Inventory Control of Food & Beverage Service Store Room

F & B Departments of Hotels and restaurants follow strict control procedures with regard to all storage areas containing inventory of value. To outline storeroom and inventory control procedures. To protect and control the company’s capital investment in inventories. Under the responsibilities of Director of Food and Beverage

FOOD STOREROOM

1. Access to the Food Storeroom should be restricted to the Food Purchaser, Storeroom Attendants and Kitchen Managers.

2. Delivery people and other hotel personnel will not be permitted in the storeroom.

3. Food Storeroom keys should be controlled in accordance with standard key control procedures as outlined in Accounting SOP “Key Control”.

a. Keys must be signed out and in through the control system located at PBX or in security, depending on the property.

b. The Food Storeroom key(s) should never be part of the hotel master key system.

c. Key(s) should not be left accessible in any part of the kitchen or storeroom at any time. When signed out, they must always be in the possession of the Food Purchaser or a Kitchen Manager.

4. All food items should be issued by requisition only. Each property should establish a requisition system to expedite issues. Requisitions are for access control only! They should not normally be priced and costed for a daily food cost. It is Trust policy to avoid “Daily Food Costing”, as it is normally not worth the time and effort involved.

5. Properties may choose to make exception to this policy only under special circumstances and with the approval of the Regional Vice President and Vice President, Food and Beverage. All requisition must be approved and signed by the Manager/Supervisor of the department originating the requisition.

6. Storeroom hours must be established, both for issue of requisition and receiving of new product. Each property must establish an LSOP regarding storeroom hours so as to keep traffic and interruptions to a minimum. This will allow the Storeroom Attendant to be more effective and also ensure that time is available for storeroom cleaning and organization.

7. Food Storeroom inventory should be laid out in the same order as the “MIS” sheets to simplify control, inventory taking and ordering.

8. The temperature of all walk-ins should be monitored on a regular basis. All walk-ins should be equipped with an external reading thermometer for ease in monitoring. Walk-in temperature should be checked periodically with handheld thermometers to verify the accuracy of the external thermometer.

9. Food Storeroom temperature and humidity should be monitored and controlled within a reasonable range to prevent spoilage and stale products.

10. All food inventory items must be dated as received and rotated using the “FIFO” (FIRST IN, FIRST OUT) System.

11. A meat tag system must be used for all whole fresh meat and whole seafood items.

BEVERAGE STOREROOM

12. Access to the Beverage Storeroom will be restricted to the Beverage Manager and Beverage Clerk only. Other hotel personnel will not be permitted in the beverage storeroom.

13. Delivery people will be permitted in the Beverage Storeroom only as necessary to deliver their product.

14. Beverage Storeroom keys will be controlled in accordance with standard key control procedures as outlined in Accounting SOP “Key Control”.

a  Keys must be signed out and in through the control system located at PBX or in security, depending on the property.

b. The Beverage Storeroom key(s) should never be part of the hotel master key system.

c. Key(s) should not be left accessible in any part of the lounges or storeroom area at any time. When signed out, they must always be in the possession of the Beverage Manager or Beverage Storeroom Clerk.

4. All beverages will be issued by requisition only.

5. The Beverage Storeroom will not maintain a regular schedule of hours. The Beverage Clerk will fill and deliver all requisitions. A sign should be posted at the back dock and at the Beverage Storeroom entrance with a phone number or pager instructions for beverage delivery persons if the Beverage Clerk is not present in the Beverage Storeroom.

6. Beverage Storeroom inventory should be laid out the same as the Beverage Perpetual Inventory Book. See Trust F&B-SOP-40, “Perpetual Beverage Inventory”.

7. The temperature of all Beverage Storeroom walk-ins should be monitored on a regular basis. All walk-ins should be equipped with an external reading thermometer for ease in monitoring. Walk-in temperatures should be checked periodically with handheld thermometers to verify the accuracy of the external thermometer.

8. Beverage Storeroom temperature and humidity should be monitored and controlled within a reasonable range to prevent spoilage of wines and liqueurs.

9.  All beverage inventory items should be rotated using the “FIFO” (FIRST IN, FIRST OUT) method.

10. All wines must be controlled with a “Bin Tag System”. “Wine Bin Tag System”.

PAPER, CLEANING, CHEMICALS and MISCELLANEOUS SUPPLIES

15. These items must be kept in a secure, locked storage area at all times.
Access should be restricted to Food and Beverage Management only.If these items are kept in the Food Storeroom, they should be stored away from all food items, preferably in a separate “cage” or area.

16. Keys for these storage areas should always be controlled in accordance with standard key control procedures as outlined in Trust Accounting SOP, “Key Control”.

a. Keys must be signed out and in through the control system located at PBX or in security, depending on the property.

b. The storeroom keys should never be part of the hotel master key system.

c. Key(s) should not be left accessible in any of the storeroom areas.

17. All supply items will be issued by requisition only. All requisitions must be approved and signed by the Manager/Supervisor of the department originating the requisition.

18. There will be no regular hours for this storeroom. Department Managers / Supervisors will be responsible for requisition/issue of items on an as-needed basis.

19. This storeroom should be laid out in the same order as the inventory sheets for the items stored.

20. Temperature and humidity should be monitored and controlled to prevent spoilage of or damage to products.

21. All supply items must be rotated using the “FIFO” system.

CHINA, GLASS, SILVER, LINEN and MISCELLANEOUS SERVING EQUIPMENT

22. These items must be kept in secure, locked storage area at all times. Access should be restricted to Director of Food and Beverage Control only.

23. Keys to this storeroom should be controlled in accordance with standard key control procedures as outlined in Trust Accounting SOP, “Key Control”.

24. Keys must be signed out and in through the control system located at PBX
or in security, depending on the property.

25. The china, glass, silver, linen and miscellaneous serving equipment storeroom keys should never be part of the hotel master key system.

26. Key(s) should not be left accessible in any part of the hotel or storeroom.

27. All items will be issued by requisition only. All requisitions must be approved and signed by the Director of Food and Beverage.

28. There will be no regular hours for this storeroom. The Director of Food and Beverage will be responsible for requisition and issue of items on an as- needed basis.