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Elements and Performance Criteria

1. Determine stock requirements.
   • Use business data, forecasting methods and standard measures to calculate required stock levels.
   • Determine stock requirements for standard business periods, peak seasons and special events.
   • Establish cost-effective purchase quantities based on business information and supplier advice.
2. Establish optimum supply arrangements.
   • Evaluate quality of supply, based on feedback from colleagues and customers.
   • Source and review potential suppliers.
   • Develop appropriate and accurate purchase specifications.
   • Assess suppliers against specifications, considering all relevant factors.
   • Assess terms of purchase, and negotiate with suppliers to achieve optimum supply arrangements.
   • Adjust sources of supply and make accurate records of agreements.
3. Develop and implement stock control systems.
   • Develop stock control systems and communicate to relevant staff.
   • Develop special control systems for stock with high wastage or loss.
   • Monitor workplace systems and make adjustments according to feedback and operational experience.
   • Initiate training of staff to minimise stock wastage.

Performance Evidence

Evidence of the ability to complete tasks outlined in elements and performance criteria of this unit in the context of the job role, and:

establish and implement cost-effective stock purchasing and control systems for at least six of the stock items listed in the knowledge evidence

monitor stock control systems involving the above stock items, stock quality and cost-effectiveness of supply over one stock cycle

produce stock control reports and data required to calculate cost-effective purchasing of the above items.

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Knowledge Evidence

Demonstrated knowledge required to complete the tasks outlined in elements and performance criteria of this unit:

specific industry sector:

forecasting methods for calculating required stock levels

formulas for yield testing and use of standard measures

methods to calculate cost-effective order quantities for different stock items

types of computer stock control systems used, their functions and features

stock security systems

types of storage and their suitability for different kinds of stock

supply sources for different types of product

appropriate terminology and formats for, and inclusions of, purchase specifications

specific organisation:

relevant stock and product life and storage requirements for specific goods

standard business periods, peak seasons and special events

sources of business data relevant to stock purchasing and control:

historical sales figures

stocktake figures

supplier lead time

wastage reports

factors which influence purchase specifications:

budget

colour

deadlines for supply

delivery or pick up requirements

detailed description

expected supply cost

fresh or frozen food

general description

grade

numbers to be purchased

product name

quality

required labelling

size

special instructions or requirements

storage procedures

upper purchase price barrier

use for product

weight

reasons for stock loss and damage and methods to control these

stock control systems:

bin card system

imprest system

integrated point-of-sale system

ledger system

stock control procedures and template documents and reports for:

ordering

levels

loss

performance

monitoring of quality

receipt

reorder cycles

rotation

security

stocktakes

valuation

wastage

storage requirements for different kinds of stock

use of stock control equipment and software where appropriate

special control systems:

controlling ordering quantities

maintaining correct environmental conditions for the storage of perishable foodstuffs:

temperature

light

humidity

procedures for:

correct handling of perishables to avoid spoilage of stock

issue quantities

issuing only to authorised persons

stock transfer to other departments

requisitioning

segregated storage of non-food items from food items that have potential to cross-contaminate

formats for, inclusions, and uses of:

stock control procedures

specific stock control procedures for stock with high wastage or loss

various stock control reports

goods or stock items that need to be purchased by a business:

alcoholic or non-alcoholic beverages

cleaning agents and chemicals

customer travel products:

luggage labels

travel bags

travel wallets

tickets

vouchers

event supplies

food:

dairy products

canned products

dry goods

fresh goods

frozen goods

fruit or vegetables

meat, poultry or seafood

oils

vacuumed sealed items

fuel:

aircraft

coaches

hire cars

vessels

general stores

housekeeping supplies

linen

merchandise

uniforms.

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