1. Download the Order Guide by clicking on the link above and following the download instructions.

Transcription

1 Running Inventory Order Guide System SYSTEM TYPE: Kitchen Systems: Purchasing & Receiving OVERVIEW: The Running Inventory Order Guide is a multi purpose system that serves as both an ordering tool and a perpetual inventory control for every product in your restaurant or bar. It is ideal for tracking key food items, liquor storage rooms, uniforms, linens, expensive cleaning supplies, small wares and merchandise. FORMS: Restaurant Order Guide USED BY: Kitchen Manager, Chef IMPLEMENTATION I. Set up OVERVIEW Use these setup instructions to create a master copy of the Order Guide for daily use. Update the Master copy as items and settings change. Step 1 Download Files and Rename the Master for Use in Your Restaurant 1. Download the Order Guide by clicking on the link above and following the download instructions. 2. Save the downloaded file to the appropriate file folder on your computer or network. (For assistance in creating a useful file folder structure see File Folder Organization for Restaurants) 3. Open the file in Excel and use the Save As function to create a working copy named Order Guide.

2 4. Insert your restaurant s name into the Restaurant Name field and Save. 5. Rename each worksheet tab to create a master for each different department (i.e. Produce, Meat, Seafood, etc.). Remember, this Order Guide is helpful and can be used for non food departments as well, such as linens, uniforms, liquor and more. Step 2 Update Each Department Order Guide with Your Corresponding Items for that Department 1. For each worksheet tab, enter the department for that order guide. It will typically be the same as what you name the worksheet tab in Step Under the Item column list each item that you order for that department. Be specific. 3. Enter the unit/measure in which the item is ordered. 4. List the name of the supplier who you order each item from. 5. Enter the price of one unit. Update the supplier and price per unit as necessary. 6. Enter the unit/measure in which the item is counted. This is somewhat of a personal preference as it can depend on how quickly your restaurant uses a particular item. For example, if your restaurant is using a case of lettuce every day or two, then counting lettuce by the case would make sense. On the other hand if it takes you a week to go through one jar of peeled garlic, then perhaps you should be counting peeled garlic by the jar, even though it is ordered by the case (with 4 jars in each case). 7. Enter the minimum amount of product on hand required to meet the business demand for a single day (par level) within the Mon Thurs stretch of days (Note: You can change the par level columns to represent the set of days that work best for your restaurant. For many restaurants, par levels are higher for weekend days than they are for some weekdays.)

3 8. Enter the minimum amount of product on hand required to meet the business demand for a single day (par level) within the Fri Sat stretch of days. (Note: this example reflects that of a restaurant which is closed on Sundays.) 9. Repeat steps 1 thru 8 for each worksheet tab (department). 10. Save this workbook and store in appropriate file folder.

4 II. Using the Order Guide OVERVIEW Order Guides should be used daily to ensure having enough product on hand and for quality control. The objective is to keep inventory to a minimum by establishing par levels sufficient to service the daily requirements while maintaining enough product on hand to last as long as possible without exceeding the shelf life of the product. Maintaining a minimum amount of inventory on hand helps lower costs by preventing waste due to spoiled ingredients. Also, maintaining the order guide daily will deter product theft, as it will be much easier to detect. In addition, by maintaining the order guide, you are creating an order history for each item. Seeing at a glance, how much product is being used from week to week, helps in establishing more accurate par levels, thereby reducing the risk of running out of product or product spoiling. Step 1 Prepare for Daily Use 1. Print the order guide for each department at the beginning of each month. Place the order guide in the same place everyday, such as a clipboard hanging in the kitchen or restaurant office. 2. For each order guide, fill in the date and day of week. Step 2 Complete the Order Guide 1. Provide the kitchen manager or person responsible for daily counts with appropriate department(s) order guide.

5 2. Count the amount of product on hand for each item on the order guide and write in the amount in the BEG row under the appropriate day. Ideally, counts should be taken on a daily basis. If needed, counts can be taken on a weekly basis but should not be farther apart than a week. The most effective time to count is either at the end of the day or before you open. No matter which time of day you deicide, it is important to maintain consistency (i.e. always before opening or always at the end of the day). 3. When you are ready to place product orders, compare the amount listed in your PAR column to the amount listed in your BEG inventory row for that day (or week). If the BEG is less than your PAR, it is time to order more product. This will tell you exactly how much of each item needs to be ordered to maintain accurate par levels. 4. Once you place a product order, enter that amount into the PUR row, under the day the product will be delivered. 5. If utilizing the order guide to maintain a daily perpetual inventory, the kitchen manager or person responsible for that department order guide, would enter into the OUT row, the amount of product used or transferred to production for that day. Ideally, if you are maintaining the order guide on a daily basis with all three rows (BEG, PUR, and OUT), the kitchen manager will be able to take the BEG amount, add the PUR amount (once delivered) and subtract the OUT amount to come up with the amount of product on hand (the next day s BEG amount). It is good practice to physically check that the amount calculated is the amount in your walk in, dry storage, etc. Step 3 Adjusting Orders 1. It is always a good idea to review your order guide history at the end of the month to determine if your par levels are still accurate and that you are ordering in the most efficient way possible. This is especially important when you first set up your order guide and defining par levels might be more of an educated guess. 2. To determine whether or not you should adjust your orders look at your order guide history for a one month period. If you are ordering a particular product on a daily basis, this is a sign that your par level may need to be raised for that particular item. (As long as the item s shelf life permits.) On the other hand, if you see that a particular product has only been ordered once this month or not at all and you still have a good amount on hand, it may be a sign that you should order that product in smaller quantities in the future. 3. Once you have determined accurate par levels and a fairly regular ordering pattern, there will still be instances where you might need to order more or less than your par level dictates. These instances can include private parties, catering events, holidays, neighborhood and citywide events and conventions, severe weather changes and more. For example, if your restaurant historically does double your average volume when conventions come into town than you would need to order more product than usual. On the other hand, if historically most of your guests leave town during a particular holiday weekend, than it would be wise for you to order less product for those days. Additionally, if available, your POS system is an excellent resource for checking sales for the same time during the year prior. This will also give you an idea of times when sales might be more or less than average. Due to these possibilities, the person responsible for the order guide should always be

6 aware of upcoming parties, catering events, city events and holidays in order to adjust order quantities accordingly.