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Stores Documentation

Purchase Specifications

Purchase specifications state the exact specifications of the product in terms of:

size
quality
weight
packaging
standards
storage conditions.

Delivery details may also be stipulated. For example, the location of the hospitality/catering operation’s stores area and loading bay. This may be located away from the kitchen or preparation area and so must be known to delivery personnel.

Specific details may be stipulated regarding delivery times and dates also. This is not being particular and unreasonable. The busiest time for a kitchen is during meal service and so it is advisable to request no deliveries during meal service periods. If deliveries do arrive at these times, there is less chance that goods will be adequately checked against delivery dockets and invoices, and more chance that goods may be left in unsuitable storage conditions until someone has time to store them appropriately. In addition, due to the very nature of the hospitality/catering industry, many establishments do not open during “normal” business hours, and so alternative delivery times may need to be negotiated.

Compiling Commodity Specifications

A number of techniques are at your disposal including:

Involve personnel from each section that will handle the commodity, e.g. supplier, store, receiving officer, chefs)
Carry out evaluation trials on basic commodities to determine loss factors and portion yields
Liaise with major suppliers concerning market grades and ways in which commodities may be purchased.

Standard Purchasing Specification

Apples for Two Different Menu Applications

Baked apples - the eating qualities, appearance and the texture need to be of a high standard as the whole apple is served to the customer.

Apple sauce - the eating qualities must be good, but a lower grade of apples may be specified as they will be peeled, cooked and pureed.

Type	Quality points	Size	Purchase unit	Packaging	Estimated turnover	Price	Special requirements
Granny Smith	Fancy grade good texture regular shape	70 mm	Cartons 100s	Cardboard carton with cardboard separator	2	$2.00 kg	Early delivery no cold storage
Granny Smith	Standard grade	55 mm	Carton 125s	Cardboard carton with cardboard separator	1	$1.00 kg	Late delivery

To view individual documentation forms such as invoices, credit notes, etc., click on the link below:

Documentation

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