Control Policy & Procedures for Emergency Purchases for Restaurant

hi everyone!

i am working in a hotel now, and with around 10 restaurants to control and audit it can be a bit daunting and frustrating to find new items here and there that are not part of our accredited food items from approved suppliers.

since sometimes we run out of stock of a certain ingredient and have to buy from the local grocer or supermarket, does anybody have any policy and procedure in controlling such emergency purchases? i know this can also occur in some restaurants where ingredients have to be exported or are not from the area.

any advice or help would really be appreciated. just to make sure i haven't missed anything out.

thanks again!

Kabayan (fellow citizen)

Gaano kadalas ang minsan? (How often is sometimes?) :) Emergency purchases are not supposed to be becoming usual....

I suggest you include a system for traceability of products being purchased by a non-approved supplier in an emergency.

hi everyone!

i am working in a hotel now, and with around 10 restaurants to control and audit it can be a bit daunting and frustrating to find new items here and there that are not part of our accredited food items from approved suppliers.

since sometimes we run out of stock of a certain ingredient and have to buy from the local grocer or supermarket, does anybody have any policy and procedure in controlling such emergency purchases? i know this can also occur in some restaurants where ingredients have to be exported or are not from the area.

any advice or help would really be appreciated. just to make sure i haven't missed anything out.

thanks again!

Dear Althene

First of all I would try to find out why you are having a stock problem: the real needs are not properly measured? the problem is focused in one product or in one supplier, then why? etc

But as alternatives I would say:

- buy the product you are run out to a one of your approved supplier`s clients ( if possible)
- enlarge your approved supplier list
- on the other hand, buying in authorized supermarkets or buying distribution marks products should give you a good confidence. You know, most of the distribution labels products are under a very demanding sanitary controls

I hope this help and tell us how you finally sort the problem out

Best regards
Esther

I have an idea. To minimize the risk, for emergency purchase, you may only purchase from non-accredited suppliers that maintains a third party certified management system such as ISO 22000 or so. However, suppliers certification is not mandatory in ISO 22000.

Best advice is what Esther said: Buy the product you are run out to a one of your approved supplier's clients (if possible)

I agree with Esther, try to minimise emergency purchases by good stock planning and stock control (FIFO), keep waste low and operate tight portion control. Where you must make emergency purchases try to minimise the number of suppliers and perhaps use supermarkets and brands, have approved supplier lists. Also monitor the number of and reasons for emergency purchases and take preventive measures to reduce.

Regards,
Simon