COSTS AND MANAGEMENT

OF WAREHOUSES
Unit II. Procurement Process
Lic. Jonathan González García
2.1 Requisitions

The procurement process in a company is the one that establishes the way to
the one who will buy the goods, raw materials, and all the elements that
will be required for its optimal functioning.
In this process, procedures such as detection are carried out.
needs, the selection of suppliers and the monitoring of purchasing policy.
The needs detection procedure is also known as the
"requisition", which is subdivided into: the verification of available raw materials,
the filling out of the requisition form and the purchase order.
According to Becerra, Bernal, and Manzano (2012), there are several systems of
supply, which are chosen by companies according to their
needs, since some can be very small compared to others
considered giants.
However, in general, products are classified into two genders or two systems:
Perishable or fast-consumption foods
Non-perishable foods
For perishable products, the head chef is the one who will detect the
needs, according to:
Stored stock
Demand forecasting (estimated sales quantity, special events,
among others)
Expiration or deadline of products
For the case of non-perishables, they are the heads of the different departments.
operational the ones in charge of making the requisitions, based on:
Number of customers to attend to
Inventory analysis
Expiration or best before date
Capacity and financial policy of the establishment (how much, how, and with whom)
buy
Storage capacity
According to Cuevas, internal requisitions are control formats that allow
transfer of goods from the warehouse to any other department, its
its importance lies in the fact that if they did not exist, control over the quantity would be lost
products available in all areas of production and consumption.
There are four types of requisitions for issues related to the sales area
and production
Of food
–Of drinks
Of cigars
–From others: cleaning, plated ware, glassware, crockery, stationery, among others.
 It has the function d
avoid
Department Example of request format falsifications of
applicant document

It is necessary
to carry out the
Number of kg, registration in the
jars, bottles, kardex
etc., that is
they need Purchase price
of the matter
first or
Name of the merchandise
raw material or
material
Sum of the
Subjects or costs of each
materials that are matter or material
they supplied in
reality
Signatures of the
participants in the
procedure
The requisitions must have an original and a copy. The first will be kept by the
warehouse worker and the second the requesting department.
2.2 Selection of local suppliers and
foreigners
The supplier selection process is the control tool in management.
of supply in restaurants.
The following resource details the process
[Link]
2.2.1 Supplier Catalog

The supplier catalog is a document that contains the set of cards for
proveedores, únicamente aquellos que han sido autorizados. El acomodo de estos se
it is generally done based on order frequency.
It is advisable that from each category of food, drinks, and other products and
services, there are three provider options.
The format of the catalog can be physical (folder, bound) or digital (Excel or
specialized program) and consists of supplier technical sheets.
The supplier technical sheet contains the relevant data of each one, for example:
Supplier Name
Profile sheet
Product genre
Contact phone
Service description offered
Order placement schedule
Estimated delivery time from when the purchase order is sent
Website
-Social networks
Name of the contact person (salesperson, supervisor, and even manager)
Physical address
Visit calendar
If you have certifications related to hygienic food handling
Business agreements (if selling on credit, payment terms, if providing discounts,
among others)
2.2.2 to 2.2.4 Catalogs of: foods,
drinks and supplies
The catalogs are structured in such a way that they allow for appreciation of the
raw materials and goods by type.
For example, in the food catalog, they show the technical sheets of vegetables.
and meats, as they are the products that are consumed the fastest in a
restaurants, moreover, are the ones with the least expiration time, if they
they buy fresh; therefore, they are the ones that are most frequently requested and
they receive.
The technical sheets for food, beverages, and supplies contain the
characteristics related to: organoleptic issues, size, volume
weight, brand or expiration date; as appropriate, based on the
mandatory verification characteristics according to NOM-251 and those specified
by the chef for its proper use.
What makes technical sheets special is the possession of a clear photograph of the
product, so that it can be fully identified by the person who is going to
receive.
Header del
document, some TECHNICAL DATA SHEET FOR FOOD SPECIFICATION

include the data from the NOMBRE DEL PRODUCTO: FILLET ROD
company how:
name, letterheads and
PESO: 5.2 KG RECEPTION TEMPERATURE: 0 A 2 DEGREES CELSIUS Description of the
LONG: 0.07 M TYPE OF PRODUCT: FRESH
tax data. WIDTH: 0.012M characteristics for
DIÁMETRO: 0,01 M SUPPLIER: RIVER MEATS identify
DÍAS DE ENTREGA: TUESDAY AND FRIDAY
ORGANOLEPTIC CHARACTERISTICS clearly the
COLOR: INTENSE UNIFORM RED product
TEXTURE: FIRM
COLOR: CHARACTERISTIC

PHOTOGRAPHY

Clear photograph of the

product in question
Activity 1
Create your own supplier technical sheet format in Excel or Word.
Complete the filling of 6 technical data sheets based on the available information.
websites of the following providers:
Vegetables
Meats (chicken, beef, pork)
Fish and seafood
Dairy
Cured meats
Wines and liquors
The delivery date will be May 14, 2020, between 2:00 PM and 4:00 PM, via
email to your group leader. He will send me the activities in groups of 5 of the
6:00 PM to 8:00 PM on that same day.
Activity 2

Based on the presentation of Unit I, create the card format.

warehouse in Excel or Word format
Choose 3 fast-moving consumer products in your home, for example water, milk, bread, or
chicken.
Register those three products starting on May 11 and concluding on
23 de mayo de 2020.
Delivery of activities Nombre del alumno:
started with last name
father, followed by the
name

Activity 1. will be delivered on May 16, 2020, from 10:00 AM to 6:00 PM.
delivery will be by email to your group leader. The group leader will concentrate
the files and will send them 5 at a time starting at 7:00 PM, to your email
server. Each card will go on a spreadsheet. The file name must be
like this example:
GonzalezJonathan3LG21Activity1 Activity number

Activity 2 will be sent on May 24 from 10:00 AM to 6:00 PM, in the same way
that activity one, including the file name, only this time in
place of 1, will go 2
GonzalezJonathan3LG21Activity2 Grupo
2.3 Purchasing Policies

The purchasing policies are guidelines established by the organization regarding the
manner in which materials, utensils, and equipment must be obtained in the
company. Before delving into the policies, one must understand the
management of purchases, the following resource exposes:
[Link]
The previous resource shows the points that comprise the purchasing process, without
embargo does not show the way in which each procedure is carried out, the
the following resource shows it:
[Link]
Therefore, the purchasing policies will regulate the previous process, but what are the
purchase policies? The following video answers the question.
[Link]
2.3.1 Standard specifications of
purchase
As mentioned earlier, the standard purchase specifications are the
parameters set by the chef, for the person in charge of carrying out and receiving the
purchases, fully identify the requested products.
Having these specifications helps to reduce losses due to
order errors. Furthermore, it promotes good hygiene practices in handling.
of foods. As previously mentioned, the contents in question regarding
characteristics must be those mentioned in NOM 251
2.3.2 Purchasing Techniques

Just in Time
As addressed in the inventory topic, this technique aims to
to minimize the company's inventory levels as much as possible, for
therefore, a high level of accuracy must be maintained in sales forecasts and in
the production scheduling.
One of the great complications of this technique is the fact that all
The requested goods must be free from defects, as there is no room for it.
for about orders.
The following resource explains a little more about this technique.
[Link]
Co-makership
This term does not have an adequate translation in Spanish, the most
Approaching the complexity of this construct is shared production or
associated production. However, the Anglo-Saxon term implies that it is a
way of conceiving and managing relationships with the sources of
company provisioning.
The technique requires an emphasis on maintaining long-term relationships
short period with few suppliers, based on the philosophy we both win. The
relationships are managed based on the development of mutual trust and the
broad exchange of information.
The following resource elaborates on the topic.

[Link]
2.3.3 Purchase Requests

They are written documents to the supplier as proof of the request for
merchandise.

Example of the
format
2.3.4 Purchase Orders
It is the document that, after having agreed with the supplier on aspects such as
quantity, price, and brand of the products, is issued by the buyer as a guarantee
for the delivery.
2.3.5 Daily purchases

In restaurants, there are only two types of daily purchases: for daily consumption and
anticipated by the warehouse as a stock requisition. The daily ones, do
reference to the purchase of perishable items (meats, chicken,
fish and seafood, fruit, vegetables, and other items with similar characteristics,
if work is being done on a fresh presentation).
2.3.6 Seasonal Purchases

They are those that are based on the natural temporality of the products, since if they
make a deep analysis of how prices vary in the market,
the seasons of the year can be identified in which foods and beverages
What restaurants use for their production is usually low.
If you have the necessary infrastructure, it is possible to take advantage of the benefits.
the economic benefits that buying this way brings.
2.3.7 Direct purchases

It refers to purchases paid for at the moment, usually corresponding to

Those that are considered daily, in some cases, agreements cannot be reached.
with suppliers, when planning seasonal purchases, if applicable
in which the order must be settled, would correspond to this type of purchase.
2.3.8 Samples

Suppliers often acquire goods that the

producers usually develop, that is, they provide the opportunity to distribute their
new creations among its clients.
One of the most commonly used strategies by suppliers is to offer some parts.
as a sample, so that they can be worked with in the restaurant.
They are usually cheaper than those already established in the market, but not
implies that these are of lower quality.
2.3.9 Purchase of items from
consignment
Consignment purchases are not very common in restaurants, as the
New management models promote the settlement of debts.
brevity, however, this technique consists of requesting a high volume of
product and pay for it later, agreeing with the supplier if only the consumed part
or the entirety.
Some catering companies make these agreements with suppliers of
soft drinks, beers or alcoholic beverages.
2.2.10 Corporate Purchases

They are bulk purchases, intending to significantly reduce the

acquisition costs. Generally, this technique is applied by companies that have
various branches and whose offer is the same (chain restaurants).
Activity 3

Create 5 product specification data sheets in Excel or Word format.

any ingredient or raw material available in your home.
The method of delivery will be the same as the other two activities.
The delivery date will be May 14, 2020, from 2:00 PM to 4:00 PM, to your boss.
group
References

Simple gastronomic offers

supply systems. Spain. Paraninfo
Cuevas, F. (2004). Cost and Expense Control in Restaurants. Mexico. Limusa
■Soriano, C. (1995). Purchases and inventories. Madrid. Díaz de Santos
Gallego, J. (2002). Management of food and beverages for hotels, bars and
[Link], Paraninfo