RECEIVE AND STORE
STOCK
Unit Code: D1.HGE.CL7.11
D1.HGA.CL6.10
D2.TGA.CL6.11
Slide 1
Receive and store stock
This unit comprises four Elements:

Accept delivery of stock

Store stock

Maintain stock and storage areas

Finalise documentation and stock management system
requirements.
Slide 2
Assessment
Assessment for this unit may include:

Oral questions

Written questions

Work projects

Workplace observation of practical skills

Practical exercises

Formal report from employer/supervisor.
Slide 3
Accept delivery of stock
Performance Criteria for this Element are:

Check internal systems to identify incoming stock

Prepare the area to receive stock

Verify delivery is for the premises

Check incoming stock against relevant
documentation

Check stock received against stock ordered
(Continued)
Slide 4
Accept delivery of stock

Identify variations between delivery &
documentation

Return stock identified for return to supplier

Follow-up on variations between delivery &
relevant documentation

Manage excess stock within the organisation

Secure new stock against damage and/or theft.
Slide 5
Check internal systems to identify
incoming stock
Factors impacting orders placed and items ordered:

Nature & style of establishment/organisation

Seasonal influences

Storage space available

Usage rate

Money or credit available

Customer/guest demand and preferences.
Slide 6
Check internal systems to identify
incoming stock
Personnel who place orders for stock may include:

Purchasing officer

Owner/manager

Supervisor

Head of Department

Designated staff.
Slide 7
Check internal systems to identify
incoming stock
Internal systems for ordering stock may include:

Purchase orders

Verbal orders

Standing orders

Telephone orders
(Continued)
Slide 8
Check internal systems to identify
incoming stock

Online ordering

Facsimile orders

Computerised stock control/management systems.
Slide 9
Prepare the area to receive stock
Goods delivered into venues can include:

Food items

Non-food items.
Slide 10
Prepare the area to receive stock
Stock is usually delivered to a designated ‘receivals
area’ or delivery bay.
In smaller properties, deliveries
may be made direct to operating
departments:

Bars

Kitchen

Housekeeping.
Slide 11
Prepare the area to receive stock
Deliveries may be received by:

Storeperson

Supervisors
 Any
staff, or ‘nominated’ staff.
Slide 12
Prepare the area to receive stock
When stock has been delivered it should never be left
unattended, as it:

May tempt thieves

May cause a tripping hazard

May require special storage condition.
Slide 13
Prepare the area to receive stock
Always prepare the delivery area to receive stock:

Clean the area

Tidy the area

Remove other stock

Ensure all equipment/utensils are available

Ensure security arrangements are in place

Ensure safety items are ready.
Slide 14
Verify delivery is for the premises
All deliveries must be checked to ensure:

The stock being delivered has been ordered by the
business

The delivery is being made to the correct business.
Slide 15
Verify delivery is for the premises
To verify delivery is for you:

Check internal documentation

Verbally check with delivery driver

Ask to see the delivery documentation.
Slide 16
Verify delivery is for the premises
If you cannot verify the delivery is for you:

Check with the appropriate department

Contact the supplier

Refuse the delivery.
Slide 17
Check incoming stock against
relevant documentation
Deliveries will be accompanied by documentation
from suppliers:

Delivery docket

Invoice

Delivery docket-invoice.
Slide 18
Check incoming stock against
relevant documentation
Check deliveries against accompanying
documentation for:

Damage

Quality

Type & brand

Quantity
(Continued)
Slide 19
Check incoming stock against
relevant documentation

Use-by dates

Discrepancies

Pests/vermin

‘Outstanding items’.
Unsatisfactory stock must be rejected unless it is
desperately needed and is still safe and suitable
despite its problems.
Slide 20
Check incoming stock against
relevant documentation
When checking deliveries, a ‘sensory’ inspection is
necessary:

Look at items

Smell certain items

Touch or feel certain items

Taste others.
Slide 21
Check stock received against stock
ordered
You need to verify:

Stock delivered matches items ordered

Only items ordered are accepted

All items are in an ‘acceptable’ condition

The venue only pays for what it has received.
Slide 22
Check stock received against stock
ordered
You must check stock received against, as appropriate:

Purchase Order

Hard copy of online order

Printout from computerised stock system

Fax sent to the supplier

Copy of standing order.
Slide 23
Check stock received against stock
ordered
Verification will involve:

Ensuring all items ordered have been delivered

Checking quantities

Checking type & brands

Checking size, weight, volume, capacity

Checking quality descriptors.
Only sign for what you receive
Slide 24
Identify variations between delivery
& documentation
Variations:

Occur when the actual stock item delivered or the
quantity or quality of that item is not the same as
what was ordered, or is different to what is listed
on the documentation

Are also known as ‘discrepancies’

Must be identified, recorded and
followed-up.
Slide 25
Identify variations between delivery
and documentation
Variations must be recorded and processed:

List the variation on the delivery documentation

Mention the variation to the delivery driver

Contact the supplier and inform them

Take action to obtain the correct items

Notify appropriate in-house person/s.
Slide 26
Identify variations between delivery
and documentation
Other documentation to be aware of includes:

Credit note:
• Usually red in color
• Issued by supplier to reflect items
returned for credit
• Lists description, number and value of items
• Has ‘Credit Note’ printed on it.
Slide 27
Identify variations between delivery
and documentation

Statement:
• Provided by supplier at end of each period
• Shows an opening balance, payments made
and a closing balance (‘Total owing’ for the
period)
• Lists all invoices & credit notes for the period.
Some suppliers use combined Invoice
Statements
Slide 28
Return stock identified for return to
supplier
When receiving a delivery you may also be required
to send goods back to the supplier. For example:

Deposit-charged items

Ullages

Out of date stock

Product recalls

Excess stock

Unsatisfactory and poor quality goods.
Slide 29
Return stock identified for return to
supplier
When returning goods to a supplier:

Record name of supplier to whom goods were
returned

List quantity and description of goods

Record date the items were returned

Obtain a ‘credit return’ slip from delivery driver, if
possible.
Slide 30
Follow-up variations between delivery
and relevant documentation
All variations must be followed-up. Options include:

Requesting credit note from supplier

Ordering stock from a different supplier

Ordering substitute stock

Notifying the accounts department

Recording action taken.
Slide 31
Manage excess stock within the
organization
It is important to actively manage excess stock,
because:

It can negatively impact liquidity

It can cause storage problems

It can cause deterioration of stock.
The aim is to sell the stock and get the money
before it has to be paid for
Slide 32
Manage excess stock within the
organization
Keys to managing excess stock are:

Monitor stock levels

Monitor use-by and best-before dates

Reduce levels of stock or inventory – see next
slide.
Attention must always be paid to never running
out of lines unless there is a decision to
‘quit’ a line
Slide 33
Manage excess stock within the
organization
Methods to clear excess stock levels may include:

Returning excess stock to supplier

Organising in-house Specials

Asking staff for suggestions

Substituting ‘excess’ stock for other products

Talking to other venues regarding possibility of
exchange or sale

Selling at a reduced price.
Slide 34
Secure new stock against damage
and/or theft
Keys to securing stock after delivery include:

Move deliveries promptly out of delivery area to storage
area/s

Secure the delivery area

Ensure stores areas protect from
contamination

Store stock safely

Guard against theft
(Continued)
Slide 35
Secure new stock against damage
and/or theft

Store food appropriately:
• Frozen food must be hard frozen (-15˚C to -18˚C)
• Refrigerated food at or below 5˚C
• Dry food in a designated dry goods store
• Store food separately from chemicals
(Continued)
Slide 36
Secure new stock against damage
and/or theft

Rotate stock:
• Put new stock/deliveries behind existing items
• Place new stock under or below existing stock
• Use signs to indicate ‘new’ and ‘existing’/old
stock
(Continued)
Slide 37
Secure new stock against damage
and/or theft

Never place stock directly on floor

Keep stores well-lit & ventilated

Keep stores & fittings in good repair

Conduct preventative maintenance in stores areas
(Continued)
Slide 38
Secure new stock against damage
and/or theft

Check temperature of food refrigeration and
freezer units twice per day

Restrict access to stores areas

Implement a ‘full box/carton policy

No stock should leave the stores areas unless
there is a Requisition form to track its movement.
Slide 39
Secure new stock against damage
and/or theft
The ‘requisition form’:

Is an internal, hand-written form

Is completed by departments when they want to order
stock from central stores

Details:
• Stock required – type/brand,
quality and quantity
• Date
• Department requesting or requisitioning the stock
Slide 40
Summary – Element 1
When accepting delivery of stock:

Check internally (with personnel, paperwork and
systems) to identify expected deliveries for the
day/shift

Clean, tidy & prepare the receival area (& ancillary
areas) to receive deliveries

Check the delivery is intended for the business &
not for another venue
(Continued)
Slide 41
Summary – Element 1

Check the incoming stock against the
accompanying paperwork

Verify goods being delivered have been ordered

Inspect the stock for quality & quantity

Determine if there are variances between stock
ordered & stock delivered
(Continued)
Slide 42
Summary – Element 1

Determine if there are variances between stock
delivered & items listed on delivery documentation

Return identified items (such as ‘ullages’ & depositcharged items) to supplier for credit

Follow-up internally and/or with suppliers when there
are discrepancies/problems with the delivery

Take action to effectively manage excess stock

Ensure new stock delivered into the premises is
protected against damage and/or theft.
Slide 43
Store stock
Performance Criteria for this Element are:

Move stock to the required operational area

Apply appropriate OHS skills

Unpack stock items, as required

Load stock into storage units

Remove waste from the storage areas

Label stock to identify items.
Slide 44
Move stock to the required
operational area
Stock needs to be moved promptly from the delivery
area to:

Make room for new deliveries

Remove hazards

Minimise risk of theft

Reduce potential for damage to items

Eliminate confusion

Maintain food safety.
Slide 45
Move stock to the require
operational area
Stock may need to be transported to:

Departments – working areas throughout the
venue, such as:
• Bars
• Kitchens
• Housekeeping

Storage areas – see following slides.
Slide 46
Move stock to the required
operational area
Storage areas include:

Food stores

Beverage storage areas

Linen stores

Chemical storage areas

A central store for ‘miscellaneous’ items.
Slide 47
Move stock to the required
operational area
When determining the best and safest option for
transporting stock, consider:

Number of items to be moved

Nature of the item/s

Distance

Terrain to be traveled.
Slide 48
Move stock to the required
operational area
Standard safety requirements when moving stock:

Follow workplace SOPs

Use common sense

Take time

Ensure safety of items being moved

Move food promptly.
Slide 49
Move stock to the require
operational area
Stock movement and transport options include:

Using trolleys

Carrying by hand

Re-loading into a vehicle

Using pallet jacks

Using fork lifts.
Slide 50
Apply appropriate OHS skills
OHS includes ‘manual handling’ which involves:

Listing

Carrying

Pulling

Pushing.
Slide 51
Apply appropriate OHS skills
Safe work practices include:

Not overloading equipment or self

Determining load characteristics

Checking route is free of obstructions

Using equipment when and where appropriate
(Continued)
Slide 52
Apply appropriate OHS skills

Comply with local OHS laws

Apply correct lifting techniques

Avoid over-stretching or over-reaching

Observe weight and load sizes

Avoid repetitive actions

Wear protective clothing.
Slide 53
Apply appropriate OHS skills
When using a trolley:

Do not overload

Put heaviest items on bottom level

Push the trolley

Never use a damaged trolley

Select the right trolley.
Slide 54
Unpack stock items, as required
When unpacking stock:

Remove items from cartons or packaging

Check quality of items as they are unpacked

Check no pests are introduced

Verify items are ‘fit for purpose’

Adhere to ‘full box’ policy.
Slide 55
Load stock into storage units
When loading stock on to shelves:

Clean the shelf

Never over-stock or overload

Rotate stock

Check use-by and best-before dates of items being
loaded as well as adjacent stock
(Continued)
Slide 56
Load stock into storage units

Store similar products together

Load heavier items on low shelves

Use ladders to reach high shelves

Face labels to front

Keep stock neat and tidy.
Slide 57
Load stock into storage units
Stock may need to be stored in ‘bins’:

These are not rubbish bins. A bin may be:
• A shelf
• A box or container
• A cupboard

The ‘bin’ does not have to be an actual bin.
Slide 58
Load stock into storage units
Special storage containers may be used to store
stock:

Made from plastic or metal

They provide extra protection

They optimise storage space

They help identify stock items

They facilitate access to stock.
Slide 59
Load stock into storage units
When loading stock into special containers:

Rotate stock

Check and clean the container

Verify integrity of container

Make sure lid makes tight fit.
Slide 60
Load stock into storage units
When storing food:

Use containers made from food grade materials

Cover food

Rotate stock

Keep clean

Never store on floor

Check for pests and rodents.
Slide 61
Load stock into storage units
A dry goods store should:

Be fly and vermin proof

Be well lit and ventilated

Never be over-stocked

Fitted with close-fitting doors

Enable cleaning under lowest shelves

Use dedicated food storage bins

Clean/sanitise storage bins between uses
Slide 62
Load stock into storage units
When loading stock into refrigeration units:

Check and verify temperature: 5°C or below

Close doors between uses and while storing stock

Do not overload

Break big loads down into smaller units

Protect food from contamination

Separate potentially hazardous raw food from
cooked or ready-to-eat food.
Slide 63
Load stock into storage units
When storing frozen food:

It must be kept ‘hard frozen’

Do not freeze hot food

Never re-freeze thawed food

Defrost regularly

Close door/s when storing food

Freeze small amounts, not large

Follow food manufacturer’s instructions.
Slide 64
Remove waste from the storage
areas
To keep stores areas clean:

Remove waste

Undertake cleaning activities

Identify and remove unfit food/items

Apply environmentally-friendly practices.
Slide 65
Label stock to identify items
Labels may be:

Adhesive

Computer-generated

Hand-written.
Slide 66
Label stock to identify items
Activities in labeling stock:

Placing labels on stock/shelves

Preparing labels

Using bar coding equipment

Observing food safety requirements.
Slide 67
Label stock to identify items
Labels:

Help identify or differentiate between stock items

Facilitate correct placement of stock

Provide information to staff about products.
Slide 68
Summary – Element 2
When storing stock:

Move deliveries promptly to their designated
storage area or required ‘working’’ department

Treat all food deliveries with priority due to food
safety concerns

Take care when moving and storing stock to avoid
damage to stock and injury to self

Check quality of items when unpacking items
(Continued)
Slide 69
Summary – Element 2

Load items into/onto designated storage units

Keep stores areas clean and tidy by removing
waste

Re-use and recycle items as appropriate

Label stock to facilitate identification, retrieval and
stock management/rotation.
Slide 70
Maintain stock and storage areas
Performance Criteria for this Element are:

Rotate stock aligning with enterprise and stock
item requirements

Inspect stock and storage areas

Take remedial action where stock related
issues are identified

Clean and tidy storage areas

Identify stock usage rates.
Slide 71
Rotate stock
Stock rotation must be applied to avoid:

Stock loss

Stock looking old & tired

Damage to stock.
Slide 72
Rotate stock
Stock rotation options:

FIFO

FILO

LIFO

LILO.
Slide 73
Rotate stock
To apply FIFO stock rotation:

Place new stock behind existing stock, and move
existing stock forward

Put new stock under old stock

Create new stacks for new stock

Log date of delivery on stock

Check use-by and best-before dates on stock.
Slide 74
Rotate stock
When rotating stock, also:

Check dates on stock

Check for pest infestation

Check product quality.
Slide 75
Rotate stock
Stock moved between departments must be
recorded:

On an ‘Internal Transfer sheet’

Showing date items were transferred

Detailing the stock involved

Identifying the departments involved.
Slide 76
Inspect stock and storage areas
Inspecting stock and storage areas involves:

Undertaking visual inspections

Identifying stock approaching expiry dates

Following internal inspection schedules & checklists

Checking stock quality

Looking for signs of pest infestation

Ensuring stock is correctly placed, tidy & neat.
Slide 77
Inspect stock and storage areas
Inspections can be combined with other tasks to save
time & increase frequency of inspections.
Inspections can occur at the same time you:

Check stock to determine orders

Load stock

Check dates
(Continued)
Slide 78
Inspect stock and storage areas

Pick stock for issuing to departments

Conduct stocktakes

Perform pest control activities

Cleaning and tidying the area.
Slide 79
Inspect stock and storage areas
Never ignore an unacceptable situation:

Take appropriate remedial or corrective action

Dispose of damaged items

Report issues

Adjust internal records to reflect
action taken.
Slide 80
Take remedial action where stock
related issues are identified
It is vital to take action to address any identified
stock-related issue – possible action could involve:

Notifying relevant personnel

Arranging for internal or external maintenance

Re-locating stock
(Continued)
Slide 81
Take remedial action where stock
related issues are identified

Protecting stock

Disposing of stock

Arranging to use damaged items immediately

Taking immediate on-the-spot action to address the
nature of the issue causing the problem.
Slide 82
Clean & tidy storage areas
General requirements include:

Taking on-the-spot cleaning and tidying action to
maintain storage areas

Storing stock in storage areas as soon as possible

Keeping stores well-lit and ventilated

Keeping shelves in good condition

Maintaining equipment in good order
(Continued)
Slide 83
Clean & tidy storage areas

Conducting preventative maintenance checks

Checking temperatures of fridges & freezers

Initiating preventative maintenance service

Restricting access

Closing & locking doors

Developing & implementing a cleaning schedule.
Slide 84
Clean & tidy storage areas
Report to others when:

Plant & equipment is malfunctioning

Indications of a security breach

Collapse of shelving/storage equipment

Situations where you are running out of storage
space
(Continued)
Slide 85
Clean & tidy storage areas

Stock is moving fast or slow

Accidents or near-misses have occurred

Conditions impacting on stock quality have
emerged

Evidence exists stock is missing.
Slide 86
Clean & tidy storage areas
Reporting of stock & storage problems should be
made face-to-face or over the phone to:

Supervisor

Duty manager

Owner

Maintenance department.
A ‘Maintenance Card’ may need to be completed
where repairs are required to address the
problem
Slide 87
Identify stock usage rates
You may be required to identify stock usage rates:

Not all venues do this

Where usage rates are required, the usage rate for
every item is usually not calculated.
Slide 88
Identify stock usage rates
Usage rates may need to be determined to:

Order stock to ensure no stock ‘outages’

Limit amount/value of stock-on-hand

Compare trading periods

Calculate business performance statistics

Investigate business performance.
Slide 89
Identify stock usage rates
Practices to identify stock usage rates include:

Use experience and venue knowledge

Referring to stock control/management system

Referring to delivery documentation

Analysing bin cards – see next slide

Physically counting stock-on-hand

Looking at best-before and use-by dates.
Slide 90
Identify stock usage rates
Bin cards (stock control cards):

Not used by every business

One bin card per individual type/sort of item

Record stock in and out; date and where it went

Contain ‘additional’ information

Are located with the stock items.
Slide 91
Summary – Element 3
When maintaining stock and storage areas:

Ensure all stock is rotated according to the
method/option appropriate for each item – FIFO is
the most common

Be alert to rotating stock in all areas of the venue –
not just the dedicated stores areas

Complete internal documentation/systems when
stock is moved between departments
(Continued)
Slide 92
Summary – Element 3

Complete internal documentation/systems when
stock has to be discarded or returned to suppliers

Combine tasks. Check use-by dates when
checking quality, check for pest infestation at the
same time and do all checks when counting items

Conduct regular checks and inspections of all
stores and all items in store

Take immediate action where a stock-related
problem is identified. If you cannot fix it, report it
(Continued)
Slide 93
Summary – Element 3

Notify relevant personnel when a stock-related
issue is identified

Maintain stores areas in a clean and tidy condition
following cleaning schedules, using checklists and
implementing food safety protocols for the
premises

Determine stock usage rates in accordance with
internal demands. Refer to systems, actual stock
and relevant documentation to identify fast-moving
and slow-moving items.
Slide 94
Finalize documentation and stock
management system requirements
Performance Criteria for this Element are:

Check and verify stock related documentation

Enter data into stock systems to update stock
levels

Authorise supplier documentation for processing
and payment.
Slide 95
Check and verify stock related
documentation
There can be a need to check/verify:

Purchase orders

Delivery documentation

Statements

Credit notes

Requisitions and internal transfers

Bin cards.
Slide 96
Check and verify stock related
documentation
Checking prices can include:

Checking prices charged by supplier against prices
quoted/listed

Checking current cost prices against previous cost
price/s.
Slide 97
Check and verify stock related
documentation
Checking calculations can involve:

Verifying extensions

Ensuring correct tax has been charged

Verifying totals and sub-totals

Checking applicable deductions have been allowed

Confirming correct application of ‘other charges’.
Slide 98
Check and verify stock related
documentation
Verifying documentation can include ensuring:

Only ordered items have been delivered and will
be paid for

Items of invoices match items on delivery dockets

Returned items have received credit notes

The statement is a true reflection of purchases
made and credit notes received.
Slide 99
Check and verify stock related
documentation
Record all identified errors or discrepancies:

On the relevant document

Explaining the nature of the problem

Making a verbal explanation, where necessary.
Slide 100
Check and verify stock related
documentation
Make sure inducements from suppliers are treated as
property of the venue. These may relate to:

Free items

Bonus products

Gifts

Samples.
All supplier inducements must be given to
management/treated as ‘bought’ items
Slide 101
Enter data into stock systems to
update stock levels
Stock control/management systems are used to:

Identify theft

Determine financial performance

Limit inventory

Ensure no stock outages

Track buying & selling prices.
Slide 102
Enter data into stock systems to
update stock levels
Electronic systems are used by larger venues:

May be dedicated industry-based software, or offthe-shelf systems adapted to individual need

Are integrated with POS

Come with training and user manual

May feature a training section within the software
to enable actual experience to be gained.
Slide 103
Enter data into stock systems to
update stock levels
When using an electronic system you need to know
how to:

Create files for new suppliers

Enter supplier details

Delete files/products

Update data

Adjust stock levels.
Paper-based documents often form the basis of
electronic entries
Slide 104
Enter data into stock systems to
update stock levels
Paper-based stock control/management system
includes:

Purchase orders

Bin cards

Requisitions

Internal transfer sheets

Sales dockets and POS documents

Checks.
Slide 105
Enter data into stock systems to
update stock levels
Update the system when stock is:

Ordered

Received

Moved to storage

Issued
(Continued)
Slide 106
Enter data into stock systems to
update stock levels

Returned to supplier

Moved between departments

Sold at a reduced price

Given away

Thrown out.
Slide 107
Enter data into stock systems to
update stock levels
There is also a need to update the system when:

New stock lines are purchased

Lines are quitted

New suppliers are used

Different types of the same product are bought

There are changes to buying or selling prices.
Accuracy when entering data is always more
important than speed
Slide 108
Authorise supplier documentation
for processing and payment
Never pay cash for a delivery:

Even if delivery driver insists

Even when delivery driver points to COD
paperwork

Refer drivers to management if they persist

The only exception is when directed to do so by
management who have provided cash or cheque.
Slide 109
Authorise supplier documentation
for processing and payment
Activities in authorising deliveries for payment:

Record and resolve all issues

Double-check notations are able to be understood

Ensure ‘outstanding’ stock has been received

Record any action taken
(Continued)
Slide 110
Authorise supplier documentation
for processing and payment

Match up relevant documentation

Ensure correct prices have been charged

Sign/initial documents according to house
protocols

Forward the documentation.
Slide 111
Summary – Element 4
When finalising documentation and stock
management system requirements:

Check all internal and external documents

Verify all documentation, prices and calculations

Compare prices charged against prices quoted

Record variations, discrepancies and errors
(Continued)
Slide 112
Summary – Element 4

Follow-up as required to resolve issues

Update the stock control/management system to
reflect changes in relation to stock-on-hand,
suppliers, processes

Always ensure accuracy of all entries made into
the stock control/management system. It is more
important to be correct than it is to be fast
(Continued)
Slide 113
Summary – Element 4

Never pay for goods delivered unless specifically
instructed by management to do so

Ensure all documents are properly checked and
verified before forwarding them to
management/administration for processing and
payment. Record any issues/problems on the
paperwork before forwarding it

Forward delivery documentation on a daily basis.
Slide 114