Duties and Role of Purchase Manager
Procures all F&B; items and supplies at best quality and price.
Selects vendors, negotiates contracts, and ensures timely delivery.
Maintains purchase records and documentation.
Coordinates with stores and kitchen to maintain stock levels.
Ensures 5 R’s of Purchasing → Right quality, price, source, time, and quantity.
Classification of Cost
Fixed Cost → Rent, permanent salaries.
Variable Cost → Raw material, beverages.
Semi-variable Cost → Electricity, repairs.
Direct Cost → Directly linked to production (meat, vegetables).
Indirect Cost / Overheads → Administration, depreciation.
Step by Step Procedure of Receiving Goods
1. Goods delivered with Invoice/Delivery Challan.
2. Compare with Purchase Order/Indent.
3. Inspect quality, quantity, and condition.
4. Weigh/Count items as required.
5. Record in Receiving Register.
6. Forward goods to Stores Department with bin card update.
7. Sign and acknowledge receipt.
Bin Tag
Small card/tag attached to each item in store.
Shows stock levels (min, max, reorder).
Used for quick reference.
Bin Card
Detailed card kept in store for each item.
Records receipts, issues, balance of stock.
Maintained by storekeeper.
Invoice
Bill issued by supplier showing goods delivered, price, and amount payable.
Delivery Challan
Document sent by supplier with goods.
Lists items delivered (without showing price).
Used for matching during receiving.
Indenting
Request raised by departments (like kitchen or bar) to stores or purchase for goods.
Ensures only required items are bought/issued.
Standard Recipe
Written recipe with exact ingredients, quantity, method.
Ensures consistency in quality, taste, portion, and cost control.
Portion Control
Controlling the quantity served per portion.
Helps maintain standardization, avoid wastage, and control food cost.
Bar & Frauds in Bars
Short measure → Serving less than standard quantity.
Substitution → Replacing premium liquor with cheaper one.
Pilferage/Theft → Unauthorized use of liquor.
Overcharging/Wrong billing.
Misuse of complimentary drinks.
■ Prevented by CCTV, strict supervision, records, and standard recipes.
Characteristics of SPS (Standard Purchase Specification)
Clear and precise description of item.
Sets quality, size, weight, brand, and grade standards.
Prevents misunderstanding between supplier and buyer.
Ensures consistency in purchases.
Helps in cost control and receiving inspection.
