Please only choose one question:

1. How will you convince other employees that creating and using purchase order documents benefit the organization?
2. What will you do if there are no purchase order sheets being used in the foodservice organization you work at as the new purchasing/production manager? What actions will you take?
3. What would you say to the owner-operator to convince them that purchase order documents are critical to the control process of the operation?

Purchase Specification Hotel XYZ Date:14 April 2012 Name of the Department: Food and beverage service Name of the Product: Table linen Product Usage : To cover table tops in speciality restaurant. Latest Date for Issue: 5 July 2012 Detail Description: Soft, 100 per cent cotton linen stitched according to the measu- rements. Quantity: 30 nos. of 5 x5 feet 10 nos. of 5 x 10 feet 20 nos. of 3 x5 feet Colour: Light sky blue colour. Brand: Raymond's Test Procedure: wash in hot water with detergent and check for colour fading and shrinking. Also check for of the life of the material. Image source: Stephen Field Equipment and Service Product Specifications Product Specifications must be prepared for no only food products but nonfood products and services as well. Smallwares and equipment will require product specification sheets to be created similar to those of food product specification sheets.There are important calculations the procurement officer may need to use in determining the best product which represents the best value. To do so it requires calculating EP cost and determining Percentage Yield if not provided by the seller/supplier. The EP weight and cost can be calculated given the AP As Purchased price and weight and Percentage Yield for the product. AP purchased (AP) is the portion of food that is in the raw state before any cutting, processing, or cooking has occurred. Percent yield is the factor used to determine how much of the food is lost as a result of the cooking, cutting, and processing of the food. AP-Purchased Cost (APC): The cost paid to your supplier for the nonfabricated (uncleaned) fruits or vegetables you purchase. Edible Portion Cost (EPC): The cost per unit of the fabricated (cleaned) fruit or vegetable. The EPC accounts not only for the cost of the fabricated product but also for the cost of the trim. To determine AP and EP amounts? The formula is: AP weight waste = EP weight. To find the yield percentage convert the edible product weight into a percentage. The formula is EP weight + AP weight x 100 = yield %. What does AP mean in cooking? AP stands for As Purchased (ingredients weight for baking or cooking). This will be provided by the seller/supplier. > AP - As Purchased > EP - Edible Portion > Weld Percent > Important Considerations to AP in the Purchasing Function > Focus on Foodservice Products Meat, seafood, poultry, processed fruits and vegetables, and fresh fruits and vegetables can be ordered under different specications. For example, Meats can be ordered by grade, cut, weight/thickness, fat limitation, age, whether fresh or frozen and type of packaging. Seafood can be ordered by type (e.g., fin fish/shellfish), species, market form, condition, grade, place of origin, whether fresh or frozen, count, size, and packaging, Poultry can be ordered by type, grade, class (e.g., broiler, fryer), style (e.g., breasts, wings), size, whether fresh or frozen and packaging. Processed fruits and vegetables can be ordered by grade (sometimes), variety, packaging size and type, drained weight, count per case, packing medium, and whether canned or frozen. Fresh fruits and vegetables can be ordered by grade (sometimes), variety, size, weight per container, growing area, and count per container, Figure 4 shows an example of a purchasing specification sheet that might be kept in a commercial kitchen or receiving area. Figure 4: Purchasing Specications Beef Grade Prime rib Grade AA New York strip Grade AAA Tenderloin Grade AAA Roast sirloin Grade A Short loins Grade AAA Beef Weight, Size, and Cut Specifications 7 kg, fully trimmed 6 kg, bone out, fully trimmed, max. 15 cm width, min. 5 cm depth 3 kg, fully trimmed to silverside 7 kg, boneless butt 6 kg, fully trimmed, 5 cm from eye The information recorded in product specication sheets have several basic purposes and advantages, the primary ones being: 1. Serve as quality control standards and cost control standards. 2. Clearly communicate information between suppliers, buyers, users and other organization personnel. 3. State the specific needs of each product or service in the event the purchaser is absent at the time of ordering. 4. Provide necessary information for the creation of bids and purchase proposals sent to one or more different suppliers. 5. Provide critical information for the creation of a purchase order. Product Specifications In its most basic sense, purchasingalso referred to as procuremententails buying an item not unlike how the average person buys food at the grocery store. In the food service industry, however, purchasing involves an array of management functions. The first of these, determining product specifications, is linked to the previously described process of menu development. For example, if an entrepreneur in designing his seafood restaurant wants to feature live Maine lobsters grilled to order, then the specifications would dictate the size of the Maine lobsters. Similarly, if a foodservice operator includes branded items on the menu (e.g., a sandwich made with Grey Poupon mustard), then the brand must be listed under the product specifications. Product specifications become increasingly important when a manager wants to negotiate prices with competing vendors; the specifications allow for an apples-to-apples comparison. Source: BC Cook Articulation Committee. (2015). Basic Kitchen and Food Service Management. Victoria, BC Retrieved from Basic- Kitchen-and-Food-Service-Management-1561404691. print Focus on Foodservice Products Meat, seafood, poultry, processed fruits and vegetables, and fresh fruits and vegetables can be ordered under different specifications. For example, I Meats can be ordered by grade, cut, weight/thickness, fat limitation, age, whether fresh or frozen and type of packaging. I Seafood can be ordered by type (e.g., fin fish/shellfish), species, market form, condition, grade, place of origin, whether fresh or frozen, count, size, and packaging, Q Who Writes Product Specifications As we discussed earlier in this module, generally, four options are available to the hospitality operation, including the following: 1. Company personnel can write product specifications. This option assumes that the necessary skill set to write them exists in the organizations. 2. Most food and nonfood specification can be found in industry publications, online services, and government documents. Although further discussion may be necessary with personnel requiring the product and services to ensure details are correct and accurate prior to the documentation of the product specification being published or entered into the database. 3. External consultants can be hired to write product specifications. This is a reasonable option if time and expertise in not available. It is critical to recognize that product specifications provided the framework of any procurement plan regardless of their detail and scope. Without specific details as the product and its characteristics, the purchaser cannot purchase the exact product required. Resources for Product Specications I The CFIA (Canadian Food Inspection Agency). 3' has specifications for food labelling, packaging, and so forth 0 These books are great resources for purchase specifications: 0 The Visual Food Encympedia 3' o The Visual Food Lover's Guide C'J': Includes essential information on how to buy, prepare, and store over 1000 types of food 0 Chef's Book of Formulas, Yields, and Sizes 8' Principles of AP (As Purchased), EP (Edible Portion) and Yield Percentage Q Discover & Learn I have started this module's learning with this SIideShare A Module Three Purchase Specication presentation introducing the purchase specification sheet and ' L W I ' ' ' " " ' " '* ' ' its importance. Product specifications can be defined as a description of all the characteristics of a product or service need for daily operations. It typically includes product frformance Requirement products intended use KaCt name of PI'OdlICt information that can be verified upon delivery and that can 'ckers brand name if appropriate or "equal to better\" be communicated easily from buyers to vendors. It is critical n that a purchaser creates a product specication sheet for * Quality grade where appropri each product and or service required by the organization to * Size information include product information, supplier services, packaging and * Acceptable trim or waste as part of AP _ E storage specifications. This valuable information will be used minimum edible yield acceptable when procuring the appropriate product from a selected _ vendor. We will learn that preparing detailed purchase specifications is not an easy task. It is a time-consuming . process and a major obstacle in the day-today routine of a purchaser or food service manager. The vendor can assist with gathering the pertinent information about product details such as AP price, EP price, yield, and storage information to assist the purchaser in building a database of purchase specifications. Large hospitality organizations will prepare detailed purchase specications for each of the products and services required by the operation. Before entering into buyer vendor procurement contacts the organization needs to ensure every detail concerning a product or service's characteristics is documented and communicated with the vendor prior to price negotiations. This ensures the procurement plan's success and delivery of the specific products as required while minimizing errors by both buyer and vendor. Smaller hospitality organizations, on the other hand often shop the marketplace on a day-to-day basis and don't necessarily enter into complex vendor contacts like large hospitality operations may. However detailed purchase specifications for each of the products and services are still required although the amount of information may or may not be as detailed to those of larger operations product specification sheets. The information recorded in product specification sheets have several basic purposes and advantages, the primary ones being: 1. Serve as quality control standards and cost control standards. 2. Clearly communicate information between suppliers, buyers, users and other organization personnel. a n. I I_I -I-- I r I I I - - ._I I LI I - I I I LI .- I- I When product specifications are written there are a number of challenges that can occur which often add additional costs to the AP price of the product or service required. Remember a product specification sheet is a document that details what exact product is required for the operation. There should a broad overview as well as numerous sections that detail the individual components that you want to be delivered in a product. A good product specification sheet is concise yet thorough, having everything that the product needs, but without further additions. Further additions can increase the AP cost such as further processing, extended shelf life or unnecessary packaging or customized unit size or pack size. The product specification sheet will be received by your supplier and used as a reference for quotes and for any additional processing of your product. Even before your product and its purchase price is negotiated it is essential that a manufacturer has the exact needs as stipulated in the product specification in order to give you an accurate quote. Remember that specification should not disqualify all suppliers, as this decreases the number of vendors who are able to provide the product. Food specifications are not static. Specifications can change from time to time by either your internal department or the vendor supplying the product. It costs time, money, and effort to revise specifications. Be mindful of this and think of details that you want to highlight in order to ensure quality and value. The experience foodservice manager knows that there is no such thing as a supplier that will get 100% of the product and details perfect, so you need to have an idea of what is acceptable quality and value and build it into your product specication sheet accordingly. Best Practices Procurement Process > Ethical Considerations > Gift and Gratuities > Conflict of Interests Seller/Buyer Relationships > SellerNendor Selection 0 Reuse Purchasing Procedures In kitchens and bakeries, purchasing and orders are to be done by the purchasing agent/procurement ofcer. Smaller operations must rely on the expertise and experience of the senior chef, pastry chef and or sous-chefs. In larger hotels or bakery operations, there may be a purchasing department assigned this responsibility. Most kitchens will have a list of suppliers, contacts, delivery dates and schedules, and order sheets with par stock levels to make purchasing easier. For a special function or event, such as a banquet, it may also be necessary to determine the required supplies for that function alone. Best Practices for Purchasing Procedures > Ethical Considerations > Gift and Gratuities > Conflict of Interests Seller/Buyer Relationships > SellerNendor Selection 0 Reuse Pork Pork Grade Weight, Size, and Cut Specifications Pork leg FreshCanada #1 6 kg, oven-ready, lean Pork loin FreshCanada #1 5-6 kg, trimmed, lean Ham 6-8 kg, fully cooked, lean, bone-in Poultry Poultry Grade Weight, Size, and Cut Specifications ChickenFrying Fancy, Eviscerated 1.5 kg, always fresh Turkey Fancy, Eviscerated 9-13 kg Lamb Lamb Grade Weight, Size, and Cut Specifications Legs FreshCanada #1 3-5 kg, bone in Lamb loin 2-3 kg, trimmed with all fat removed Seafood Seafood Grade Weight, Size, and Cut Specifications Shrimp Jumbo 24-30/kg, fresh Oysters Canada #1 35/L The amount of information contained in a product specification sheet can vary depending upon the product and service and the needs of the operation. It may simply include the product's name, brand, and nothing else, although this is rare as the more information provided less chance the buyer or the supplier makes an error during the procurement process. General content of a product specification document 0 General information: production method, identification, ingredients, delivery, expiration date, transport and storage, package size, possible contamination - Location - Sensory properties: appearance/colour, smell, taste, texture o Nutritional values 0 Declaration of allergens o Microbiological limits 0 Chemical - physical properties 0 Dispatch and Storage methods 0 Labelling o Certificates 0 Quality Management Methods 0 Manuals Below is an example of a product specification sheet for table linen. Purchase Specication Hotel XYZ Date:14 April 2012 Name ofthe Department: Food and beverage service Name ofthe Product: Table linen Product Usage To cover table tops in speciality restaurant. [3195]: Me for I302: # Q Further Learning Courtesy of our course textbook Chapter Nine Purchasing Sources of supply vary considerably from location to location. Large cities have a greater number and variety of suppliers than do small towns and isolated communities. Purchasers should establish contact with available suppliers such as wholesalers, local producers and packers, retailers, cooperative associations, and food importers. In most instances, the person in charge of buying will contact several suppliers to obtain the necessary foods. Some wholesalers diversify their product lines in order to meet all food- related kitchen needs. Food products are obtained from various sources of supply. For example, a packing house supplies meat and meat products, while a food wholesaler supplies dry goods. Once the business is established with a supplier, all transactions should be well documented and kept readily available on file. There are two major food categories: perishables and non-perishables. Perishables ' Non-perishables ' Perishable items include fruits, vegetables, fresh fish and shellfish, fresh meats, poultry, and dairy products. As a rule, perishables are bought frequently to ensure freshness. Frozen foods, such as vegetables, fish, and meat products, have a longer lifespan and can be ordered less frequently and stored in a freezer