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Introduction
Wine & Dine Café specialize in wines all around the world and healthy meals. The company started on June 2000 and has grown to employ more than two hundred internal employees now. Currently, we operate in over 100 countries worldwide with the branches we begun launching in 2003 after major expansion and profit realization. The senior management for all is located here in Canada, which is the main and the largest branch with over 5000 seat capacity for normal customers, 1000 for middle-class and about 500 for special guests. Our most recent top priority plans includes expansion to the countries we have not covered, as well as ensuring improved corporate social responsibility and customer service.
The company orders products and services from outside sometimes from various outlets and the main duty of the Purchasing Agent will be to facilitate and coordinate this process within and without the organization. This is an almost daily business which is a 24 hour operation throughout the week but you will be working in shifts of eight hours with other staff in your capacity, mostly during the day from 7 am to 15 pm. The most common types of products you will be dealing with will involve normal food like sandwiches, soups, salads and desserts that pair well with wines, drinks like wine, fresh milk and associated products. Most of them are sourced from England but a good number within the country.
I wish to welcome you to this organization where we will cooperate for the wellbeing of organization. Our organization also values employees and thus provides good remuneration and benefits.
Commodity products specifications
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Chickens
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Date processed: not more ore than 10 days processing prior to reception
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Class: broiler/fryers, 9 C.F.R. Part 381, 3.8 kg
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Origin: only reared within the country of origin (USA)
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Body temperature: normal
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The related products include wing meat (portions of the wing), Dark meat (use 41% in all mixtures), and white meat (50%).
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Sampling: sample forty pieces of meat for sampling after reception
Other products
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Salads: local types
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Soups: chicken soup, local tastes
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Desserts: butterscotch sauce, local tastes.
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Sandwiches: Honey mastered chicken type made within the specified region-Canada and the USA.
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Wines: Riesling / Chardonnay / Cabernet-Sauvignon / Merlot
Purchasing and ordering
The formal procedures utilized in our company is through Request for Proposal (RFP) and Invitation for Sealed Bid (IFP) unless for small amounts. You shall proceed as follows for formal procedures;
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Describe all items, develop instructions for providing the services and then advertise in a newspaper or website through the information support staff. Instructions and response documents are emailed to potential bidders
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Analyze and tabulate responses, and submit to staff for recommendation and award of contract
For small purchases, describe products, then instructions, obtain price quotes for at least four suppliers in the local set up, prepare the price quote documentation sheet and show the awarded supplier and time set for the price. Submit for approval to caterer after that.
Where it is necessary to make quick purchases so as to avoid interruption of operations or services, you will be required to develop a non-competitive negotiation to establish contract and price. Keep a record of the log of these purchases containing name of item, amount in dollars, vendor and emergency reason for purposes of review by the caterer.
Purchase procedures
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The site needing products shall request through the senior chef who is responsible for evaluation and reevaluation of menu requirements, the food service clerk will then place orders placed based on price, the evaluator will receive the products and review brands and number of cases
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You will be required to receive food specifications from the service director who will have approved brand and quality and substitutions
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The purchasing office shall proceed after receiving price requested earlier
Receiving
The commodities must not complete 30 days before processing and reception. The following is the procedure for receiving commodities for those products spending considerable length of time;
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Check the container against the name of the products and the manufacturer, check carefully for any damages and missing orders
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Check all the products for quality and quantity per every product and verify them against the orders
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Prepare the claims for damaged, rotten or other defective products where necessary in a list, verify and validate claims
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Communicate the complains with the issuer or the supplier through the information department
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Lobby for claim and forward the claims to the assistant manager
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Answer any claims from the supplier and forward to assistant manager
Shipment should be accepted after being fully satisfied of the requirements
For urgent orders
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Receive the products and check for quality for all the products
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Forward claims and solve them directly with the supplier
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Record and forward the claims as per the product number, quantity, and quality
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Record stock levels for every product and file it appropriately
Storage
All materials for storage should be handled carefully not to damage physical appearance, color or the quality content. The storage area must meet temperatures levels specified by the manufacturer for various products. The technical department must be made aware of any variations for necessary adjustments
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Check the products brought in for the specified weight and size, grade, density, drained weight, weight rage and record the variation. All the variations should be forwarded to the assistant manager and you need to report back to the purchasing office
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Prepare the test samples for quality testing as follows before storage;
Meat: 60% of all the meat products should be prepared
All the other products should be checked to make sure they bear the original manufacturers name and mark of quality. -
Forward all the complains to the assistant manager and make sure the supplier is also aware of the defect products
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Meat should be stored in a refrigerators
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Forward claims and solve them directly with the supplier
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Record and forward the claims as per the product number, quantity, and quality
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Record stock levels for every product and file it appropriately
Inventory Control and Issuing
There should be an assessment for inventory turnovers every week for each product.
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Lock all storage areas when unattended. The receiver is responsible for all the inventory discrepancies
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Authorized written requisition is required before any amount of food product leaves the store. For very urgent cases, it is allowed that the requisitions be made over the phone or other quicker procedure, but there must be proper documentation for all cases against the destination and the receiver. Verification must be provided for that the product is required by the destination
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The quantity required is what shall be issued at any given time
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There will be unannounced inventory checks regularly in a month, and any discrepancies recorded, examined and reported for further steps
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A reconciliation statement for the store room physical inventory on a dollar basis should be prepared and recorded to feature the following (Buchanan, 2002);
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Opening inventory
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Plus
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Total food available
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Less: Issues from the storeroom
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Total value of food that should on hand
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Closing inventory: Physical
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Overage.
Inventories should be taken again when overage or storage is more than 2% of the total value of food that should be on hand. In addition, the transactions should be reviewed, security investigated, and accuracy of receiving and issuing reviewed.
A perpetual inventory control over the high-cost and /or high volume meat items need be maintained-number of pieces, portions, and pounds
References
Buchanan Robert. Receiving, Storage, Issuing, Inventory: Evaluating Food Service Establishments&Key Check Points HE-205 . Web.
First Choice: A Purchasing Manual for School Food Service, 2nd Ed. NFSM. Web.
THHGGA06B. Receive and store stock. Web.
Order from us for quality, customized work in due time of your choice.