FOOD- AND BEVERAGE MANAGEMENT 1

PURCHASING
&
PORTION CONTROL
Food Purchasing, Storage and Control

• Liaison with the foodsuppliers

➲Food Buying
➲Portion Control
➲Methods of Purchasing
➲The Standard Recipe
➲Cost Control
➲Food Cost and Operational Control
➲Organisation of Control
➲Introduction to the Organisation of Recourses
➲Storekeeping

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Liaison with foodsuppliers

The supplier as well as the buyer both have responsibilities that

must be carried out to ensure proper food safety and quality.

➲ Aware of food-borne illness incidents

➲ Food safety limitations
➲ Product specifications

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Food Purchasing

➲ Once a menu card is planned, purchasing of ingredients starts

➲ You have to know:
➲ The market;
➲ Determine quantities needed;
➲ Make and use menu specifications;
➲ Make the purchase procedure;
➲ Receive and check the goods;

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Knowing the Market

➲ It's important the a food and beverage buyer has knowledge

of the items to be purchased, such as:
➲ Where they are grown;
➲ Seasons of production;
➲ Approximate costs;
➲ Conditions of supply and demand;
➲ Laws and regulations governing the market;
➲ Marketing agents and their services;
➲ Storage requirements;
➲ Commodity and product, class and grade.

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The buyer

➲ This is the person who makes decisions regarding quality,

amounts, price, what will satisfy the customers but also make
a profit.
➲ Knowledge about products;
➲ Necessary skills required in dealing with sales people, suppliers and other
market agents;

➲ Be prepared to negotiate about the prices.

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Buying methods

➲ These depend on the type of market and the kind of

operation. Buying procedures are;
➲ Informal buying
➲ This usually involves oral negotiations, talking directly
to sales people, face to face or using the telephone
normally on the market.
➲ Formal buying
➲ Known as competitive buying, formal buying involves
giving suppliers written specifications and quantity
needs

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Selecting suppliers

➲ Selecting suppliers is important in the buying process. First

consider how a supplier will be able to meet the needs of your
operation.
➲ Consider:
Price;
➲ Delivery;
➲ HYGIENE
➲ Quality
Standards.

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Principles of buying

➲ The Menu card dictates the operation's needs. Based on

this the buyer searches for a market that can supply the
company
Depending on:
➲ Type and image of the establishment;
➲ Style of operation and system of service;
➲ Occasion for which the item is needed;
➲ Storage available (dry, refrigerated or frozen);
➲ Finance available
➲ Supply policies of the organisation;
➲ Availability, seasonability, price, trends and supply
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Three types of articles

➲ Perishable:
➲ Fresh fruits, vegetables, dairy products, meat and fish.

➲ Staple long duration:

➲ Supplies canned, bottled, dehydrated and frozen
products. Rice, pasta, dry beans etc

➲ Daily use needs:

➲ Daily use or contract items are delivered frequently on
par stock basis. Stocks are kept up to the desired level
and supply is automatic beer alcohol

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What quantity and quality?

➲ Exterminating quantity and quality of items to be

purchased is important. Base this on the needs.
➲ The number of people to be served in a given
period;
➲ The sales history;
➲ Portion sizes (this is determined on the standard
recipe with a standard portion per meal served
drawn up by the chef and the management

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Other aspects of food buying

➲ The chef must inform the buyer of quantities. The

buyer must be aware also of different packaging sizes,
such as jars, bottles, cans and the yield from each
package. Grades, styles, appearance, composition,
varieties, quality factors must be indicated, such as:

➲ Color; texture; size; absence of defects; bruising;

irregular shape; maturity.

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Buying tip

➲ If there is lots of supply prices go down

➲ See if you can benefit
➲ Example; lots of salmon on market and low prices in a
certain season and lots of freezing space available

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PORTION CONTROL

• Portion Control means controlling the size or quantity

of food and beverage to be served to each customer.

• The type of customer or establishment

• The quality of the food

• The buying price of the food

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PORTION CONTROL EQUIPMENT

• Scoops for icecream or rice

• Ladles for soups and sauces
• Butter pats mould, giving 10 grams each
• Fruit juice glasses, 100 grams
• Soup plates or bowls, 14,16, 17, 18 cm
• Coffee-measuring machine
• Individual pie dishes
• Moulds
• Coupes etc.

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 PORTION AMOUNTS

• The following list of the approximate number of portions that are

obtainable from various foods

• Soup : 4 portions in a litre

• Starter : 120–180 gram per portion
• Fishfillet : 6 portions to the kg
• Fish on the bone: 4 portions to the kg
• Sauces : 70 grs each
• Meats: Roast boneless: 5 portions per kg
• Sirloinsteak : 120-180 per portion
• etc.

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Methods of BUYING

• There are different methods for buying, each depending on the

size and volume of the business.

• The primary market; (source of supply)

• Directly from the farmer

• The secondary market;(wholesale distributor or middle man)

• The tertiary market. (retail or cash/carry)

• From the shop around the corner

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Standard BUYING specifications

• Standard buying specifications in case of formal buying are documents

which are drawn up for every article describing exactly what is required for
the establishment.

Fresh: meat; fish; fruit and vegetables; milk and eggs.

Manufactured: bakery goods; dairy products.

Processed: frozen foods like meat, fish, fruit/vegetables; dried goods;

canned goods.

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Product specification
Purchase Specification
Product Name:
Description:
Quality :
Characteristics:
Production Requirements for Supplier:
Packaging Requirements:
Method of Transport:
Delivery:
Receiving Inspection:
Satay Meat
Cubes of meat
Chicken leg meat
 Meat must be deboned and free of
cartilage, tendons, and sinews.
 Meat to fat ratio: 90/10.
 The average weight of a satay skewer
should be 40 grams.
 The cubes should be flat with an
approximate surface area of 2×3 cm and
a thickness of 1.5 cm.
 The meat should not be colored.
 No spices or other additives should be
used.
 The packaging should contain no more
than 1% moisture.
 The meat must be cut on the day of
production in a cooled workspace.
The space, materials, and equipment
must meet legal hygiene requirements
 The meat must be packed in quantities
of 90 cubes, totaling 990 grams with a
maximum deviation of 3%.
 It must be packed in vacuum bags,
trimmed no more than 5 cm from the
sealing seam.
 The bags must be labeled with the
product name and expiration date.
 Meat must be transported at a
temperature between 2 and 4 degrees
Celsius.
 It must not be transported alongside
contaminated products.
 On the day of processing, between
09:00 and 11:00.
 The temperature of the meat must be
below 7 degrees Celsius.
 The buyer has the right to randomly
check the weight per package and per
cube upon delivery.
 Additionally, the buyer has the right to
check the color, packaging, meat-to-fat
ratio, and moisture content.
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Example of standard buying specification

• Deep frozen fish

• Deep frozen fillets
• Size:, 30 cm.
• Quality: firm, no bad smell.
• Origin: Local available April-September.
• Class/grade: A.
• Weight: 250 grs each.
• Quote: per box of 10 kg.
• Packaging: cardboard box plasticized.
• Delivery: day following order.
• Storage: temperature -20C
• Note: on delivery should not be defrosted.

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The standard recipe

• Standard recipe is a recipe written out with all its different ingredients with the
quality and quantity for use in the kitchen.
• It should show the exact weights and qualities of the ingredients together with
the method of preparation and service.

• It allows makes sure that always the same dish is prepared and served to the
customers.
• It allows the management to control the cost.

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Standard Recipe

Determine the following:

• Quantities and Qualities ingredients used;

• The foodcost per portion;

• Used for;
• Menu planning;
• Buying and internal requisitioning;
• Portion control
• Food preparation and production;

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COST CONTROL

• It's important to know the exact cost of each process and every item produced

• System of cost analysis and cost information is essential.

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Advantage of a costing systeem

• It makes the profit visible per department of the organisation and shows cost of
each meal made.

• It shows possible sources of economy and can result in a more effective use of
stores, labour, materials, etc.

• Costing provides information necessary for the formation of a price policy.

• Cost records provide and facilitate the speedy quotations for special parties,
weddings, etc.
• And it enables to keep to a budget.

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Guidelines for a costing system

• Cooperation of all departments is essential.

• Costing system must be adapted to the business and not the other way
around.

• Clear written instructions for the staff who keep records.

• System must be SIMPLE and EASY

• Administration kept to a minimum.

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TOTAL COSTS

• To calculate the total cost of one item or meal provided it is necessary to

analyse the total expenditure. Basically total cost of an item consists of

• Three main elements

• Food- or Materials costs; known as variable costs.

• Labour

• Overhead.

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End of part one

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