PURCHASING BEVERAGES

WINE PURCHASING. Glass Bottle Carafe Split or half-bottle.

WINE LISTS. a wine list, the term used to describe your menu of wine offerings selected for your own particular operation and guest expectations.

Bottle Size (Capacity) Common Name Description 0.100 liters Miniature (mini) A single-serving bottle 0.187 liters Split ¼ a standard bottle 0.375 liters Half-bottle ½ a standard bottle 0.750 liters Bottle A standard wine bottle 1.5 liters Magnum Two bottles in one 3.0 liters Double Magnum Four bottles in one.

SPIRIT PURCHASING. Spirits have an extremely long shelf life; the period of time they can be stored with no significant reduction in quality. Thus, you can make a “mistake” and purchase the wrong spirit product without disastrous results, but only if that product can be sold over a reasonable period of time. Guest preference will dictate the types of liquors that are appropriate for any given operation, but it is your responsibility to determine product quality levels in the beverage area..

Well liquors are those spirits that are served when the guest does not specify a particular brand name when ordering..

Call liquors are those spirits that guests request by name, such as Jack Daniel’s, Kahlua, and Chivas Regal. Extremely expensive call liquors are sometimes referred to as premium liquors..

BEER PURCHASING. Beer is the most highly perishable of alcoholic beverage products. The pull date, or expiration date, on these products can be as short as a few months or even a few weeks..

Size (US Gal) Size (Liters) No. of 12-oz. Drinks No. of 16-oz. Drinks No. of 20-oz. Drinks Weight Common Name 1.32 5 14 10 8 - Mini-keg/(singel use/recyclable) 5 18.9 53 40 32 Home Keg 5.23 19.8 55 41 33 Sixth Barrel 6.6 25 70 52 42 "Half Barrel" (Europe) 7.75 29.3 82 62 49 90 lb. Quarter Barrel/Pony Keg 13.2 50 140 105 84 Import Keg (standard European "Barrel") 15.2 58.7 165 124 99 140-170 lb. Half Barrel/Full Keg.

PURCHASE ORDERS. Regardless of the food or beverage items to be purchased, managers should use a purchase order to request delivery of needed items. A purchase order (PO) is a detailed listing of products requested by a buyer. A PO may include a variety of product information but must always include the quantity ordered and the price quoted by the supplier. Figure 3.17 is an example of a simple yet effective PO form..

Purchase Order Information. Vendor information Purchase order number Date ordered Delivery date Name of person who placed the order Name of person who received the order Name of ordered item.

Advantages of a written purchase order are many and include:.

RECEIVING FOOD AND BEVERAGE PRODUCTS. There are four requirements for effective receiving: Proper location Proper tools and equipment Proper delivery schedules Proper staff training.

PROPER LOCATION. The “back door,” which is most often used for receiving, is frequently no more than that, just an entrance to the kitchen. In fact, the receiving area must be adequate to handle the job of receiving, or product loss and inconsistency will result..

the receiving area must be large enough to allow for checking products delivered against both the delivery invoice, which is the seller’s record of what is being delivered space required to count and weigh incoming items, accessibility to equipment required to move products to their proper storage area and to dispose of excess packaging is important. A location near refrigerated storage areas is desirable for maintaining deliveries of refrigerated and frozen products at their optimal temperatures.

PROPER TOOLS AND EQUIPMENT. Scales: Scales should be of two types: those accurate to the fraction of a pound (for large items) and those accurate to the fraction of an ounce (for smaller items and pre-portioned meats). Scales should be calibrated (adjusted) regularly to ensure their accuracy..

Wheeled Equipment: These items, whether hand trucks or carts, should be available so that goods can be moved quickly and efficiently to their proper storage areas..

Box cutters: These tools, properly maintained and used, allow the receiving clerk to quickly remove excess packaging and thus accurately verify the quality of delivered products. Of course, care must be taken when using this tool, so proper training is essential to minimize any safety hazards..

Thermometers: Foods must be delivered at their proper storage temperatures. You must establish the range of temperatures you deem acceptable for product delivery. For most operators, those temperatures are:.

OINO 4-30 ouw. Calculator: Vendor calculations should always be checked, especially if the invoice has been prepared by hand. It is most helpful if the calculator used has a physical tape (as on an adding machine) that can be used by the receiving clerk when needed. The calculator should also be available in case the original invoice is either increased or decreased in amount because of incorrect vendor pricing or because items listed on the invoice were not delivered. In addition, invoice totals will change when all or a portion of the delivery was rejected because the items were of substandard quality..

PROPER DELIVERY SCHEDULES. ACCEPTANCE HOUR Usually off peak hours like 9:00 to 10:30AM REFUSUAL HOUR Usually 11:00AM to 1:00PM.

PROPER STAFF TRAINING. Receiving personnel should be properly trained. When they are well trained, they can verify the four key characteristics of delivered items: 1. Weight 2. Quantity 3. Quality 4. Price.

WEIGHT. receiving clerks should be required to weigh all meat, fish, and poultry delivered. only exception to this rule would be unopened Cryovac (sealed) packages containing items such as hot dogs, bacon, and the like. the entire case should be weighed to detect shortages in content When the receiving clerk or supplier is very busy, the temptation exists to weigh all of the products together..

The following example shows why it is important to weigh each item rather than the entire group of items as a whole. Assume that you ordered 40 pounds of product from Bruno’s Meats. The portion of the PO detailing the items you ordered is displayed in Figure 3.19. When the Bruno’s delivery person arrived, all three items were in one box and the deliverer was in a hurry..

He, therefore, suggested that your receiving clerk simply weigh the entire box. Your receiving clerk did just that and found that the contents weighed 40.5 pounds. Since the box itself weighed about ½ pound, she signed for the delivery. When she began to put the meat away, however, she weighed each item individually and found the information in Figure 3.20. If you called the supplier to complain about the overcharge (₱12,425.00 total price per the PO—₱11,637.50 actual value of delivered items = ₱787.50 overcharge), you would likely be told that the misdelivery was simply a mistake caused by human error. It may well have been, but the lesson here is to always instruct your receiving personnel to weigh delivered items individually, even if your staff member is in a hurry..

Item Ordered Unit Price Total Ordered Total Price Hamburger ₱ 112.50 lb 10 lb ₱ 1,125.00 New York Strip Steak ₱ 350.00 lb 20 lb ₱ 7,000.00 Corned Beef ₱ 430.00 lb 10 lb ₱ 4,300.00 Total 40 lb ₱ 12,425.00.

When an item is ordered by weight, its delivery should be verified by weight. It is up to the operator to train receiving clerks to always verify that the operation is charged only for the product weight delivered. Excess packaging, ice, or water in the case of produce can all serve to increase the delivered weight. The effective receiving clerk must be aware of and be on guard against deceptive delivery practices..

QUANTITY. Suppliers typically make more mistakes in not delivering products than they do in excessive delivery. Shorting is the term used in the industry to indicate that an ordered item has not been delivered as requested. If the item is listed on the delivery invoice, the delivery driver should sign a credit memo. A credit memo indicates an adjustment to a delivery invoice must be made. Credit memos should be filled out in triplicate (three copies)..

Figure 3.21 Credit Memo. CREDIT MEMO Unit Name: Vendor: Delivery Date: Invoice *: Credit Memo #: Correction Item Quantity Short Refused Price Amount Original Invoice Total: _____________________________ Less: Credit Memo Total: __________________________ Adjusted Invoice Total:_____________________________ Additional Information: __________________________________________________________ ____________________________________________________________________________ ____________________________________________________________________________ Vendor Representative:__________________________________________________________ Vendor Representative Telephone #:________________________________________________ Operation Representative:________________________________________________________ Operation Representative Telephone #:______________________________________________.

PRICE. In the area of training staff to verify proper pricing, two major concerns should be addressed: 1. Matching PO unit price to delivery invoice unit price 2. Verifying price extensions and total.

MATCHING PO UNIT PRICE TO DELIVERY INVOICE UNIT PRICE.

VERIFYING PRICE EXTENSIONS AND TOTAL. Price extension is just as important for you to monitor as is the ordered/delivered price. Price extension is the process by which you compute extended price. Extended price is simply the unit price multiplied by the number of units delivered..

For example, if the price for a case of lettuce is ₱900.00 and the number of cases delivered is six. The extended price is calculated as follows:.

Extended price verification is extremely important. It is critical that the receiving clerk verify: Unit prices Number of units delivered Extended price computations (Unit price × Number of units delivered) Invoice totals.

RECEIVING RECORD OR DAILY RECEIVING SHEET. Some large operations use a receiving record when receiving food and beverage products. This method, although taking extra administrative time to both prepare and monitor, has some advantages..

A receiving record generally contains the following information:.

Receiving Report Date: 2-Jan Supplier Invoice# Item Unit Price No. of Units Total Cost Distribution A B C D E Dairy O T-16841 ½ pt. milk ₱ 12.00 800 ₱ 9,600.00 75 600 125 - - Tom's Rice 12785 Rice (bags) ₱ 600.00 3 ₱ 1,800.00 - 1 - 2 - Barry's Bread J-165 Rye ₱ 31.00 25 ₱ 775.00 - 25 - - - Wheat ₱ 25.50 40 ₱ 1,020.00 20 - 20 - - White ₱ 24.00 90 ₱ 2,160.00 40 10 - 40 - Total Units 958 135 636 145 42 0 Total Cost ₱ 15,355.00 Distribution Key: Comments: A= Coffee Shop D=Storeroom B=Banquet Kitchen E=Sundry (nonfood items) C=Direct Use.