SITXINV001 Receive and store stock

Assessment 1
Your task:

You are employed with Hotel Futura in Newcastle. As it is your supervisor’s day off you are
required to receive and store all items listed icn the invoice below.
You are required to answer all questions below relating to the receiving and storage process
of this delivery.

Livewell Pty Ltd t/a

Hotel Futura
Beach Boulevarde
Newcastle NSW
2345
Invoice 02 1234 5678

/
Qty/Vo kg/l/uni Receive
Items Specification l t Price d Value
Dry Goods
$
Salt Rock 1.000 kg 0.80 2 $1.60
$
Pasta Fettuccine 0.375 Packet 1.10 3 $3.30
$
Tomatoes Canned 0.375 Can 0.78 16 $12.48
$
Soy Sauce 0.500 L 2.80 20 $56.00

Dairy
$
Cream Thickened 0.600 L 1.52 20 $30.40
$
Milk Full cream 1.000 L 1.18 4 $4.72
$
Butter Salted 0.500 kg 1.82 6 $10.92
$
Butter Unsalted 0.500 kg 2.23 10 $22.30
$
Cheese Cheddar 1.000 kg 8.55 8 $68.40

Fruit &
Vegetables
Lettuce Butter 1.000 each $ 36 $57.60
 1.60
$
Tomatoes Roma 1.000 kg 2.80 4 $11.20
$
Potatoes Desiree 1.000 kg 1.25 40 $50.00
$
Apples Granny Smith 1.000 kg 1.89 5 $9.45
$
Mangoes Fresh 1.000 each 1.80 16 $28.80

Paper Products
$
Pens w logo Hotel Futura 1.000 each 1.80 75 $135.00
500.00 $
Sanitary bags Bundle 0 each 7.68 3 $23.04
100.00 $
Envelopes C5 0 each 4.85 3 $14.55

Chemicals
$
Sparkling Dish 20 l drum 1.000 each 48.99 1 $48.99
$
Sanitiser 10 l f/grade 1.000 each 18.70 2 $37.40
$
Bleach 10 l 1.000 each 14.50 1 $14.50
$
Furn. Polish 500ml 1.000 each 7.70 5 $38.50

Beverages
freshly $
Orange Juice squeezed 1.000 L 3.80 10 $38.00
Mountain $
Mineral Water Spring 750 ml Bottle 1.55 36 $55.80
$
Lemon Juice Fresh 750 ml Bottle 3.25 5 $16.25
Cognac $ $437.
2
Hennessy XO 700 ml Bottle 218.60 20

Linen
$
Pillow Cases Eqypt/white 1.000 each 12.80 30 $384.00
$
T-Towels lint free/white 1.000 each 1.80 25 $45.00

$1,655.4
 0

1. List the details you need to check for the various goods listed on the invoice:

Item Category Details to be checked (quality, temperature etc.)

Dry Goods
The name and contact details of the seller Name and
contact details of the customer Date of issue Date of
delivery of the goods. A description of the goods
contained in the order
Dairy The name and contact details of the seller Name and
contact details of the customer Date of issue Date of
delivery of the goods. A description of the goods
contained in the order
Fruit & Vegetables The name and contact details of the seller Name and
contact details of the customer Date of issue Date of
delivery of the goods. A description of the goods
contained in the order
Paper Products The name and contact details of the seller Name and
contact details of the customer Date of issue Date of
delivery of the goods. A description of the goods
contained in the order
Chemicals The name and contact details of the seller Name and
contact details of the customer Date of issue Date of
delivery of the goods. A description of the goods
contained in the order
Beverages The name and contact details of the seller Name and
contact details of the customer Date of issue Date of
delivery of the goods. A description of the goods
contained in the order
Linen The name and contact details of the seller Name and
contact details of the customer Date of issue Date of
delivery of the goods. A description of the goods
contained in the order

1. List the correct storage areas and storage conditions for the supplied goods:

Item Category Details to be checked (quality, temperature etc.)

Dry Goods Dry stores must be well ventilated and not exposed to direct
sunlight, as it reduces shelf life. Dry goods are often
susceptible to deterioration due to moisture and pest
infestation. Dry stores should be maintained at low
humidity and inspected regularly for signs of pests. Dry
stores should be kept between 14° C and 20° C. Air should
be able to freely circulate within the dry stores
Dairy Dairy products should be stored separately from other stock
because they will absorb the odor of other foods, including
strong-smelling cheeses and other dairy items. Storage
 shelving must allow air circulation. Dairy products should
be stored between 2° C and 4° C.
Fruit & Vegetables Many fruit and vegetables are high in water content which
means leaves can freeze at low temperatures. This will
cause the leaves to lose their structure and texture
•Shelving for fruit and vegetable storage must allow air
circulation. Fruit and vegetables should be stored between
6° C and 8° C.
•Some vegetables, such as potatoes and pumpkin can be
kept in the dry store for short time periods
Paper Products The ideal holding storage temperature for paper products is
20-22° C, away from sunlight, away from items which
could cause contamination or stains, secured to prevent
vermin access
Chemicals
Chemicals must NEVER be stored in the same location as
food items. Chemicals must be stored in their own secure
designated storage area in order to prevent contamination of
food items. Chemical storage areas should be located away
from other storage areas to reduce the risk of
contamination. Chemicals are often stored in a lockable
cabinet. Never store chemicals in other containers as this
can cause dangerous mix-ups!
Beverages Fresh juices are stored in the cool-room or fridge between
1° C and 4° C. Bottled soft drinks etc., may be stored
between 14° C and 20° C. Alcohol may be stored between
14° C and 20° C, locked to ensure security.
Linen The ideal holding storage temperature for Linen is 20-22°
C, away from sunlight, away from items which could cause
contamination or stains, secured to prevent vermin access

2. Which items listed on the invoice would need to be labelled for storage? Which details
would this include (Provide 1 example for details on a label)

Items to be labelled

All stock should be labeled to ensure easy identification of items.

Label Content
Stock could be labeled using:
a) in-house descriptions
b) standard conventional descriptions
c) the supplier’s codes/ descriptions

3. Provide 5 examples for safe manual handling provisions to transport this delivery to
storage.
Examples for safe manual handling
1. Use safe lifting techniques, whenever you lift - for example, by adopting a stable position
and good posture, keeping the load as close to your body as possible, using your legs and feet
(not your back), keeping your head up, not twisting your body and back, and lifting smoothly.
2. Assess what needs to be done - consider the weights and distances involved, the heights
from where a load has to be picked up or set down, and the frequency of the activity.
3. Make sure you are steady and have a good grip as you are about to stand. Keep your head
up, look straight ahead and use your thigh muscles to stand up. Keep the back straight and
keep the load as close to your body as possible.
4. Once you have assessed the load, step right up close to it.
5. Checking route is free of obstructions

4. You have identified that the delivery includes field tomatoes instead of the Roma
tomatoes that were ordered. Some of the Mangoes have black spots. What would you do
to handle these problems and what are the requirements to document these discrepancies?
(Consider multiple scenarios – for example no Roma tomatoes are available; the
supplier does not agree that the black spots on the mangoes have a negative effect on
quality because he knows you are not a chef; you are not sure what replacement
would be adequate etc.)

Actions and documentation

Items should be noted on the delivery docket. If an item is missing or damaged the customer
should contact the business, they bought the goods from as soon as possible. If any of the
goods are damaged, the person delivering the shipment on behalf of the customer should
make a note of this on the delivery note. The supplier will then either send a replacement or
raise a credit note for the damaged goods.

6. Provide 3 examples for stock control documentation you will use to record this delivery
and explain how these works. (If you have no access to an electronic system your
trainer will assess this on another occasion). How many items did you receive as part
of your delivery?

Examples

Order forms are used by the buyer to write down what is being purchased. Order Form should
be used to request products and services from suppliers. Using Order Form, you can clearly
specify the delivery details, billing information and order details for your supplier.
A delivery docket is a paper statement that should match the goods delivered. The delivery
docket is a document that certifies the delivery of goods to the buyer, who must sign it to
make it clear that the goods have been delivered in accordance with the conditions
established.
A manual form of record keeping which involves pre-printed stock cards held in a card holder
box. These cards are usually filed in product code order, and have standard transaction
columns such as:
a) reference number
b) quantity received
c) balance
d) Date
e) quantity dispatched

Number of items received

20 items every delivery, every 3 days, different suppliers.

7. In which sequence would you store the received goods in this delivery – list the key
categories with examples from your invoice. This must also include the security
provisions for e.g. expensive items.
Sequence of storing received goods

Frozen goods Prawns 22 $/kg

Arancini 12 $/kg
Ice Cream 10 $/kg
Gnocchi 14 $/kg
Perishables Milk 1.18 $/L
Butter Unsalted 2.83 $/kg
Letuce 1.60 $/kg
Tomato Roma 2.30 $/kg
Non-perishables Salt 0.80 $/kg
Pasta 1.10 $/packet

8. You are storing all items in the designated storage areas. How should these be arranged to
maximise use of stock and to prevent any contamination issues?

Storage of all items

To rotate stock means to arrange the oldest units in inventory so they are sold before the
newer units. Stock rotation must be applied to avoid: Stock loss, Stock looking old & tired,
Damage to stock. The reason to rotate stock is to reduce the losses from deterioration and
obsolescence. When restocking and rearranging, out-of-date stock can be identified and
should be removed. Removed stock must be recorded appropriately as waste.

9. After placing all items in storage, you double check all storage areas and you notice the
following issues. What will be your actions for documentation, reporting and disposal
where relevant?
1. Some lettuces in the cool-room were not covered and start to look tired
Action:
Remove part of lettuce damaged, change bucket and cover another time.

2. 8 cans of whole peeled tomatoes in the dry store will expire in 28 days
Action:
Try to use as soon as possible

3. The vacuum seal of a small pack of chicken drumsticks is broken and the content smells
Action:
Open vacuum, remove all stuff from inside, throw away what was inside, clean everything.

4. A near empty container with bleach in the chemical cupboard has a crack which causes
seepage of product
Action:
Immediately change container, clean area and floor where was leaking, old container throws
away in right bin

10. List 5 measures which could be used to ensure that all storage areas you use to store the
delivery of your order are safe and secure to prevent stock losses.

Measures to secure storage areas

1. Regular cleanliness of storage areas.
2. Maintain temperature of storage areas.
3. Storage dates on labeling goods.
4. Strictly check the dates on packaged goods.
5. The condition and packaging quality of storage containers.
11. As part of daily and weekly checking processes of goods and storage areas, you are
required to check, wash and sanitise them. How would you ensure the following areas are
clean, sanitised, in good order and free from vermin?

Storage area Requirement to clean and maintain

Floors: Wash with a detergent and water and add a sanitizer – allow to dry.
(Modern foam applicators act as a surface disinfectant post cleaning)
Walls: Wash with detergent and water, rinse and dry. A surface disinfectant may be
applied and is recommended for cool-rooms and immediate areas around
food production.
Shelving: Use a detergent and hot water solution, then rinse well.
Check for flaking paint to eliminate potential rust
Pest Control Pests are undesirable for any food business. Not only can they spread
diseases, they can also find their way into foodstuffs. The evidence of pests
is a common reason for EHOs imposing fines. Good cleaning regimes and
pest control management are the best ways to contain pests. Appropriate
provisions for screens and the elimination of cracks, holes and damp spots
are important measures to keep vermin out of premises. UV lights fly strips
and fly spray are ways of controlling adult insects, however it is important
to consider the regulations. Fly zappers and fly strips are prohibited in
many food preparation areas due to the risk of bodies contaminating food.
Aerosols must not be used in food production areas. Fly-screens and plastic
curtains help to keep out adult insects. Other pests, such as rats, need to be
kept under control using barriers or poisoning. Make sure you prevent
contact between food and rat poison.

12. Explain the following stock control systems in detail with an example for each:

Stock Control System Description

Bin Card System A Bin card shows the stock received, the current stock level and the stock
issued. This means the current stock level can be monitored at any given
time. To manage stock levels effectively, a minimum and maximum stock
level is usually set and when the minimum stock level is reached new
stock will be ordered.
Imprest system The reorder point is the level of stock where you should order more. This
can happen manually or automatically depending on the system. This is
the reason why minimum and maximum stock levels are important.
Usually businesses keep par stock levels of each item. A par stock level is
the amount of an item that is kept on hand to satisfy the immediate
consumption needs of the establishment. Also included in this level is an
amount of the item which will cover the lead time, so that while waiting
for a delivery you do not run out of stock; and also, to allow for
unforeseen circumstances, such as a short period of unavailability. Par
stock levels are page used for those items that are kept in the Central
Store.
Integrated point-of-sale Some stock control systems will use a barcode system to automatically
system deliveries and stock movements. If this system is used in a central store,
each time the kitchen requisitions an item, e.g. a can of peas, the barcode
is scanned, and the purchasing officer knows whether they need to order
more. This system can even place orders automatically when the amount
of stock on hand falls below the minimum required level.
Ledger system The stock quantities and values are continually recorded and updated
during the purchasing, receipt, storage, issue, sales and reconciliation
stages. This is system done in what’s known as a Stores Ledger. A ledger
is essentially a record of every stock movement in and out of stores.

Assessment 2

Instance Date Duration from to Tasks to be completed

Frozen food 12th Jan 9 am to 12am Frozen food should be stored in

delivery freezer below -18 degree Celsius
which is the optimal temperature.
Bags and container should not be
bitten by rats and mice.
Things not packaged right should not
be kept with other products that
would give them an odor smell

Dairy product 13th Jan 9 am to 9 pm Dairy productin refrigerator should

delivery need to keep below 5 C.
The delivery area should be cleaned
and clear, with cleaner e.g. lizol so
there is no sign of any unwanted
insects.
Raw food and dry 14th Jan 9 am to 11 pm Raw food and dry product should be
product delivery kept in storage cold room above 10
C and below 20 C.
Product should be having proper
packaging and should not having any
sign of physical, chemical and
biological contamination.
Should make specific area in the
refrigerator to keep the desired food
item and should be kept in their
designated place, raw food must be
kept below of other food as to avoid
contamination
Meat and sea food 15th Jan 9 am to 9 pm Meat and sea food in refrigerator
delivery should need to keep below 5 C.
Proper cases to transport should be
there to take fragile items such as
 bottles and container and fruits also.
Refrigerators should be in good
working condition and should
regular servicing to avoid any
vermin infestation.
Raw poultry 15th Jan 9 am to 10 pm Raw poultry should be stored in a
delivery bowl or on a platter in the bottom of
the refrigerator. Your refrigerator
temperature should be 38 degrees to
40 degrees F or lower. Store fresh,
raw poultry for no more than one to
two days. Rinsing poultry before
cooking is no longer recommended.
Vegetables delivery 16th Jan 9 am to 11 pm Almost all vegetables can be stored
in your freezer. Freezing can change
the texture of many fruits and
vegetables, but it generally preserves
their taste, nutrients, and health
benefits. It’s a great way to store
seasonal fruits or vegetables for use
later in the year, especially if you’re
planning to eat them cooked or
blended into smoothies. Certain
types of produce are best left out of
your refrigerator and freezer. Instead,
they should be stored in a cool dry
place. These include:
 tomatoes
 potatoes
 lemons
 limes

Preparation:
The restaurant is receiving the goods delivery for the day and there has been variety of things
that are included in delivery which included beverages, meat and fresh products. This most
important thing is that they need to keep stock in a proper way to protect from contamination.
On first observation we should look for any kind of spill and tear, because rodents like rat and
mice including other insects like flies. We should identify whether there is any kind if vermin
infestation that is found in the stock.
Below are the points that are needed to follow are below:
1. The delivery area should be cleaned and clear, with cleaner e.g. lizol so there is no sign of
any unwanted insects.
2. Storage should be not be having any shady areas and unwanted container and boxes that
would lead to residing places of mosquitoes and flies.
3. Bags and container should not be bitten by rats and mice.
4. Things not packaged right should not be kept with other products that would give them an
odour smell.
5. Product should be having proper packaging and should not having any sign of physical,
chemical and biological contamination.
The most important aspect for keeping the food away from contamination preparing and
maintaining proper storage area should be allocated respectively.
One of the significant things in food industry is keeping the food in optimal temperature to
maintain its nutritious value and protecting it from bacterial infection, the temperature range
for storing the following products are:
Dairy product, meat and sea food in refrigerator should need to keep below 5 C
 Raw food and dry product should be kept in storage cold room above 10 C and below
20 C.
 Frozen food should be stored in freezer below -18-degreecelsius which is the optimal
temperature.

Things to be kept in mind for preparing storage area where the products will be stored are
described below:
1. Firstly you need to observe whether there is enough space to accommodate the new stock
2. There should not be any other things kept along with items, as to avoid them from
contamination.eg gas and other chemical products along with stored items
3. Storage area should be in hygienic condition and need to be clean and wiped with mope
with fly repellent and also kill germs such as lizol.
4. Proper trolley should be there and cart to take product into storage areas as it would be an
ease and proper handling is required.
5. Proper cases to transport should be there to take fragile items such as bottles and container
and fruits also.
6. We need to keep Thin and thick thermometer and scale ready, so we can find the
temperature and weight different product
7. While storing the stock proper details should be captured for e.g. proper labelling and use
by date so that the products get consumed on time.
8. Refrigerators should be in good working condition and should regular servicing to avoid
any vermin infestation.
9. Checklist should be made to avoid any confusion that what is received and in what
condition.
10. All the empty cases and boxes should be removed as they would acquire unnecessary
space
11. The shelves in which the product is kept should be clean and properly washed and
sanitized.
12. The storage should be closed and should not be kept open as it is an open invitation to the
rats.
To check and receive the stock that is delivered we required record tool and equipment, the
requirement depends upon the product that are delivered firstly for heavy cases we require
Carts, cantilever racks and to lift heavy product forklift and trolley.
Receiving process:
1. You should note down all the relevant information about the vendor and supplier so that it
is easy to contact the concerned person in order there is some issue in the lot.
2. The supplier name their contact number and company name should be noted properly.
3. We should see whether the product is received in hygienic condition or not.
4. You need to cross-verify the list with the ordered list so that no product is missing in the
delivery
5. The product that are being sent or coming from distant places to you should be check
properly, that whether the temperature condition was optimal and correct.
6. The Product should be in proper packaging and covered to protect it from any kind of
vermin infestation.
7. You need to check whether the fragile items received are not damaged as wine bottle and
glass container.
8. Need to ensure that products are not damaged due to physical and chemical contamination
9. You need to verify the barcode and label for important information such as expiration date
or use by date.
10. You need to rectify any damaged product and should be kept aside from main stock and
should be returned back to the supplier.
Storage Area:
1. we should make specific area in the refrigerator to keep the desired food item and should
be kept in their designated place, raw food must be kept below of other food as to avoid
contamination.
2. We should follow the company standard in our storage to avoid any and keep the quality of
food and make sure we follow the FIFO process to ensure that food is consumed in the
kitchen in the best way
3. We should never leave the door of the refrigerator open and ensure its closed-on time as it
leads to temperature drop.
4. We should look for any contamination or food kept with other thing which is not packaged
at right as it gives an odour smell and in case of vegetables they can get biological
contamination and physical contamination
5. There should be proper lighting, because if there is any contamination or any kind of
vermin infection is seeing and observe
6. The food need to be stored on correct instance, as chilled food to be kept in 1 to -5 c, hot in
60 c or above, frozen should be kept at -18 c and dry goods are stored in 10 to 21 c.
7. The fat dairy product should be in their own protective covering as they have tendency to
absorb strong odour from surroundings
8. The area should be clean and hygienically maintained so that the environment is suitable
for food items.
9. Refrigerator must be clean and should be cleaned before keeping the products to avoid any
kind of fungal infection
10. They should be protected from rodent and must be kept in a closed room with close
ceiling make sure that the refrigerator should be working conditions where the product is
kept.
11. Special condition are required for some fruits for example, bananas stored in the
refrigerator turn black.
12. We should clean any excess fluid present under meat product and should place special
absorbent paper to help cleaning them
Monitoring:
1. This frozen food must be kept an optimum temperature of 4 °C or colder, this is the safe
temperature to preserve the cold food
2. we can even check with the help of thin and thick thermometer temperature of different
product.
3. The refrigerators should be in good working condition and should have regular servicing
4. Dairy product should be at an optimal temperature of 2 °C to 4 °C (36° to 39 °F).
5. We need to see that staff members are maintaining proper hygiene and sanitation.
6. There should be an external gauge to observe the temperature
7. We need to see that proper labelling of all the products are done.
8. Products those are expired are not used in consumption and are kept in the waste aside.
9. There should be proper cleaning of the floor and insect’s repellent should be sprayed to
prevent flies and other insects.
10. There should be proper light for clear observation as there would be freeze burn on
vegetable and those don't look good on them.
11. We need to see that any kind of contamination such as physical, chemical and biological
contamination is prevented by good practice.
12. we can draft a conclusion report according to all these above point for scope of any
improvement.
Disposal:
1. Almost 50% of the food is wasted and is dumped, but there are many ecological ways that
we can adapt to minimize and use the waste in a productive way.
2. Firstly, the waste should be divided into different categories so it's easy to separate the
solid and perishable waste
3. All the restaurants, motel and companies should be aware of disposal management and
should practice this
4. Boxes that can be reused again for packaging and carats can be sent back again to the
supplier for packaging or other purpose.
5. They should never dump meat seafood in open as it will create a unhealthy atmosphere
with odour smell.
6. Every product disposed should be having its volume reason and its hazardous value it can
cause to environment
7. Waste product that is recyclable should be sent to recycling centre to make use out of it.
8. These wastes should not be sent in sewer as it will contaminate the water bodies also.
9. Chemical waste should be dumped only after treatment and only in dumping ground, so no
one get affected.

Assessment – 4 – Checkpoints
Checkpoint 1
Q1. What are the basic principles of inspecting and verifying the delivery of goods?
Answer 1. There are three key areas to be aware of when taking delivery of stock, including:
 Ensuring the accuracy of orders
 Conveying accurate information about the goods or materials
 Inspecting the materials or goods for quality or damages
 ‘Receipt of goods’ refers to the processes a business follows when taking delivery of
goods.
 A food delivery would need to be checked for expiry dates

Q2. What are the requirements for receiving perishable supplies to ensure correct
temperatures and quality?
Answer 2. High-risk food should be kept at 5 °C or below, and above 60 °C to avoid the
'temperature danger zone', where bacteria multiply fastest. Do not refreeze food that has been
frozen and thawed once. Food-poisoning bacteria grow and multiply fastest in the
temperature danger zone between 5 °C and 60 °C. It is important to keep high-risk food out
of this temperature zone. Your fridge temperature should be at 5 °C or below. The freezer
temperature should be below -15 °C. Use a thermometer to check the temperature in your
fridge.
Q3. Describe 5 common faults in deliveries which would require your action:
Answer 3. Short-delivery, damaged items, leaking products, price charged and condition of
the product.
Q4. Provide 4 examples for aspects you will need to check when you receive delivery of a
variety of goods?
Answer 4.
 Ensuring items are of the correct/ordered size - if we have ordered one 20-litre
container of detergent, we want to ensure we have not been sent 20 l-litre bottles
 Ensuring items are of the correct quality – if we have ordered a 3-ply item, we need to
check that we are not being delivered a 2-ply item. Visually inspect food items
 Ensure all items ordered have been supplied, as requested - quantities, brands, pack
types, sizes, quality factors, colours, models, options, capacity are a few
 Ensuring the correct price has been charged - if the item was listed in the price
catalogue at $ 115.60 each, we need to check that we are not being charged more;
similarly, we must notify the supplier if we have been undercharged, over-supplied, or
if we have been supplied a superior quality product at a lower price

Q5.Which documents are required to check a delivery effectively? What is the purpose of
these documents?
Answer 5. It is the responsibility of the supervisor to ensure that the staff has been trained in
the correct procedures for the particular items they handle, and they know how to access and
apply the policies and procedures. The way procedures are documented may differ between
organisations too. For example, some may display them in the goods receiving area, some
will compile the policies and procedures into a manual that is given to staff at their induction,
and others may keep them in a file that is available for all staff to use.
Q6.Provide a description for the following documentation associated with the receiving
process of goods:
1. Invoices – An invoice is a document issued by a seller to the buyer. It provides details
about a sale or products, including the quantities, costs, and any special terms. Some
suppliers will insist that problems (short-delivery, damaged items, leaking products) are noted
on the delivery docket/invoice at the time of signing for the delivery. If you don't identify the
problem at the time of delivery, no claim will be accepted - their approach is "once you've
signed for it, it’s your responsibility".
2. Credit Notes – A credit note, or credit memorandum is a commercial document issued by a
seller to a buyer. Credit notes act as a Source document for the Sales return journal. In other
words, the credit note is evidence of the reduction in sales. Items that are short-delivered
must be followed up and an appropriate credit note is to be raised by the supplier.
3. Goods Received Book / Daily Receipt Journal – The cash receipts journal is a special
journal used to record the receipt of cash by a business. The journal is simply a chronological
listing of all receipts including both cash and checks, and is used to save time, avoid
cluttering the general ledger with too much detail, and to allow for segregation of duties. In
some businesses, the cash receipts journal is combined with the cash disbursements journal
and is referred to as the cash book. The information recorded in the cash receipts journal is
used to make postings to the subsidiary ledgers and to relevant accounts in the general ledger.
The cash receipt journal is a book of prime entry and the entries in the journal are not part of
the double entry posting.
Checkpoint 2
Q1.Delivery technology can include manual and electronic systems. Explain the features of a
barcode system:
Answer 1.
Barcode technology has become so widespread that many consumers take it for granted, but
the technology continues to offer numerous benefits in a wide array of businesses. With only
some basic printing equipment and a readily available barcode scanner, businesses can use
barcode technology to improve accuracy, speed and efficiency without significant expense.
Accuracy
In the days before barcode technology, many businesses relied on clerks to manually enter
information about packages that came across their desks. In the transportation industry, where
packages change hands several times, the likelihood of human error increased considerably.
Because barcodes offer a reliable way to accurately read encoded information, the technology
all but eliminates the possibility of human error. Workers can instantly identify packages and
products with a high rate of accuracy.
Speed
To keep manual data entry errors at a minimum, clerks often spend a considerable amount of
time examining packages, reading identification information and correcting data they did not
key properly. Barcodes significantly speed the process of registering packages by reducing
the act of reading and keying identification numbers to little more than pointing a scanner at
the barcode. In a retail environment, for example, clerks can use barcode technology to ring
up dozens or even hundreds of products within minutes. In the transportation industry,
sophisticated barcode scanners can instantly read package information from hundreds of
coded packages as the boxes make their way down conveyor belts.
Inventory Control
Because nearly every package features some sort of barcode, businesses can use the
technology to maintain tight and accurate control over inventory. Warehouses, for example,
can scan barcodes on packages as they enter and exit the facility to maintain a record of every
package housed at the warehouse. When these packages arrive at retailers, store staff can scan
the products as they go on shelves and compare those records with records of barcodes
scanned at the register to maintain inventory data. Similarly, transportation companies can
scan package barcodes when accepting cargo, then scan the packages again when delivering
it. Companies that link their inventory control to online portals can instantly update package
status and notify customers when packages arrive, depart or get delivered.
Cost
Though barcode technology once carried a high price tag, the proliferation of barcodes and
availability of inexpensive equipment have made barcodes affordable for almost any
organization. Even small businesses can download barcode fonts from the Internet, often for
free, and begin labelling packages and inventory. Many smartphones now include apps that
scan and interpret barcodes, and users can download barcode applications for free from a
number of sources. In a large organization, barcode technology can be significantly cheaper
to deploy than other inventory control methods.
Q2.List 5 examples for guidelines which should be followed to ensure correct delivery
processes including provisions for stock security:
Answer 2. To ensure accuracy in the receipt of goods to your store, it is necessary to have
systems in place that allow you to exert and maintain a constant level of control over
deliveries. The store policy and procedures will cover general areas such as:

 Receipt security
 Procedures for checking and processing paperwork
 How to complete returns to vendors
 Completing transfers to other stores
 Accepting deliveries
 Storage and handling of stock

Staff must follow the stores policies and procedures for handling goods. These will include
guidelines for:

Stock receipt and dispatch

Stock control

Pricing, labelling and packaging Recording

requirements

Quality control.
Investigating discrepancies

Q3.What is the meaning of the FIFO principle? What do you need to do to apply this
effectively?
Answer 3. "FIFO" stands for first-in, first-out, meaning that the oldest inventory items are
recorded as sold first but do not necessarily mean that the exact oldest physical object has
been tracked and sold. In other words, the cost associated with the inventory that was
purchased first is the cost expensed first. FIFO (first in, first out) – rotating supplies is
essential to retain the freshness of food products. This means placing new stock at the back of
the storage area and bringing older stock to the front.
Q4.What are the ambient storage requirements for dry and wet storage areas? How does the
danger zone impact on the storage of perishable food items?
Answer 4. There are a number of requirements for food storage which are common to all
types of storage including:
 Ensuring that all surfaces such as walls, floors, ceilings and shelving are thoroughly
cleaned and well maintained
 Storing foods in original packaging, sealable containers or covering to protect food
from contamination
 Ensuring that food containers are food grade and not damaged
 Checking and removing food past it's used by or best before date
 Rotating stock using the F.I.F.O principle (First in, First out)

Food poisoning is often caused by bacteria from foods that have been incorrectly stored,
prepared, handled or cooked. Contaminated food may look, smell and taste normal. If food is
not stored properly, the bacteria in it can multiply to dangerous levels. Food-poisoning
bacteria grow and multiply fastest in the temperature danger zone between 5 °C and 60 °C. It
is important to keep high-risk food out of this temperature zone.
Q5.In brief explain the storage requirements for paper products, housekeeping items and
chemicals:
Answer 5.
Paper products: - Good storage significantly prolongs the preservation of paper materials
and includes:
 A cool (room temperature or below), relatively dry (about 35% relative humidity),
clean, and stable environment (avoid attics, basements, and other locations with high
risk of leaks and environmental extremes)
 Minimal exposure to all kinds of light; no exposure to direct or intense light
 Distance from radiators and vents
 Supportive protective enclosures*
 Unfolded and flat or rolled storage for oversized papers
 Individual/isolated storage of acidic papers to prevent acids from migrating into the
other works on paper

Chemicals: - When supplies are repacked into other containers, information such as contents,
date received, date of last quality check and name of employee who carried out the check
should be recorded. The use, storage and labelling of chemicals used in the workplace must
meet OHS requirements as well as environmental requirements. Many of the chemicals used
in the hospitality industry are potentially dangerous to humans, so it is important that they are
used and stored in the correct way.
Housekeeping Items:-Proper storage procedures are required for dry, raw materials, finished
product flammables and compressed gases storage to prevent fires, keep exits and aisles clear
and avoid injuries and illnesses. General rules for material storage are as follows:
 Materials may not be stored any closer than 18 inches to walls or sprinkler heads. A
minimum of 3 feet side clearance will be maintained around doorways and emergency
exits. Passageways and aisle will be properly marked and a minimum of six feet in
width. Materials, fork lifts, pallet jacks, etc., may not be stored in aisles or
passageways.
 Aisles and passageways will be kept clear of debris. All spills of materials will be
immediately cleaned-up by the person responsible.
 All platforms and racks will have maximum load capacity displayed. The weight of
stored material will not exceed the rated load capacity.
 All flammables will be stored in OSHA-approved flammable storage cabinets or
stored outside (at least 50 feet from any structure)
 Fuels, solvents and other flammables (not stored in original shipping containers) will
be stored in OSHA approved self-closing containers with flame arresters. Flammables
may not be stored in open containers (open parts baths, etc.).
 Flammable storage areas will be kept dry and well ventilated. No storage of
combustible materials, open flames or exposed electrical components are permitted in
the flammable storage area.
 Flammable or combustible materials may not be stored in electrical rooms. Electrical
rooms must be kept clean and dry at all times.

Q6.What are the key storage requirements for seafood, poultry, meat, vegetables, dairy, eggs
and alcoholic and non-alcoholic beverages?
Answer 6.
Seafood: - Finfish should be stored in the refrigerator and used within 1 to 2 days after
purchase. It’s a good idea to store it on ice in the refrigerator to keep it as cold as possible. If
the fish won’t be used within 2 days, wrap it tightly in moisture-proof bags (so the fish won’t
dry out) and store it in the freezer. Shellfish, such as mussels, clams and oysters that are
purchased live in their shells, should be put in a shallow pan (no water), covered with
moistened paper towels and refrigerated. Mussels and clams should be used within 2-3 days
and oysters within 7-10 days. Shucked shellfish can be placed in a sealed container and
frozen. Live lobsters and crabs should be cooked the day they are purchased. Recommended
storage times and shelf-life times can be found on the websites below. Frozen seafood should
be kept frozen, and it is a good idea to date packages of frozen seafood, so you can use the
older seafood first. For best quality remember the FIFO concept – First In, First Out. Frozen
seafood must be thawed properly.
Poultry: - Raw poultry should be stored in a bowl or on a platter in the bottom of the
refrigerator. Your refrigerator temperature should be 38 degrees to 40 degrees F or lower.
Store fresh, raw poultry for no more than one to two days. Rinsing poultry before cooking is
no longer recommended.
Meat should be packaged appropriately to prevent drying out, spoilage, or freezer burn.
Whole sub-primal are often vacuum packed as soon as they are removed from the carcass and
will have a long shelf life when kept in the original vacuum packaging. Cut meat products for
retail use should be wrapped in permeable film on trays or vacuum packaged after portioning.
Cut meat products for food service use may be vacuum packed after cutting or stored in food-
grade containers, wrapped appropriately, and stored according to food safety standards.
Products for frozen storage should be vacuum packed or wrapped tightly in freezer paper to
prevent freezer burn. Coolers should be maintained at 0 °C to 2 °C (32 °F to 35.6 °F). This is
considered the safest temperature to hold meats and maintain flavour and moisture. Water
freezes at 0 °C (32 °F); however, meat freezes at about -2 °C (29 °F).
Almost all vegetables can be stored in your freezer. Freezing can change the texture of many
fruits and vegetables, but it generally preserves their taste, nutrients, and health benefits. It’s a
great way to store seasonal fruits or vegetables for use later in the year, especially if you’re
planning to eat them cooked or blended into smoothies. Certain types of produce are best left
out of your refrigerator and freezer. Instead, they should be stored in a cool dry place. These
include:
 tomatoes
 potatoes
 lemons
 limes

Eggs: -Eggs should not be stored on the refrigerator door, but in the main body of the
refrigerator to ensure that they keep a consistent and cool temperature.Leftover raw egg
whites and yolks should be put in airtight containers and stored in the refrigerator
immediately. To prevent yolks from drying out, cover them with a little cold water. Drain
the water before using.When storing hard boiled eggs, you may notice a "gassy" odour in
your refrigerator. The odour is caused by hydrogen sulphide, which forms when eggs are
cooked. It's harmless and usually dissipates in a few hours.

Dairy: -These items should be kept in the refrigerator, though cheeses benefit from a little
extra TLC. Place soft ones, like Brie and mozzarella, in an airtight container once open.
Wrap semi-hard and hard cheeses, once open, in wax or parchment paper, then stow in a
resealable plastic bag.

Checkpoint 3
Q1.In which sequence would you transfer the following categories of goods into storage once
a delivery has been checked? Place the numbers (1, 2, 3) next to the items to indicate the
correct order:
2 Perishables – quality deteriorates rapidly, but not as quickly as frozen items
3 Non-perishables – lasts longer than perishables so can be put away last
1 Frozen goods – must be put away immediately as they must not be allowed to
thaw

Q2.SafeWork Australia suggests several risks controls you might consider for a manual
handling task. Complete the following from the drop-down list
Modify the use an adjustable platform to reduce bending and reaching
object and ensure work surfaces are at the correct height
Modify the – e.g. change the shape of bulky objects so that they are easier to hold,
work area or pack products in smaller cartons. If there is a large delivery, unpack i
t into smaller boxes which can be handled more easily
Change how - use tools such as levers, hooks, or crowbars, or use team lifting.
things are If none of these options can be used, then mechanical handling equipment like forklifts,
moved cranes and hoists may be needed
Use different reduce the amount of bending, lifting, twisting, reaching and
actions, holding required to carry out a task, thereby minimising the risk of injury
movements
and forces
Modify the eliminate unnecessary handling. Ensure that all heavy objects are at waist level,
task where they can be handled comfortably. Vegetables can be transferred to buckets
with caster wheels to allow easy manipulation

Q3.True or false.
When using storage equipment such as trolleys and forklifts, it is essential that you use them
in the safe and correct manner. Follow all workplace safety instructions, as well as
manufacturer guidelines. TRUE
Q4.What is the purpose of labelling food items? Which details should be included on a label?
Answer 4.
When goods are delivered from suppliers, stock should be stored correctly and clearly
labelled to avoid products that look similar being confused. Many supplies arrive in
packaging that clearly states contents and use-by dates; however, supplies are often removed
from their original packaging for various reasons. When supplies are repacked into other
containers, information such as contents, date received, date of last quality check and name of
employee who carried out the check should be recorded. The use, storage and labelling of
chemicals used in the workplace must meet OHS requirements as well as environmental
requirements.
Q5.Rotating and maintaining sufficient supplies – what does this essentially involve?
Answer 5.
Rotation of goods is needed in hospitality establishments to ensure food supplies are fresh
and are well maintained. Some basic principles need to be followed:
 Rotate supplies according to enterprise policy
 Move and shift supplies according to safety and hygiene requirements
 Check the quality of supplies and complete reports as required
 Dispose of damaged or spoiled supplies according to enterprise and regulatory
requirements
 Identify and report any problems promptly
 Maintain storage areas to optimum condition, ensuring that they are clean, at required
temperature, free from vermin or infestation and free from defects
Correct storage of food and other hospitality supplies is necessary. Food storage areas need to
use stock rotation principles meaning that stock is used on a first in, first out basis (FIFO).
This prevents wastage and food spoilage, as well as minimising the opportunity for food
contamination. FIFO (first in, first out) – rotating supplies is essential to retain the freshness
of food products. This means placing new stock at the back of the storage area and bringing
older stock to the front.
Q6.Why should stock be inspected at the end of each shift? How can a quality report help
here to identify reasons for poor quality?
Answer 6. All deliveries into your business must be inspected to ensure the items are
acceptable and checked against purchase orders and supply agreements, in all necessary
details. This check is done when the goods are delivered and before you sign for them. In
practice, in the hectic activity of a large delivery area, many deliveries are signed for without
any checking being done. The checks are done as soon as possible, and any discrepancies
notified to the suppliers as soon as possible.
Where variations in the quantities and quality of delivered goods are detected, they must be
acted on. It is vital that goods are stored correctly to minimise the loss of quality.When
dealing with stock in storage or excess stock it is important thatyou are constantly all
perishables items for quality.
Q7.How will you store food items which need to be returned to a supplier due to spoilage or
damage?
Answer 7. If one item in a pack is obviously damaged, the whole pack may have to be
returned if you want to return the damaged one. Put any "problem stock" to one side for pick-
up by the supplier. if the food business needs to keep the mouldy food, for example to return
it to the supplier, the food will need to be kept separate and identified. ‘Food for disposal’ that
needs to be held must be separated and identified so that it is not accidentally sold or used. A
completely separate storage area is not required but these foods should be kept away from
foods for sale. For example, foods that need to be held and kept separate may be placed
together on one shelf in a refrigerator or dry storage area. The business may also choose to
keep these foods in special containers. The held food must be identified as returned food,
recalled food or food that is or may be unsafe or unsuitable, as the case may be.
Checkpoint 4
Q1.Hazardous substances are present in many TH&E operations. What are the impacts of
hazardous substances on the environment and how are these disposed of correctly?
Answer 1. Studies prove that chlorine bleach, ammonia and other cleaners release toxic
vapours, many of which are suspected carcinogens. Hazardous chemicals stay around for
hours and cause a variety of symptoms, both mild and serious, including:
 Headaches
 Asthma
 Nausea
 Chemical burns
 Fatigue
  Skin and eye irritation

All hazardous waste must be disposed of according to the Victorian Environment Protection
Act and any other relevant laws and guidelines. Food and rubbish should be disposed of as
regularly as needed. Rubbish bins should not overflow and be allowed to spill out onto the
floor. Liquid waste, including waste and cooking oil, must not be placed in a general waste
bin or poured down the drain. They must be placed into a designated container where they are
collected and later refined for further use.

Q2.List 5 methods which can be used to identify slow moving stock items in storage areas:
Answer 2.A method of calculating fast and slow sellers is to calculate the “stock turn” of the
stock. This calculation relates to the sale of the item over a period of time. It is the number of
times the average stock value is turned over in a fixed trading period, and can be expressed
as:
 Rate of Stock-turn = Total Sales divided by Average Stock
 Stock-turn is usually calculated by applying the following formula:
 Opening Stock + Closing Stock / Number of Months/Weeks

Here are five ways to identify slow moving inventory:

Inventory Turnover
Inventory Turnover Ratio = Cost of Goods Sold / (Beginning Inventory + Ending
Inventory)/2
2. Average Days To Sell Inventory
Average days to sell will vary from business to business and product to product. A general
rule of thumb is that an item is considered slow-moving if it has had less than six months of
demand.
3. Holding Costs
This is the cost a business incurs from storing inventory. This could include the cost of
storage, depreciation, staffing, maintenance, insurance, security, and the overall cost of
capital for the business.
Holding costs may seem trivial at first glance but can accrue into massive losses. A slow-
mover doesn’t just hurt sales but creates costly operational inefficiencies.
4. Determine Gross Profit
Once all the costs have been attributed to the item, determine its current gross profit. This is
simply the price of product minus the cost to make, hold, and sell that good. When
identifying a slow-mover, it’s important to see how the costs affect the selling price and what
that does to customer demand.
5. Forecasting
Using short-term and long-term historical data will help you discover patterns in your
inventory. Whether it be seasonal, promotional, or overall trends, you can compare inventory
turnover rates against customer demand upswings and plateaus.
Q3.You have identified slow moving stock items. What measures could you take to avoid
spoilage or loss?
Answer 3. Where a slow-selling line is identified:
 Consideration may be given to contacting the supplier and asking if they will accept
return of the items; we may indicate that we are prepared to return them and accept a
discounted rate/credit
 Consideration may be given to contacting other businesses - either in your
group/chain, or even those businesses that are competitors – and asking if we can do a
deal with them
 You may consider developing and creating a display/promotion designed to clear the
line (a special package deal, a sale) that features the slow-moving article, perhaps at a
very competitive price (at cost, or below)
 You may consider creating a brand-new dish, drink or deal incorporating the slow-
moving item; don't forget to ask staff for their ideas, too
 In some cases - and this obviously will not apply in all instances - you may elect a
promotional program where the customers buy X, and get a free, slow-moving item
free- of-charge.

Q4.What are the advantages of a perpetual and a periodic inventory system?

Answer 4.
Perpetual inventory systems are common in many modern businesses. They are most often
found in large businesses, businesses with multiple locations, or businesses that carry
expensive products, such as a jeweller or electronics store. While errors in inventory occur
due to loss, breakage, theft, improper inventory tracking, or scanning errors, there are many
advantages to using a perpetual inventory system:
 Prevents stock outs; a stock out means that a product is out of stock
 Gives business owners a more accurate understanding of customer preferences
 Allows business owners to centralize the inventory management system for multiple
locations
 Provides greater accuracy due to each inventory item being recorded on a separate
ledger
 Gives valuable information to business owners, such as discounts, purchases, and
returns
 Reduces physical inventory counts

Advantages of Periodic Inventory System

 Since no permanent employee is required for physical counting of merchandise
inventory under this system it is less expensive.
  It is applicable for all business organizations large or small dealing with specific or a
variety of goods.
 Since stock taking is done at the end of a period under this system the normal
activities of the business are not hampered.
 Since the stock-taking of merchandise is done on a particular date the quantity of
stock of merchandise is reliable.

Q5.Drag the correct description to the relevant type of stock control documentation:
Purchase Order:-record of the amount and type of goods ordered from a
supplier
Stock transfer form – details the type and amount of stock to be transferred
from 1 department to another
Requisition form– used to record the amount of stock on hand for tracking
periodic usage or for comparison to computerized records
Bin card – record of the stock held within a section of the store, or ‘bin’
Delivery docket– record of the amount and type of goods received from the
supplier
Stock take sheet – details the type and amount of stock to be issued to different
departments by the store

Checkpoint 5
Q1. Provide 5 examples for security measures to ensure security of stock in storage areas:
Answer 5.
 Keep storerooms under lock and key: - Employees issued with a key to any storeroom
must not lend their key to anyone, including other staff members. The whole idea of
issuing keys is to restrict access to an area, and those who lend keys compromise this
system. Keys must not be left unattended at any time so as to eliminate the chance of
unauthorised use.
 Security/surveillance: - Keep storerooms under surveillance by installing CCTV.

 The central storage area may comprise a range of shelves, of different shapes, depths,
volumes and heights. Some shelves will be close to the floor, some will be at waist
level, andsome will be high above the floor. Ladders/safety ladders may be used to
store and accessstock on these higher shelves.
 ‘Receipt of goods’ refers to the processes a business follows when taking delivery of
goods. It is crucial that the staff is aware of the processes used. To ensure accuracy in
the receipt of goods to your store, it is necessary to have systems in place that allow
you to exert and maintain a constant level of control over deliveries.

 Other central storage may feature spaces for goods (that may be called "bins" even
thoughno actual bin exists), into which products are stacked.

Q2. What are the requirements for the following factors to ensure that storage areas are
maintained effectively?
Cleanliness and sanitation – Cleaning a restaurant kitchen involves pulling the appliances out
from the walls and both sweeping and mopping underneath. You also need to wash any food
containers, utensils and cookware in hot, soapy water and wipe down all surfaces. Food
preparation areas need cleaning with a sanitizing product, and any appliances should also be
washed and thoroughly cleaned. All food preparation surfaces should be cleaned continuously
during your shift, and thoroughly and the end of the day. When cleaning the surfaces, you
should use a sanitiser daily.
Lighting – Check your path from place to place - remove tripping hazards, protect openings
and use appropriate safety measures if you need to get materials up a ladder. Make sure that
the lighting is sufficient to see where you are going. Stabilize uneven or lose ground or
choose an alternate route. The shortest way isn't always the fastest, or the safest.
Temperature – The temperature of food may need to be checked when receiving frozen foods
and protective clothing will need to be worn to receive toxic chemicals. Your fridge
temperature should be at 5 °C or below. The freezer temperature should be below -15 °C. Use
a thermometer to check the temperature in your fridge. Keep high-risk food at 5 °C or below
or above 60 °C to avoid the temperature danger zone.

Humidity – Remove any excess moisture by quickly repairing any leaking pipes, sinks or
dishwashers.

Vermin – Maintain storage areas to optimum condition, ensuring that they are clean, at
required temperature, free from vermin or infestation and free from defects. Correct disposal
of waste such as food, cleaning chemicals and out-of-date products helps to avoid incidence
of vermin and pests. Where possible, goods should be recycled to help reduce waste and
protect the environment

Q3. List 3 examples for documentation which is commonly used to monitor quality of goods
and to action maintenance requirements for storage areas:
The business will keep some form of stock system that will help them maintain arecord-
keeping procedure that identifies:
 The level of stock-on-hand
 The reorder level for each item
 Where stock has been issued to, by department
 The value of stock that has been issued
 The value of the stock-on-hand
 The maximum amount of each item that can be ordered at any time
 When that stock was issued
 Change request form
 Insurance form to indicate safedelivery

Answer 3.
Q4. Provide 5 examples measures which can be used to control pests in storage areas:
Measures to control pests in storage areas could include
 Sanitation is the best line of defence against pests in the kitchen. Remove any excess
moisture by quickly repairing any leaking pipes, sinks or dishwashers.
 Pests only need a small amount of water to survive. Clean up spills immediately to
prevent food material from spreading under equipment where it is hard-to-reach or
observe pest activity.
 Storage areas make the perfect home for pests because they are dark, damp and free of
hustle and bustle. Monitor these areas continually and make sure to eliminate any
odours, food debris or spillage.
 Remove products from their original cardboard packaging since cockroaches feed off
the glue that holds them together and use boxes as harbourage. Instead, store supplies
in tightly sealed plastic containers.
 Shipments need to be kept on open-backed stainless-steel shelving, at least six inches
off the floor and 18 inches from the wall.