Uc 2. Control And Order Stock

ASIAN DEVELOPMENT FOUNDATION COLLEGE Bliss, Sagkahan, Tacloban City

COMMERCIAL COOKING NC III TESDA Competency Based Learning Material

COMMON COMPETENCY NO.1 Control and Order Stock

TOURISM SECTOR (HOTEL AND RESTAURANT)

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ASIAN DEVELOPMENT FOUNDATION COLLEGE Bliss, Sagkahan, Tacloban City

SUMMARY OF COMPETENCY-BASED LEARNING MATERIALS No.

Unit of Competency

Module Title

Code

1.

Roster staff

Rostering staff

2.

Control and order stock

Controlling and ordering stock

3.

Train small groups

Training small groups

TRS311208

4.

Establish and conduct business relationships

Establishing and conducting business relationships

TRS311209

TRS311206 TRS311207

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ASIAN DEVELOPMENT FOUNDATION COLLEGE Bliss, Sagkahan, Tacloban City

HOW TO USE THIS MODULE Welcome to the Module “Controlling and Ordering Stock”. This module contains training materials and activities for you to complete. The unit of competency “Control and Order Stock” contains knowledge, skills and attitudes required for a Commercial Cooking NC III Qualification. You are required to go through a series of learning activities in order to complete each of the learning outcomes of the module. In each learning outcome there are Information Sheets and Activity Sheets. Follow these activities on your own and answer the Self-Check at the end of each learning activity. If you have questions, don’t hesitate to ask your facilitator for assistance. RECOGNITION OF PRIOR LEARNING (RPL) You may already have some of the knowledge and skills covered in this module because you have: • •

been working for some time already have completed training in this area.

If you can demonstrate to your trainer that you are competent in a particular skill or skills, talk to him/her about having them formally recognized so you don’t have to do the same training again. If you have a qualification or Certificate of Competency from previous trainings show it to your trainer. If the skills you acquired are still current and relevant to this module, they may become part of the evidence you can present for RPL. If you are not sure about the currency of your skills, discuss it with your trainer. After completing this module ask your trainer to assess your competency. Result of your assessment will be recorded in your competency profile. All the learning activities are designed for you to complete at your own pace. Inside this module you will find the activities for you to complete followed by relevant information sheets for each learning outcome. Each learning outcome may have more than one learning activity. This module was prepared to help you achieve the required in “Control and order stock”. This will be the source of information for you to acquire knowledge and skills in this particular trade, with minimum supervision or help from your trainer. With the aid of the materials, you will acquire the competency independently and at your own pace.

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ASIAN DEVELOPMENT FOUNDATION COLLEGE Bliss, Sagkahan, Tacloban City

• • • • • • • •

•

Talk to your trainer and agree on how you will be both organize the training of this unit. It is divided into sections which covers all the skill as and knowledge you need to successfully complete this module. Most probably your trainer will also be your supervisor or manager. Your trainer is there to support you and show you the correct way to do this things. Ask for help. Your trainer will tell you about the important things you need to Consider when you are completing activities and it is important that you listen and take notes. You will be given opportunities to ask questions and practice on the job. Make sure you practice your new skills during regular work shifts. This way you will improve both your speed and memory and also your confidence. Talk to more experienced workmates and ask for their guidance. Use self-check questions at the end of each section to test your own progress. When you are ready, ask your trainer to watch you perform activities outlined learning materials. As you work through the activities, ask for written feedback on your progress. Your trainer keeps feedback/pre-assessment reports for this reason. When you have successfully completed each element, ask your trainer to mark on the reports that you are ready for assessment. When you have completed this module and feel confident that you have had sufficient practice, your trainer will arrange an appointment with the registered assessor to assess you. The results of your assessment will be recorded in your Competency Achievement Record Sheet.

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ASIAN DEVELOPMENT FOUNDATION COLLEGE Bliss, Sagkahan, Tacloban City

MODULE CONTENT

UNIT OF COMPETENCY :

CONTROL AND ORDER STOCK

MODULE TITLE

CONTROLLING AND ORDERING STOCK

:

MODULE DESCRIPTOR : This module covers the knowledge, skills, behavior and motivations required to control and order stock in a range of hospitality establishments. This role is generally carried out by supervisors and team leaders. NOMINAL DURATION

:

QUALIFICATION LEVEL :

6 hours NC III

SUMMARY OF LEARNING OUTCOMES: Upon completion of this module, the students/trainees must be able to: LO1. Maintain stock levels and records. LO2. Process stock orders. LO3. Manage stock losses. LO4. Follow-up orders. LO5. Organize and administer stocks. LO1. MAINTAIN STOCK LEVELS AND RECORDS Assessment Content Condition Methodologies Criteria 1.Stock levels *Stock Learning Distance are monitored recording Management Learning: and maintained systems Systemaccording to Google • Printed CBLM company *Securing Classroom •Tutorial videos requirements. stocks in disc or flash CBLM in drive in 2.Stock security *Par stocks Participating in is monitored and Workplace • Slide systems are *Monitoring Communication Presentation adjusted as slow moving Materials or required. items Tutorial Videos eCBLM in disc or flash 3.Stock reorder drive cycles are monitored and

Assessment Methods ONLINE: -Computer Based assessment -Interview with Oral Questioning via Video Conference Written Exam in Google Forms

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ASIAN DEVELOPMENT FOUNDATION COLLEGE Bliss, Sagkahan, Tacloban City

adjusted as required. 4.Colleagues are informed of their individual responsibilities in regard to the reordering of stock.

Slide Presentation materials or eCBLM

-Online Lecture via Google Meet

5.Records of stock storage and movement are maintained in accordance with company procedures. 6. Stock perform ance is monitore d and fast/slow -selling items are identifie d and reported in accorda nce with compan y procedur es

LO2. PROCESS STOCK ORDERS Assessment Content Criteria 1.Orders for *Ordering/restock are ordering processed stocks accurately and in accordance with *Handling company incoming procedures stocks

Submission of ONLINE: Work sample -Computer based via online Training (e learning) via Google Classroom as LMS

-Online Chat Learner support via Facebook Messenger -Online Discussion Forum via Google Classroom -Online Video Tutorials using YouTube in Google Classroom

Condition Learning Management SystemGoogle Classroom

Methodologies Distance Learning: • Printed CBLM •Tutorial videos in disc or flash drive in

Assessment Methods ONLINE: -Computer Based assessment

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ASIAN DEVELOPMENT FOUNDATION COLLEGE Bliss, Sagkahan, Tacloban City

2.Stock levels *Maintaining are maintained stock records and recorded ensuring information is complete, correct and current. 3.Incoming stock is checked against purchase and supply agreements and all necessary details are recorded.

CBLM in Participating in Workplace Communication Tutorial Videos in disc or flash drive

Slide Presentation materials or eCBLM

• Slide Presentation Materials or eCBLM ONLINE: -Computer based Training (e learning) via Google Classroom as LMS

-Interview with Oral Questioning via Video Conference Written Exam in Google Forms Submission of Work sample via online

-Online Lecture via Google Meet -Online Chat Learner support via Facebook Messenger -Online Discussion Forum via Google Classroom -Online Video Tutorials using YouTube in Google Classroom

LO3. MANAGE STOCK LOSSES Assessment Content Criteria 1.Stock losses *Recording are identified and stock losses recorded according to *Reporting company stock losses procedures. *Preventing 2.Losses are stock reported in losses/stock accordance with control company procedures procedures.

Condition Learning Management SystemGoogle Classroom CBLM in Participating in Workplace Communication

Methodologies Distance Learning: • Printed CBLM •Tutorial videos in disc or flash drive in • Slide Presentation Materials or eCBLM

Assessment Methods ONLINE: -Computer Based assessment -Interview with Oral Questioning via Video Conference

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ASIAN DEVELOPMENT FOUNDATION COLLEGE Bliss, Sagkahan, Tacloban City

3.Avoidable losses are identified and reasons behind these losses are established. 4.Solutions to loss situations are recommended and related procedures are implemented to prevent future avoidable losses

Tutorial Videos in disc or flash drive

Slide Presentation materials or eCBLM

ONLINE: -Computer based Training (e learning) via Google Classroom as LMS

Written Exam in Google Forms Submission of Work sample via online

-Online Lecture via Google Meet -Online Chat Learner support via Facebook Messenger -Online Discussion Forum via Google Classroom -Online Video Tutorials using YouTube in Google Classroom

LO4. FOLLOW UP ORDERS Assessment Content Criteria 1.The delivery *Monitoring process is deliveries monitored to ensure agreed *Controlling deadlines are shortages or met. out of stock supplies 2.Continuity of supply is *Allocating ensured by deliveries and liaising with supplies colleagues and suppliers. 3.Routine supply problems are followed up or referred to the

Condition Learning Management SystemGoogle Classroom CBLM in Participating in Workplace Communication Tutorial Videos in disc or flash drive

Slide Presentation

Methodologies Distance Learning: • Printed CBLM •Tutorial videos in disc or flash drive in • Slide Presentation Materials or eCBLM

Assessment Methods ONLINE: -Computer Based assessment -Interview with Oral Questioning via Video Conference Written Exam in Google Forms

ONLINE: -Computer based Training Submission of (e learning) via Work sample Google via online

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ASIAN DEVELOPMENT FOUNDATION COLLEGE Bliss, Sagkahan, Tacloban City

appropriate person in accordance with company policy.

materials or eCBLM

Classroom as LMS -Online Lecture via Google Meet

4.Stock is distributed to agreed locations.

-Online Chat Learner support via Facebook Messenger -Online Discussion Forum via Google Classroom -Online Video Tutorials using YouTube in Google Classroom

LO5.

ORGANIZE AND ADMINISTER STOCKS Assessment Criteria

1.Stocks are organized at appropriate intervals according to company policy and procedures.

2.Stocktaking responsibilities are allocated to staff.

3.Accurate stock reports are produced within designated timelines.

Content

*Organizing stocks

*Stock taking/inventory systems

*Inventory reports

Condition

Learning Management SystemGoogle Classroom

CBLM in Participating in Workplace Communication

Tutorial Videos in disc or flash drive

Slide Presentation materials or eCBLM

Methodologies

Distance

Learning:

• Printed CBLM •Tutorial videos in disc or flash drive in • Slide Presentation Materials or eCBLM

Assessment Methods ONLINE:

-Computer Based assessment

-Interview with Oral Questioning via Video Conference

Written Exam in Google Forms

Submission of Work sample via online

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ASIAN DEVELOPMENT FOUNDATION COLLEGE Bliss, Sagkahan, Tacloban City

ONLINE: -Computer based Training (e learning) via Google Classroom as LMS

-Online Lecture via Google Meet

-Online Chat Learner support via Facebook Messenger

-Online Discussion Forum via Google Classroom

-Online Video Tutorials using YouTube in Google Classroom

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ASIAN DEVELOPMENT FOUNDATION COLLEGE Bliss, Sagkahan, Tacloban City

Learning Experiences Learning outcome 1. MAINTAIN STOCK LEVELS AND RECORDS Learning Activities 1. Read Information Sheet 1.1.1 On MONITOR AND MAINTAIN STOCK LEVELS 2. Answer Self-check 1.1.1 Compare anwers with answer key 1.1.1 3. Perform Task Sheet 2.1.1 On CONTROL AND ORDER STOCK 4. Evaluate your own output using performance Criteria Checklist 3.1.1

Special Instruction

Read Information Sheet 1.1.1-1.1.1 and answer every Self check in every Information Sheets. Check your answers by looking at the Answer key at the following page. Task Sheet will help you practice your skills. You may refer to Training Activity Matrix for Learners as a sample. The Performance Criteria Checklist will guide you evaluate you work as you evaluate your work as you are practicing your skill. If you have questions about the use of the matrix, please ask your trainer

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ASIAN DEVELOPMENT FOUNDATION COLLEGE Bliss, Sagkahan, Tacloban City

INFORMATION SHEET 1.1.1 MONITOR AND MAINTAIN STOCK LEVELS Re-order point - the inventory/stock position when a new order should be placed. Each company has to determine the level of stock it wants to carry. Once determined, systems must be put in place to monitor and maintain them. Stock movement may be tracked manually and an order placed when the reorder point is reached, as indicated by entries on the stock card. Manual tracking requires that the stock clerk be alert and make daily checks on his stock. They are many software applications available to monitor stock electronically. Once various critical points are determined and entered, these systems automatically alert you to changes that need your attention. Your computer will tell you (a) which item needs to be reordered now (b) what product’s shelf life has expired (c) the products that are too long in the inventory (d) prints, purchase requisition and orders will give you reminder regarding time frame STOCK SECURITY SYSTEMS Bar code - UPC/ Universal Product Code identifies storage information on a product/item. ▪ ▪ ▪ ▪ ▪

Unique number or bar code assigned to stock item/product for identification. Records are kept of receipt and/ or deliveries of any item into or out of stock Product is removed from stock only on receipt of properly completed goods requisition form Unauthorized persons are not allowed into stock room Stock is stored or moved in accordance with FIFO (first-in first-out)

Monitor and adjust stock re-order cycles Although stock levels are pre-determined, and the order quantity and cycles determined by applying the EOQ inventory model and might make it necessary to adjust to order quantity and re-order cycles based on: • • • • •

Movement of stock item owing to faster or slower usage Spoilage Breakage Menu changes Seasons

Stable or improved inventory costs are a result of continuous monitoring and appropriate and timely adjustments. Colleagues- responsibilities and stock records For any system to function efficiently all parties involved must be aware of and respect the terms and conditions of service. 12

ASIAN DEVELOPMENT FOUNDATION COLLEGE Bliss, Sagkahan, Tacloban City

Whenever stock is purchased, received, requested from storage, delivered, dumped or disposed of, no matter the manner, the appropriate forms/cards or data entry must be made or completed. Maintain stock storage and movement records Record keeping is an important aspect of stock control. It provides for the accounting department, the inventory cost and pricing information they usually require. It also eliminates the need to count stock each time stock is added or removed. Entering stock movement as soon as it occurs ensures a perpetual record is available. Periodic stock counts confirm stock record balances and identify overages or shortages Monitor Stock Performance Stock performance should be monitored consistently. As management tools, records should be kept current. Fast/slow selling stock should be reported to the relevant authority/purchasing officer, adjustments to the order frequency or order quantity. The production department should also be informed as the stock level in production changes.

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ASIAN DEVELOPMENT FOUNDATION COLLEGE Bliss, Sagkahan, Tacloban City

SELF CHECK 1.1.1 1. How do you monitor and maintain stock levels?

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ASIAN DEVELOPMENT FOUNDATION COLLEGE Bliss, Sagkahan, Tacloban City

ANSWER KEY 1.1.1

1. MONITOR AND MAINTAIN STOCK LEVELS Re-order point - the inventory/stock position when a new order should be placed. Each company has to determine the level of stock it wants to carry. Once determined, systems must be put in place to monitor and maintain them. Stock movement may be tracked manually and an order placed when the reorder point is reached, as indicated by entries on the stock card. Manual tracking requires that the stock clerk be alert and make daily checks on his stock. They are many software applications available to monitor stock electronically. Once various critical points are determined and entered, these systems automatically alert you to changes that need your attention. Your computer will tell you (a) which item needs to be reordered now (b) what product’s shelf life has expired (c) the products that are too long in the inventory (d) prints, purchase requisition and orders will give you reminder regarding time frame

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ASIAN DEVELOPMENT FOUNDATION COLLEGE Bliss, Sagkahan, Tacloban City

Task Sheet No. 2.1.1 Title: Control and Order Stock

Performance Objective: Given the necessary materials, the trainee must be able to perform tasks within 1hour minutes. Materials: Pen, Pencil, Paper and Forms Venue: Resturant area Procedure: a. Prepare the Materials for Controlling and ordering stock. b. Use and Fill in the given form c. Follow the instructions. Assessment Criteria: Written Examination Oral Questioning

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ASIAN DEVELOPMENT FOUNDATION COLLEGE Bliss, Sagkahan, Tacloban City

Performance Criteria Checklist No. 3.1.1 CRITERIA Did you….

YES

NO

1. Have a paper, forms and pen? 2. Follow the instruction given? 3. Spent the 1hour minutes inside the classroom? 4. Provide the uses of all the materials?

Comments/Suggestions: ____________________________________________________________________________________ ____________________________________________________________________________________ _______________________________________________________________

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ASIAN DEVELOPMENT FOUNDATION COLLEGE Bliss, Sagkahan, Tacloban City

Learning outcome 2. PROCESS STOCK ORDERS Learning Activities 1. Read Information Sheet 1.1.1 On ORGANIZE STOCKTAKES 2. Answer Self-check 1.1.1 Compare anwers with answer key 1.1.1 3. Perform Task Sheet 2.1.1 On PROCESS STOCK ORDERS 4. Evaluate your own output using performance Criteria Checklist 3.1.1

Special Instruction

Read Information Sheet 1.1.1-1.1.1 and answer every Self check in every Information Sheets. Check your answers by looking at the Answer key at the following page. Task Sheet will help you practice your skills. You may refer to Training Activity Matrix for Learners as a sample. The Performance Criteria Checklist will guide you evaluate you work as you evaluate your work as you are practicing your skill. If you have questions about the use of the matrix, please ask your trainer

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ASIAN DEVELOPMENT FOUNDATION COLLEGE Bliss, Sagkahan, Tacloban City

INFORMATION SHEET 1.1.1 ORGANIZE STOCKTAKES Stocktaking: the listing and counting of items in stock Periodic stocktaking is usually requested by the accounting department. The data obtained from the exercise is used in the preparation of the company’s financial statements and for costing of the stock items or products in which stock items are used. Organizing a stock take: Identify stock to be counted • Confirm location of stock • Assemble stocktaking team • Instruct team on method to be used for exercise • Prepare tools (paper, pencils, pens, inventory list, gear, etc. • Advise auditors, if stipulated • Confirm date, time and place for stocktaking The stock control personnel may do stocktaking on an ad hoc basis to verify particular item(s). Stocktaking Reports As soon as stocktaking is completed, data must be collated, re-checked and compared and a report submitted in the form required by the enterprise/company. Stocktaking Procedure A stock list is prepared with the items usually stocked. • The stock is located • The identifying marks are compared with that on the list • The stock is counted /weighed and recorded • Have team members verify count or weight. Team members usually work in pairs. • The stock take data is collated • A report is prepared and presented to relevant body. • Make adjustments (overages or losses) to stock record once authorization is obtained from the relevant body, e.g. accounts. Pay attention to detail when organizing stocktaking

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ASIAN DEVELOPMENT FOUNDATION COLLEGE Bliss, Sagkahan, Tacloban City

SELF CHECK 1.1.1 2. How do you monitor and maintain stock levels?

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ASIAN DEVELOPMENT FOUNDATION COLLEGE Bliss, Sagkahan, Tacloban City

ANSWER KEY 1.1.1

1. MONITOR AND MAINTAIN STOCK LEVELS Re-order point - the inventory/stock position when a new order should be placed. Each company has to determine the level of stock it wants to carry. Once determined, systems must be put in place to monitor and maintain them. Stock movement may be tracked manually and an order placed when the reorder point is reached, as indicated by entries on the stock card. Manual tracking requires that the stock clerk be alert and make daily checks on his stock. They are many software applications available to monitor stock electronically. Once various critical points are determined and entered, these systems automatically alert you to changes that need your attention. Your computer will tell you (a) which item needs to be reordered now (b) what product’s shelf life has expired (c) the products that are too long in the inventory (d) prints, purchase requisition and orders will give you reminder regarding time frame

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ASIAN DEVELOPMENT FOUNDATION COLLEGE Bliss, Sagkahan, Tacloban City

Task Sheet No. 2.1.1 Title: Process Stock Orders

Performance Objective: Given the necessary materials, the trainee must be able to perform tasks within 1hour minutes. Materials: Pen, Pencil, Paper, food supplies, clip board and Forms Venue: Stock room Procedure: a. Prepare the Materials for processing stock orders. b. Use and Fill in the given form c. Follow the instructions. Assessment Criteria: Written Examination Oral Questioning

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ASIAN DEVELOPMENT FOUNDATION COLLEGE Bliss, Sagkahan, Tacloban City

Performance Criteria Checklist No. 3.1.1 CRITERIA Did you….

YES

NO

1. Have a paper, forms and pen? 2. Follow the instruction given? 3. Spent the 1hour minutes inside the classroom? 4. Provide the uses of all the materials?

Comments/Suggestions: ____________________________________________________________________________________ ____________________________________________________________________________________ _______________________________________________________________

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ASIAN DEVELOPMENT FOUNDATION COLLEGE Bliss, Sagkahan, Tacloban City

Learning outcome 3. MANAGE STOCK LOSSES Learning Activities 1. Read Information Sheet 1.1.1 On Manage stock losses

Special Instruction

2. Answer Self-check 1.1.1 Compare anwers with answer key 1.1.1

Read Information Sheet 1.1.1-1.1.1 and answer every Self check in every Information Sheets. Check your answers by looking at the Answer key at the following page. Task Sheet will help you practice your skills. You may refer to Training Activity Matrix for Learners as a sample.

3. Perform Task Sheet 2.1.1 Draft a purchasing agreement for purchasing kitchen equipment. Ask your learning facilitator to assist/guide you. Make a study of your institution’s stock ordering and recording system. Is it an efficient and effective system? Have your learning facilitator arrange for you to observe at least two other systems operating elsewhere so you will be able to make comparisons. 4. Evaluate your own output using performance Criteria Checklist 3.1.1

The Performance Criteria Checklist will guide you evaluate you work as you evaluate your work as you are practicing your skill. If you have questions about the use of the matrix, please ask your trainer

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ASIAN DEVELOPMENT FOUNDATION COLLEGE Bliss, Sagkahan, Tacloban City

INFORMATION SHEET 1.1.1

IDENTIFY LOSSES Whether periodic or ad hoc, on completion of a stocktaking exercise, stock losses may be identified. Stock losses are differences between quantity/weight on record and the physical count. Stock losses may be attributed to careless record keeping, breakages/ spillages, pilfering, damage or infestation by pests and incorrect storage. These losses should be assessed and compared with the forecast for potential losses on a regular basis. Such assessment and comparison will inform the financial effect on the operations. Reporting Stock Losses Losses should be reported to the relevant body as soon as they are identified. The report should be submitted according to the procedure stipulated by the enterprise. Where possible, the report should include an explanation for the loss and its cost. Avoidable losses Some stock losses may be prevented by exercising due care:     

Breakages Infestation Improper storage Inaccurate record keeping Pilferage

Investigating why avoidable losses occur should be undertaken to prevent their recurrence. Solutions Avoidable losses may be prevented by:  Staff training  Developing and implementing pest control programme  Storing products/stock in the recommended environment  Securing the storeroom and allowing only authorised personnel to enter or remove stock  Re-visiting the lay out of the storeroom and assessing accessibility of stock

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ASIAN DEVELOPMENT FOUNDATION COLLEGE Bliss, Sagkahan, Tacloban City

PROCESS ORDERS FOR STOCK Prepare purchase requisition. Requisition should: display item; identify a supplier; • • • • •

State quantity needed; state cost of item and expected delivery date. Obtain purchase order from designated authority within the enterprise. Check the purchase order to see it accurately reflects the purchase requisition Send purchase order to supplier Check delivery status with supplier Purchase order: A letter or prescribed form authorizing purchase of an item from a supplier.

Be accurate when processing records Maintain Stock Ordering and Recording Systems • • •

A file/copy of the purchase order should be kept As soon as an order is received update the stock control system Update system with changes in specifications, stock number and supplier as soon as notification is received • Review high limits and low limits and re-order points • All stock movements must be recorded. • Do random spot checks to verify records Purchase and Supply Agreements Purchase and supply agreements outline specific terms and conditions of purchases and supplies between individuals or enterprises. They may relate to:

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ASIAN DEVELOPMENT FOUNDATION COLLEGE Bliss, Sagkahan, Tacloban City

SELF CHECK 1.1.1 1. How do you avoid losses of supplies? 2. What are solutions to prevented of losses?

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ASIAN DEVELOPMENT FOUNDATION COLLEGE Bliss, Sagkahan, Tacloban City

ANSWER KEY 1.1.1

1. Avoidable losses Some stock losses may be prevented by exercising due care:     

Breakages Infestation Improper storage Inaccurate record keeping Pilferage

Investigating why avoidable losses occur should be undertaken to prevent their recurrence. 2. Solutions Avoidable losses may be prevented by:  Staff training  Developing and implementing pest control programme  Storing products/stock in the recommended environment  Securing the storeroom and allowing only authorised personnel to enter or remove stock  Re-visiting the lay out of the storeroom and assessing accessibility of stock

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ASIAN DEVELOPMENT FOUNDATION COLLEGE Bliss, Sagkahan, Tacloban City

INFORMATION SHEET 1.1.1 PROCESS ORDERS FOR STOCK  Prepare purchase requisition. Requisition should: display item; identify a supplier; state quantity needed; state cost of item and expected delivery date.  Obtain purchase order from designated authority within the enterprise.  Check the purchase order to see it accurately reflects the purchase requisition  Send purchase order to supplier  Check delivery status with supplier Purchase order: A letter or prescribed form authorising purchase of an item from a supplier.

Be accurate when processing records

Maintain Stock Ordering and Recording Systems  A file/copy of the purchase order should be kept  As soon as an order is received update the stock control system  Update system with changes in specifications, stock number and supplier as soon as notification is received  Review high limits and low limits and re-order points  All stock movements must be recorded.  Do random spot checks to verify records Purchase and Supply Agreements

Purchase and supply agreements outline specific terms and conditions of purchases and supplies between individuals or enterprises. They may relate to: 29

ASIAN DEVELOPMENT FOUNDATION COLLEGE Bliss, Sagkahan, Tacloban City

 Quantity discounts  Product guarantees  Payments  Method of shipping/transportation  Pricing  Minimum order quantity  Quality  Product usage Details of these agreements must be adhered to when ordering or supplying goods. ACTIVITY Draft a purchasing agreement for purchasing kitchen equipment. Ask your learning facilitator to assist/guide you. Make a study of your institution’s stock ordering and recording system. Is it an efficient and effective system? Have your learning facilitator arrange for you to observe at least two other systems operating elsewhere so you will be able to make comparisons. Learning outcome 4. FOLLOW UP ORDERS Learning Activities 1. Read Information Sheet 1.1.1 On

Special Instruction

2. Answer Self-check 1.1.1 Compare anwers with answer key 1.1.1

Read Information Sheet 1.1.1-1.1.1 and answer every Self check in every Information Sheets. Check your answers by looking at the Answer key at the following page. Task Sheet will help you practice your skills. You may refer to Training Activity Matrix for Learners as a sample. The Performance Criteria Checklist will guide you evaluate you work as you evaluate your work as you are practicing your skill.

3. Perform Task Sheet 2.1.1 On 4. Evaluate your own output using performance Criteria Checklist 3.1.1

If you have questions about the use of the matrix, please ask your trainer

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ASIAN DEVELOPMENT FOUNDATION COLLEGE Bliss, Sagkahan, Tacloban City

INFORMATION SHEET 1.1.1

MONITOR DELIVERY PROCESS Once the supplier receives the order, and a delivery date is agreed on, the stock controller contacts the supplier at regular intervals to ascertain the status of the order and whether the delivery deadline will be met. Preparations are made to receive and store the goods when delivered. ACTIVITY Have your learning facilitator arrange time for you in the receiver and delivery department of your company. Write a report detailing the delivery, receival and storage procedures. Discuss your findings/observations with your learning facilitator.

SELF CHECK 1.1.1

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