HERE YOU WILL COME TO KNOW THE VARIOUS FORMATS USED WHILE STORING AND ISSUING FOOD OR OTHER STATIONARY ITEMS

1. POWERPOINT PERSENTATION
DESIGNED BY VIJENDER NOONWAL
ASSISTANT PROFESSOR
INSTITUTE OF HOSPITALITY & MANAGEMENT, BANUR –
140601
PH- 01762503503
DOMAIN: WWW.CHEFNOONWAL.HPAGE.COM

2. Storing control is a technique through with the
items are stored in a proper way to control
merchandise and prevent loss through theft and
spoilage. Bad storage conditions and procedures
have an adverse effect on the standard of food
and drinks sold.
Food items are kept in various types of storage –
dry stores, vegetables stores, dairy stores, and
meat boxes and freezers. On receipt the food
direct items are usually transferred to the kitchen.

3. • To control merchandise
• To prevent loss through thefts
• To control spoilage
• Focus on proper storage of costly items such
as meat tag.
• adequate supply of food items
• only authorized persons are permitted in the
store room.
•To avoid pilferages by keeping store room
locked.

4. 1. Groceries and canned goods are stored on shelves
by groups, such as – coffee, tea etc, vinegar olives
onions, sugar salt flour etc.
Food items should be stored in alphabetical
sequence in their respective groups.
There must be spaces between the floor and
merchandise in the form of a low platform of wood
or metal, for proper air circulation and sanitation.
2. Checking canned goods or spoilage
3. Perishables must be dated and priced on containers
with wax crayon immediately after being received
and should be stored in a way to facilitate “first
in”, first Out” rotation.

5. 4. Fruits and vegetables: - these must be stored in coolers as
soon as possible after receipt. The only exceptions are pot
toes, yellow onions, bananas and unripe fruit. Fruits and
vegetables must be properly segregated. A daily check must
be made for spoiled food. The proper temperature in fruit
and vegetable ice boxes is 420 F. (For more see page no 151
of f & B control author – Jagmohan negi)
5. cry-o-vac :- means meat is packed in plastic bag. It should not
be torn or punctured by rough handing or attaching meat
tag.
6. Fish should be kept constantly below 400F to ensure
maximum storage life.
7. Eggs: - eggs should be stored at 270 to 280 F. separate from
food with strong odour.

6. 1. The store should have sufficient space to be
equipped with good shelving, which will
facilitate easy identification of every stock item.
2. It should be well laid out, clean and tidy.
3. A well organized store cell minimize the
possibility of stock loss.
4. A proper control system should be evolved and
introduced.
5. Most of the hotels use preprinted index card of
each stock item. These cards indicate the
quantity and value of the amount received,
issued and stock balances.

7. 6. Ice must be kept clean and free of odors'. Walls
and shelves must be washed regularly. Floors
should be kept dry and all food should be
placed on racks so that the floor may be easily
cleaned.
7. In a small sized establishment, since the owner
or manager personally supervises the store,
simple records are required to be maintained
for using the small quantities of store items
required for day to day operation.

8. PREVENTION OF THEFT: -
 Adequate strong lock are to be used.
 Keys to the storeroom are issued only to individuals designed by
the chief accountant. The names of individuals to whom keys have
been issued are kept in a key log book.
 Keys must not be attached to the personal key rings of the users.
 When the storeroom and kitchen walk in boxes are closed for the
day, the keys in use will be placed with the front office cashier in
sealed envelope with the storeroom man’s signature written
across the seal.
 When refrigeration equipment is located in the storeroom, no
permanent key will be issued to the engineer or maintenance man.
 Only authorized persons should be permitted in the food storage
area at any time.
 During the hours the storeroom is scheduled to be open, there
must always be someone on duty.

9. Stock control is done by maintaining
1. Stock card system
2. Bin card
3. Perpetual inventory system
4. KARDEX

10.  Under this system, a stock card is kept for each
item showing information that could be recorded
on a bin card. These cards are usually kept on the
loose leaf principles.
 In addition it contains details of the recorded
quantity for the commodity plus a small plastic
indicator to draw attention when the commodity
is at a low level.

11. For each commodity stored, a separate bin card is
prepared, showing the following information:-
 Description of commodity
 Quantity of goods issued
 Date
 Balance remaining
 Accounting of goods received
 Minimum stock level

12. The main purpose of this method are: -
 To ensure that quantities purchased are sufficient
to meet anticipated need without being excessive.
 To provide an effective control over items being
stored for future use.
 Perpetual inventory card are similarly as the Bin
cards are used.
 These cards are not affixed to the self but kept
outside and maintained by persons who don’t
work in the storeroom

13.  Whenever, food items are purchased and issued
necessary entries are made in the respective cards.
Thus the perpetual inventory cards indicate how
much of an item is in stock at a particular time.
 It is possible to compare balance on the cards with
actual items on shelves to determine if any items
are not accounted for.
 These cards also indicate a par stock for each item
in stock. Par stock is a number of units related to
usage and the time needed to get delivery.
 Par stock is the maximum quantity of any item that
could be on hand at any given time.

14. All groceries and canned goods are carried in a
kardex which is maintained in the food and
beverage controller’s office. The kardex must be
arranged in the same order as the stored
merchandise and the inventory book, and should
contain the following information: -
 Name of merchandise
 Date of purchase
 Number of units purchased
 Units of merchandise issued
 Balance on hand
 Actual inventory – monthly – to be recorded in
red.

15. For proper control at this stage of control cycle,
no food-stuff should be issued without proper
requisitions. The main objectives in issuing
food are: -
1. To ensure the proper authorization for the
release of merchandise.
2. To account properly for daily food issues.

16. Requisitions are the written authority for goods to be
removed from the store into the preparation area, signed
by an authorized person such as executive chef, restaurant
manager.
When the requisition in a large one it should be submitted
well in advance before a reasonable time, so as the
storekeeper has plenty of time to collect the items together.
Requisitions are pre-numbered and in duplicate. Whenever
possible, it is recommended to print the originals and the
duplicate in different colors.
Requisitions for original copy
Meat white blue
Groceries pink green
Perishables yellow red

17. The food and beverage manager submits to the storekeeper a
written list of sub-department heads who are permitted to
make requisitions for merchandise from the stores.
Issue practice: -
1. Separate requisitions are made out, both for kitchen and bars.
2. Requisitions are made out in triplicate: - original copy (White)
to store room, duplicate copy to requisition department,
triplicate (yellow) copy remains in the book.
3. Meat tags have to be attached to the butcher’s requisition and
turned over to the F & B controller.
4. Returns to the storeroom are handled in the same manner on a
separate requisition form ‘returned to storeroom.’
5. Spoilage reports are made out by the storeroom clerk and
brought to the attention of the F & B controller.

18. 6. The original of the f & B material requisition will be
sent by stores to accounting department/control.
7. The first copy will be retained by stores for stock
recording purposes.
Issue analysis
1. Requisitions are priced out, extended by the store clerk.
They are verified by the F & B controller.
2. A weekly analysed summary sheet is prepared by the
store clerk. The total value issues from the stores
should agree with the total received.
3. Issues are broken-down into meat tags and storeroom
issues.
4. Meat tag which are attached to requisitions, constitute
previous days meat consumption. They are to be
replaced by original stubs and may be taped.

20. In small operations, food production in the kitchen
may require the use of certain beverage items, such
as wines and liquors, not purchased specifically for
kitchen use. In large hotels, where many kitchens
may exist it is necessary from time to time to
transfer food items from one kitchen to another. To
determine accurate food cost, it is necessary to
maintain records of the food transferred.
The transfer form/memo/note is similar content
as the requisition form. It works like an internal
invoice. The department which issues or sells these
items should be credited for that item.
There are three types of transfers: -

21.  UNDER KITCHEN TRANSFER
 INTRA KITCHEN TRANSFER
 INTER UNIT TRANSFER

22.  When food items are transferred form one
kitchen to another, records must be maintained
as regards to the items and amount so
transferred. In hotels when one unit closes
earlier than another, cooked food items may be
transferred from one closing to one that will
remain open until a later hour. For the purpose
of determining the cost for each unit. The
amount transferred must be credited to the cost
of early closing unit and add to cost of the later
closing units. In some hotels

23.  This type of transfer is used in between two
separate departments for example bar to
kitchen and or kitchen to bar. If the food
production department require to make a sauce
with the help of wine or other spirit. or Bar to
kitchen in terms of fruits and vegetables for
making garnishes etc. then this intra kitchen
transfer it used for fulfilling this purpose.