Hotels & Resorts Standard Operating Procedure

Food & Beverage Update: 16.06.08 / DHR-CO-FBS-SOP-009

Inventory Procedures
Objective
This SOP is to ensure that the control, stock counting and of the service operating equipment is efficient and accurate. Purpose of inventory: To determine actual stock on hand against update par stock To determine actual: Breakage, Spoilage or Loss To prepare for the next expenditure budget and how much more equipment required has to be purchased. To investigate or the ways of minimizing actual loss to reduce cost.

Persons involved with stock counting: 1. 2. 3. 4. 5. Chief Steward and Assistant (If applicable) Restaurant Manager and Assistant Chief Accountant/ Assistant Chief Account and Accounting Associates F&B Manager and Assistant EAM F&B

Inventory Schedule: F&B Office and Chief Steward/ Accounting will finalize the actual day and date in conjunction with the Store Keeper. Venue: The inventory will take place in each outlet. All equipment will be brought to the inventory place and remain there until the stock inventory process has finished. The procedure will start after closing of the outlet and never before.

Inventory procedures
Timing/date of the stocktaking will be arranged so that the counting will impose a minimum of interruption/disruption in the outlet (after closing hours). Instruction will be issued to the stock-taker stating the time to be counted and the persons involved in the actual stocktaking. (Everyone involved must know where and who). All Department and Outlet managers should arrange Associates/manpower according to stock taking schedule (Preferably F&B Associates/night shift and Stewarding). Outlet manager who are in charge should prepare the equipment before stock-taking. All equipment should be arranged neatly and tidily to make it easier to count. Stocks must be labeled where appropriate. (Arranging before counting will save time and help prevent problems): Glassware Chinaware Flatware Stacked by different kind of glasses Stacked in row of 10 pieces each side lay on the table in-group of 10 pieces

This material is copyright protected and is property of Daniel G. Fuchs and Stephan Faessler. Reproduction without permission is prohibited.

Hotels & Resorts Standard Operating Procedure

Food & Beverage Update: 16.06.08 / DHR-CO-FBS-SOP-009

Inventory Procedures
Inventory procedures - Continued When counting the best method is to start on the top shelf and work from left to right. Then move to the next shelf down and do the same and so on. This to prevent items being missed on count twice. Anyone who is not involved in the stocktaking is not allowed in this location during this time. Apart from the one who is responsible for the stock or his/her representative must be present throughout counting. Two people together, one is counting and one recording. An independent person must perform test checks. Everyone coming and recording stock must sign the stock sheet for which they are responsible. When counting, use the pre-number count slips issued by the storekeeper. The storekeeper will assign pre-number count slips to the various department and outlets concerned. The recording of all items on the stock sheets must be done in ink not pencil. Any alterations to records must be signed by the person who altering the figures. The asset controller must pre-number all stock sheets for their issue and subsequent return to ensure that no stock sheets are lost. No operating equipment can be received or issued during the actual stocktaking. All I.O.U. equipment should be returned to general store before stocktaking. Any damaged or out of order equipment must be kept separate to be included in inventory. During the count, all unsealed boxes must be opened to check items and quantities. Any differences should be note and investigated by people concern. Refrigerator at each location of restaurants, and bars need to be open to show the exact amount equipment in there.

Once the stocktaking is complete, the results must be complied and compared with computer stock account to see if there are any major discrepancies. Where unreasonable losses are indicated, or where usage shows as negative, the items concerned should be recount. The accounting department will issue the results showing physical losses to management and a meeting to review consumption levels and determine appropriate action to be held with the Department concerned. STEPS (WHAT) 1. Display all equipment on the table 2. Check by steward and accounting 3. Compare figures KEYPOINTS (HOW) Place all operating equipment on the table as separate items and list down all items in control book Steward and accounting personnel will count each item accordingly After counting, they will show the figures, compare with the outlet par stock control book Stewarding will make report, submit to F&B office REASON (WHY) Counting and recording

To know the certain quantities In order to know the shortage and breakage Information for F&B Manager

4. Prepare reports

This material is copyright protected and is property of Daniel G. Fuchs and Stephan Faessler. Reproduction without permission is prohibited.