1. Purchasing, Receiving, and Storing Foods
Chapter 11
Purchasing, Receiving, and Storing Foods

2. Purchasing
Purchasing mistakes can mean the difference between profitability and failure

3. Yields Those purchasing should know how to calculate yields
How many salads can be produced by a case of lettuce?
Each Caterer should become familiar with common grades and expressions used in purchasing
Prime vs. Choice vs. No Roll

4. Specifications
Develop product specifications for each item to be purchased –
Assures consistent yields
Works within recipe cards & cost calculations
Can vary with menu item (Steaks vs. Stews)
Timing
Make sure foods arrive ‘Just on Time’ – not too early and not too late
Know the shelf life of a product

5. Goals of Purchasing To Order the proper product
In the correct quality and quantity
At the best possible price
Delivered at the right time
From a reputable supplier

6. Ethics In Purchasing
Purchasers should be prohibited from accepting gifts above a certain value (including fishing trips)
Should show no one supplier favoritism
Should not make personal purchases from suppliers
Bids should go to the lowest bidder
As Always, there is flexibility – e.g. service level may be worth a few cents more if prices are consistently the same between suppliers
Very real problem, not so much as in the past

7. Purchasing for the catering operation
Purchasing in a catering operation is different than a restaurant
Common Mistakes
Not knowing quantities on hand
Not consolidating needs of several parties
False ‘savings” in bulk purchases, especially of perishable product
Lazy – ordering from one supplier only, instead of going to markets, etc.

8. Bulk Buying
By only in bulk of you can save 20% or more off the price and if it can be used in the next 3 months
Only if you have secure, safe storage
If the cash flow allows it
Set limits – no hoarding!
Keep inventory levels low
Stealing is harder
Easier to inventory
Not tying up money – keeps good “Cash Flow”

9. Purchasing Specifications
Talk to and learn from the salespeople form major suppliers!
Should include
Intended use
General and Detailed Descriptions
Product name
Brand or Manufacturer
U.S. Product Grade
Size of product
Age of product (beef)
For Produce - Color, ripeness, trim, “name”
PSMO,
Kill Dates
Pack Dates
8 ups

10. Selecting Suppliers Establish the rules! Should be easy to work with
Helps to think of them as partners – honest and upfront
Keep options open – even if using a main supplier, talk to the others
Suppliers can be wholesale clubs and markets

11. Meat Three Basic Sources
Local Retail Markets (Publix) – convenient but expensive – good for emergencies
Local Butcher – can buy meat be the case and break up – also cut meat to order
Distributors – (Sysco, Cheney Bros) – sometime will break cases at extra cost

12. Produce Market – can save 30% or more
Wholesale Clubs (Restaurant Depot)
Distributors
Wagon- jobber – buys the order from market and delivers for a mark up.

13. Seafood Learn the terminology Most today is frozen – Example
IQF – Individually Quick Frozen
Example
IQF Shrimp 20 – 30 PND =
Individually Quick frozen shrimp, count per pound, peeled and deveined

14. Purchase Orders Use them! Should include: Date the order placed
Payment Terms
Supplier
Description, quantity, quoted cost of each unit
Area for receiving person to verify acceptance
Extension of final price,
Signatures of Supplier agent and Receiving person
Most large suppliers have on line ordering

15. Tips for Buting
Edible portion cost – lowest price not necessarily the least expensive – think cost per serving
Make or Buy –
Know your labor costs
Equipment on hand
Skilled labor available-
Quality considerations
Availability of ready prepped product
How does it relate to the overall commissary operation?
Baking croissants vs. cutting vegetables

16. Tips (Continued) Competitive Bidding – Focus on “Center of the Plate”
Can the supplier do better on prices?
May lock in purchase price for several months on minimum buy – supplier keeps product
Limited delivery or no delivery
Less expensive with no adverse effect on quality
Seasonality – times of year foods are cheaper

17. Tips (Cont.) Pay with Cash – or within terms Price Trend Speculation
Purchase in Larger Units
Special Promotions
Do it Yourself – go to the market or Wholesale Club
Use rebate programs by majors brands (why not coupons)
Buy Generic

18. Receiving Products should be received at off peak times
Keydrop deliveries
Should be checked in by designated person –
Food Safety – correct temperatures
Quality
Weights (have scales)
Should meet specifications
The person receiving should have the authority (and willingness) to reject anything out of “Spec”

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Accessory Services