications:
 numbers
 special requests
o event orders
o event running sheets
o function orders
o menus
o operational itineraries for crew
o passenger itineraries
o passenger lists
o recipes
o reservation profiles
o rooming lists
o standard yields

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 goods that need to be purchased by a business:
o alcoholic or non-alcoholic beverages
o cleaning agents and chemicals
o customer travel products:
 luggage labels
 travel bags
 travel wallets
 tickets
 vouchers
o event supplies
o food:
 dairy products
 dry goods
 fresh goods
 frozen goods
 fruit or vegetables
 meat, poultry or seafood
o fuel:
 aircraft
 coaches
 hire cars
 vessels
o general stores
o housekeeping supplies
o linen
o merchandise
o uniforms
 considerations in determining quality and suitability of stock on hand:
o ability to meet customer requirements:
 numbers
 special dietary requirements
 special requests
o ability to meet requirements of:
 event
 menu
 recipe
 touring itinerary
o for food:
 currency of best by or use by dates
 freshness
 size
 weight
 numbers of goods on hand
 organisational procedures for the supply of goods:
o completing purchase orders
o gaining authority to purchase
o limitations on which suppliers can be used
o who is authorised to negotiate and purchase
 assessment of supplier capacity to meet price, quality and delivery expectations:
o comparing price with previous supply costs
o visual assessment
o taste test for food

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 o visual assessment
o taste test for food
o checking on others’ satisfaction with the supplier
 determinants of the quality of goods:
o ability to meet:
 customer specifications
 organisational quality specifications
 portion requirements
o currency of best by or use by dates
o freshness
o size
o weight.
Place/Location where assessment will be conducted

Resource Requirements
Computer, calculator, telephone, internet connection, Stock supplies for quality and suitability assessment,
job costings, existing supplier contracts as these exist in the organisation or RTO, stock control procedures
used in the organisation or RTO.

Instructions for assessment including WHS requirements

You are required to determine and confirm purchasing requirements for 6 different goods categories listed in
Question 3 of this project.
You are required to address and answer all questions included in this project. Your trainer will be available to
discuss your purchasing analysis and further actions and negotiations required on the following date and
time: _______________________________________________________ .

You will be provided with feedback on your project following the submission of your work.

Statement of Authenticity
I acknowledge that I understand the requirements to complete the assessment tasks
The assessment process including the provisions for re-submitting and academic appeals were explained
to me and I understand these processes
I understand the consequences of plagiarism and confirm that this is my own work and I have
acknowledged or referenced all sources of information I have used for the purpose of this assessment
Student Signature: Date: 20 / 07 /2023

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This assessment: First Attempt 2nd Attempt Extension – Date: / /

RESULT OF ASSESSMENT Satisfactory Not Yet Satisfactory

Feedback to Student:

Assessor(s) Signature(s): Date: / /

Student Signature Date: / /

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Assessment 1

Project

Your tasks:

1. Choose an area of operations relevant to your job role which may include:

Food operations

Food and Beverage

Housekeeping

Reception

Tourism outlet

Travel services

Event management

Operation/Department: Food and Beverage Job role: Kitchen Assistant _

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2. Provide a brief overview of the operational area, the hierarchy of command and the basic procedures in
place for sourcing new supplies and suppliers. If you are not working in industry, explain how this applies in
your training environment/department.

Food and Beverage is a service to provide and deliver food and beverage to customers at a
certain location. And a kitchen assistant assists cooks and kitchen supervisors with all tasks
necessary to ensure that kitchen operations run smoothly. They perform all cleaning, washing,
and preparation duties required in kitchens.
The hierarchy in kitchen is: Head Chef > Sous Chef > Line Cook > Commis Chef > Kitchen
Assistant.
Selecting suppliers can be done based on a variety of methods. Smaller enterprises may
choose a local supplier that has the necessary items needed. The number of suppliers will vary
based on the goods or services needed. In general the following considerations may be
applied when reviewing or choosing suppliers:
 Existing suppliers for all products with an analysis of the service and pricing
 Other suppliers in the market place that could provide the services and products needed
 Location of suppliers - local, state and interstate as well as online including overseas
 Wholesale and retail suppliers

The next step in sourcing a supplier is to conduct research. It might utilise the internet, the
Yellow Pages phone book or ask colleagues to recommend an appropriate provider for the
service required. It would then contact a number of suppliers who specialise in that service and
obtain detailed quotes. Contact them by telephone or email. Phoning is a more proactive
approach while a written quote will provide specific and accurate information.

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3. Identify and list 6 different types of goods relevant for your area of operations which need to be purchased
in the near future. The products must be selected from the following categories:

□ alcoholic or non-alcoholic beverages

□ cleaning agents and chemicals
□ customer travel products:
□ luggage labels
□ travel bags
□ travel wallets
□ tickets
□ vouchers
□ event supplies
□ food:
□ dairy products
□ dry goods
□ fresh goods
□ frozen goods
□ fruit or vegetables
□ meat, poultry or seafood
□ fuel:
□ aircraft
□ coaches
□ hire cars
□ vessels
□ general stores
□ housekeeping supplies
□ linen
□ merchandise
□ uniforms

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4. List the specific requirements which require the purchase of these goods based on e.g. an upcoming
function, banquet sheet, special customer requirements, an event, low stock, reservations or as applicable
including the order of urgency for ordering these supplies. Provide details for how you have identified these
requirements including consideration of any existing stock you have in storage.

The menus must be pre-planned and can be specific to a theme or special events. Gala
dinners and buffets are usually used to provide a luxury provision to guests. Special events and
entertainment can be offered with the food correlating with it.
In all kitchens it is essential that the chefs inspect the contents of the dry and wet stores. After
each service period food or put in place, leftovers must be packed away appropriately and
stored at the correct temperature.
Items must be assessed in regards to their usability and whether they are still fit for purpose. If
they are there are 2 options. If they can be used for the normal menu they should be used first,
following FIFO principles. If they do not fulfil the specifications of the menu dishes listed, they
may be able to be adapted to specials or staff meals.
The frequency of purchasing varies depending on exact needs. This is because excessive
stock can spoil or go off, which will be a negative impact on the cashflow, or there are
restrictions to how much stock can be stored on site.
Depending on the organisation, there will be different methods for placing and collating
purchasing information. Beverage requirements based on existing menus and historical data
on consumption.
Once the initial planning is done it is necessary to also focus on stock control impacts on
purchasing. All establishments will have some stock control measures in place. In essence
what is needed is the total list of requirements then an analysis of the existing stock levels to
determine the actual purchasing needs.

5. Contact the relevant department heads/ supervisor or persons relevant for these product needs and clarify
concise specifications and quantities required. Detail with whom you have communicated and what was
determined.

Head Chef and function manager will discuss about what and how many needed to purchase
after stock check and any special function(s) in the coming week.

6. Which forecasting methods form the basis for calculating the quantities required? How is the choice of
forecasting method established?

Sales forecast should be the best calculating method as it is based on the past index for
projecting the future view. By using the previous year sales data and apply an expected
increase in total sales of 15%. Use the popularity index then can calculate the total sales
expected for the month, then distribute the sales to each item based on their popularity index.

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7. Identify the stock on hand, list the quantities available and indicate whether these need to be considered in
your purchasing order.

Please see the table below for the kitchen inventory:-

Date Best before Date / Stock Check
Stock Item Quantity Received Quantity on hand
Received Used by Date Date
Fresh Full
2023-07-13 2023-07-20 4 x 4L/bottle 2023-07-18 0 x 4L/bottle
Cream Milk
Mozzarella
Cheese 2023-07-13 2024 3 x 1kg/bag 2023-07-18 1 x 1kg/bag
(Shredded)
Flour 2023-07-13 2024 1 x 10kg/bag 2023-07-18 1 x 10kg/bag
Black Tea
2023-07-13 2024 2 x 100 bags/box 2023-07-18 1 x 100 bags/box
Bags
Eggs 2023-07-13 2023-07-20 5 x 30 each/carton 2023-07-18 0 x 30 each/carton
Frozen Hash
2023-07-13 2024 3 x 2kg/bag 2023-07-18 2 x 2kg/bag
Browns
Frozen Mixed
2023-07-13 2024 3 x 2kg/bag 2023-07-18 2 x 2kg/bag
Berries
Lettuce 2023-07-13 N/A 3 x 5kg/box 2023-07-18 1 x 5kg/box
Beef Ribs 2023-07-13 2023-07-23 2 x 20kg/box 2023-07-18 1 x 20kg/box
Duck Legs 2023-07-13 2023-07-23 2 x 20kg/box 2023-07-18 1 x 20kg/box
Peeled
Banana 2023-07-13 2023-11 2 x 10kg/bag 2023-07-18 1 x 10kg/bag
Prawn Meat

From the above table, the quantity of fresh full cream milk, and eggs are zero, and the stock of
mozzarella cheese, lettuce, beef and duck are low. Thus, those mentioned items can all include
into the purchasing order.

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8. Determine the price limitations for 3 products you have listed on your purchase list using job costings from
your organisation. How does this affect the maximum price you can pay for the purchase of the product?
Why? Are there any processes for this in your workplace or in the RTO? What are these?

Among the purchasing orders, alcoholic beverages, staff uniform and continental dishes of
food items are kept from regular budgeting. Staff uniform may or may not be fixed and it can
be fixed in accordance with the instantaneous requirement. Alcoholic beverages are kept out
of event management list due to variable demand of customers as some customers favour soft
drink. Thus, without prior ordering, these cannot be placed in the budget. Customers do not
generally order continental dishes across the World. As a result, without prior order, these
orders cannot be placed, otherwise the company will suffer a great loss.
The uncertainty of product fluctuation and dynamic pricing affect the maximum pricing
capability of an event management of organization. Therefore, it can be inferred that the price
limitation impacts the maximum price of the purchased products in a negative fashion as their
performance becomes limited by the price limitation.
The forecasting process is used in eliminating price limitation at RTO and the forecasting
method is often used to eliminate the price limitation process at RTO. Projection method and
qualitative technique are used to remove price limitation.

9. Write the purchasing list based on your requirements and the stock on hand.

Item Required Amount Amount in-stock Amount need to order

Coke 10 x 2L/bottle 1 x 2L/bottle 9 x 2L/bottle
Dishwash Detergent 1 x 5L/bottle 0 x 5L/bottle 1 x 5L/bottle
Fresh Cream Milk 4 x 4L/bottle 0 x 4L/bottle 4 x 4L/bottle
Eggs 5 x 30 each/carton 0 x 30 each/carton 5 x 30 each/carton
Mozzarella Cheese 3 x 1kg/bag 1 x 1kg/bag 2 x 1kg/bag
(Shredded)
Black Tea Bags 2 x 100 bags/box 1 x 100 bags/box 1 x 100 bags/box
Lettuce 3 x 5kg/box 1 x 5kg/box 2 x 5kg/box
Beef Ribs 2 x 20kg/box 1 x 20kg/box 1 x 20kg/box
Duck Legs 2 x 20kg/box 1 x 20kg/box 1 x 20kg/box

10. List the suppliers who are used by your establishment to source these products from.

Please find the supplier in Australia for each of the followings:-

 Food and Beverage items: The Distributors Brisbane, if want to find a supplier that supply
product grown, made or produces in Queensland, please search the directory from
https://foodandbeverage.hpw.qld.gov.au/directory
 Cleaning agents and chemicals & Housekeeping supplies: Brisbane Wholesale Cleaning
Supplies, Agar cleaning products Brisbane
 Decoration items: Express Party Supplies, Party Supplies Emporium
 Uniforms: The Uniform Edit, Printed workwear

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11. Identify the organisational purchasing procedures which form the basis for purchasing goods and sourcing
suppliers in your establishment and provide the details for these.

There are few instructions that the purchasing staff should follow under Queensland
Government:-
 Ensure all activities associated with buying goods and services comply with government
and department purchasing and procurement policy External link (DoE employees only)
and procedural requirements.
 Ensure all purchasing activities comply with the Minimum quotation requirements External
link (DoE employees only).
 Ensure all purchasing or procurement documentation is retained to support the purchase
or procurement process.
 Ensure that all staff involved (delegates, decision makers and advisors) in purchasing and
procurement activities have declared any conflicts of interest, and that those conflicts are
appropriately documented and managed in accordance with the department’s Conflict of
interest procedure.
 The Purchasing / Procurement Delegate and Financial Delegate must NOT be the same
person on the one activity. (using a Corporate card is the only exception to this, as both
delegations are exercised at time of payment)
 Report any situations of potential fraud, corruption, misconduct or general policy non-
compliance in relation to a purchasing or procurement activity, in accordance with Dealing
with purchasing and procurement non-compliance External link (DoE employees only)
instructions and the Reporting fraud and corruption procedure.
 Provide approval of contract extensions or variations, before seeking final approval from
the financial delegate.
 Provide advice and guidance on the purchasing or procurement process.
 Endorse/approve and facilitate the purchasing and procurement process according to the
Purchasing and procurement delegations External link (DoE employees only).
 Endorse/approve Alternate Sourcing Strategies according to the Purchasing and
procurement delegations External link (DoE employees only)

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12. Source 2 suppliers (other than those you currently use) in your area or region and obtain information for
prices and service provisions for the 6 products you have identified for purchasing in Question 3. (info may
be entered in table) – You are required to list your sources of information

Item need to be purchase Supplier 1 Supplier 2

Food The Distributors Brisbane Good Food Warehouse
Beverage The Distributors Brisbane Good Food Warehouse
Cleaning agent and chemicals Brisbane Wholesale Cleaning Agar cleaning products
Supplies Brisbane
Housekeeping supplies Brisbane Wholesale Cleaning Agar cleaning products
Supplies Brisbane
Decoration Express Party Supplies Party Supplies Emporium
Uniforms The Uniform Edit Printed workwear

Please find the website of the above mentioned suppliers:-

 The Distributors Brisbane: https://www.thedistributorsbrisbane.com.au/Shop
 Good Food Warehouse: https://www.goodfoodwarehouse.com.au/t-wholesale-food-
suppliers-brisbane.aspx
 Brisbane Wholesale Cleaning Supplies: https://bwcs.com.au/
 Agar cleaning products Brisbane: https://agar.com.au/brisbane/
 Express Party Supplies: https://www.expresspartysupplies.com.au/party-supplies-and-
decorations-in-brisbane.html
 Party Supplies Emporium: https://www.partysuppliesemporium.com.au/
 The Uniform Edit: https://www.theuniformedit.com.au/find-us/brisbane/
 Printed workwear: https://www.printedworkwear.com.au/brisbane-uniforms-australia/

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 13. Using the table below enter the details for product specifications and prices from your existing supplier and
those from your 2 new sources.

Conditions e.g. delivery time frames

Availability
Price Account Requirements
Payment terms

Item/Product Qty Purchase Specification Exist X Z Existing Supplier Supplier X Supplier Z

In Qty Comparable
Stock size/Qty/Quality
Coke 1 10 2L/bottle 3.5 4.0 2.0 Delivery Delivery 5 Delivery 5
everyday days days for
for all day afternoon all day
Once off Monthly Weekly
Free No Free
delivery discount delivery
over $500 over $800
Eggs 0 5 30each/carton 20 22 18
Lettuce 1 2 5kg/box 12 14 10
Beef Ribs 1 1 20kg/box 40 42 38
Duck Legs 1 1 20kg/box 160 180 140
Dishwash 0 1 5L/bottle 30 32 28 Delivery 3 Delivery 2
Detergent days days for
afternoon all days
Weekly Monthly
No Free
discount delivery
over $300

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14. Analyse and compare the prices and conditions and provide an overview of your findings (given that you
would have to make a decision based on the best deal and conditions for supply).

For example:

a. Prices
b. Prices based on quantities you would require overall (within the total order based on quantities
required)
c. Conditions like payment terms and conditions and requirements for purchasing e.g. cash sale or
establishing an account etc.
d. Availability of stock

We refer to the contents in table listed in the previous question, although the existing supplier
can supply different stocks in different categories, the price is not the most cost-effective, it can
deliver everyday for all day with a discount that offer a free delivery when purchase over
$500.00. The only disadvantage is it’s payment term that only accept once-off payment, it may
be difficult to maintain the cash flow.
The suppliers for stocks in food and beverage, and cleaning agent only provide delivery
service 2 or 5 day per week, their food are the most cost-effective. Their payment terms are
weekly and monthly respectively which is more easy for the cash flow. Also, they both offered
free delivery service after certain value of purchase.
It is good to change from the existing supplier to supplier Z if the quality of goods are same for
increase gain for the shop.

15. Conduct an assessment of the quality of goods for the suppliers of goods identified in Question 14. List the
methods you will employ to do this to ensure you will get quality supplies. Your responses need to include
reliable processes to ensure quality will be ensured.

When sourcing supplier, it is important to consider the needs of the business and its
philosophy. We should source the suppliers from product range, availability, service provision,
reliability, price, specific requirements and quality. As s result, a supplier list might come out
after sourcing as each category might have a sourced supplier.

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16. Take your findings to your trainer or Supervisor and discuss the options for further price negotiations. What
has been discussed and determined, and how does this fit in with the requirements established in Question
11?

There is few ways for getting an effective price negotiation with suppliers. Firstly, bring new
value to supplier by being a gateway to new market or reduce supplier’s risks. This is the
easiest way to redefine the relationship with the supplier. Secondly, we can change the way we
buy by re-think purchasing bundles and consolidate purchase orders. Last but not least, create
a new supplier by explore new supply source or bring in a supplier from an adjacent market.

17. Write the purchase order(s) following the analysis and discussion with your trainer and specify the order of
priority according to the needs identified in Question 4.

(Please refer to another attached Word file)

18. Draft emails for each supplier you have determined for sourcing your supplies and inform each supplier of
the requirements and specifications you have determined. Ensure the details of your organisation and the
supplier clearly feature in the email including contact details, salutation, dates/timelines, etc.
Attach the relevant purchase order(s) for each supplier as relevant.

Dear suppliers,

I’m XXX, the head chef at ABC restaurant. This mail is to inform you regarding the products I
want to sell in my company. You need to deliver premium quality products with exclusive
product ranges for becoming our reliable supplier. I have grabbed an order from one of my
potential customers to provide good quality foods and beverages in their party on 30th July
2023. You have to assure me that you are not going to compromise with the quality of products
and prices will be reasonable. The support from your side can influence my thinking for our
future business developments. I have attached one purchase order with this email so kindly
unwrap it and send me necessary products with product specifications.
If you have a minute or two to learn more about us, you can visit us here at
http://abcrestaurant.com. If I don't hear from you, I will reach out to you via phone later in the
week. Thank you.

Best regards,
XXX

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