QUANTITY PURCHASE AND STORAGE (QFP)

Introduction of Purchasing, Purchasing System, Purchase Specifications, Purchasing Techniques, Duties of Purchase Officer & Store Keeper, Storage.

Quantity Purchase and Storage (QFP) is a systematic approach to purchasing and storing goods in bulk quantities for institutional and industrial catering establishments. It involves various processes, including purchasing, establishing purchasing systems, setting purchase specifications, implementing purchasing techniques, defining the duties of purchase officers and storekeepers, and ensuring proper storage of the purchased items. Let’s explore each of these elements in more detail:

Purchasing:

Purchasing is the process of acquiring goods or services from suppliers.

It involves identifying the needs of the establishment, sourcing potential suppliers, negotiating prices, and finalizing purchase agreements.

Purchasing System:

A purchasing system refers to the structured framework and procedures implemented by an organization to manage the procurement process.

It includes steps such as requisitioning, purchase order generation, supplier selection, order placement, receiving, and payment.

Purchase Specifications:

Purchase specifications outline the requirements and standards for the goods or services being purchased. They include details such as quantity, quality, size, weight, packaging, brand, and any specific attributes or certifications required.

Purchasing Techniques:

Various techniques can be employed to optimize the purchasing process, including competitive bidding, request for proposals (RFPs), and vendor-managed inventory (VMI).

These techniques help ensure fair pricing, supplier evaluation, and efficient inventory management.

Duties of Purchase Officer:

The purchase officer is responsible for managing the overall procurement process.

Their duties include identifying purchasing needs, sourcing suppliers, negotiating contracts, coordinating with other departments, and maintaining records of purchases.

Duties of Store Keeper:

The storekeeper is responsible for receiving, storing, and issuing the purchased goods.

Their duties include inspecting incoming shipments, verifying quantities and quality, ensuring proper storage conditions, maintaining inventory records, and managing stock rotation.

Storage:

Proper storage is crucial to maintain the quality, safety, and longevity of purchased goods.

It involves considerations such as appropriate storage facilities (shelves, refrigeration, etc.), organizing items for easy retrieval, implementing stock rotation methods (first-in, first-out- (FIFO), and following food safety and hygiene practices.

Effective quantity purchase and storage practices ensure that catering establishments have a consistent supply of quality ingredients and materials while optimizing costs and minimizing wastage. By establishing robust purchasing systems, adhering to purchase specifications, implementing purchasing techniques, and assigning clear duties to purchase officers and storekeepers, catering establishments can efficiently manage their procurement processes and maintain proper storage of their inventory.