By the end of this chapter, you will be able to:
Mastering these skills will help you keep materials well-organized and controlled, ensuring smooth operations in any catering or accommodation business.
Compiled by: Bonface Ochieng
Catering and accommodation enterprises in Kenya rely heavily on efficient storekeeping to control costs and ensure smooth service delivery. Properly managed stores prevent wastage, theft, and stockouts, which directly affect profitability and customer satisfaction. This chapter explores the fundamental concepts, types, and procedures involved in catering and accommodation storekeeping, equipping students with practical skills applicable across diverse Kenyan institutions such as county hospitals, universities, banks, and hotels.
Understanding key terminology in storekeeping is essential for effective communication and operations in catering and accommodation establishments. These terms form the foundation for managing inventory, controlling costs, and maintaining service quality.
Store layout is the physical arrangement of shelving, racking, chillers and floor space inside a store, planned so that stock is easy to find, perishables rotate correctly, and staff can move between the receiving point, the storage area and the issuing counter without congestion. A hotel's main food store lays out its dry goods shelving, chiller units and vegetable racking in the order deliveries arrive, so stock moves in one direction from receiving to issuing without staff crossing paths.
A meat tag is a numbered tag attached to each cut or carcass of meat at the point of receiving, recording its weight, the cut, the supplier and the date received, so that the meat can be tracked through storage and costed accurately once it is issued to the kitchen. A restaurant's receiving clerk ties a meat tag onto every beef delivery so the exact weight received can be checked against the weight issued to the kitchen later, exposing any loss in between.
Stock taking is the physical counting and valuing of all goods held in the store at a given point in time, so the quantities actually on the shelves can be checked against what the stock records say should be there. A catering company's storekeeper counts every item in the dry store at the end of the month and compares the count to the stock cards, to confirm no stock has gone missing.
Catering and accommodation establishments arrange their stores differently depending on their size and the number of departments they must supply.
A centralized store is a single main store that holds all stock for the whole establishment, and every department raises a requisition against it when it needs supplies. A mid-sized hotel keeps one centralized store for food, beverages, cleaning materials and stationery, so all purchasing and stock control pass through one point.
A decentralized store system keeps several smaller stores close to where stock is actually used, such as a separate kitchen store, bar store and housekeeping store, instead of one central point for everything. A large hotel with a busy banqueting operation keeps a decentralised store next to the banqueting kitchen so staff do not have to carry heavy deliveries across the whole building during a function.
An imprest store is a small store kept at department level with a fixed stock level, called the imprest level, which is topped back up to that same fixed level each time it is restocked from the main store. A hotel bar keeps an imprest store of spirits behind the counter, drawing down the stock during service and having it restored to the same fixed level from the main store the next morning.
The physical characteristics of a store area significantly impact the preservation and security of stock. A catering or accommodation establishment must design its store areas to protect stock and support efficient work.
A good store should be easily accessible to authorised personnel while restricting unauthorised entry. For instance, a hotel's storeroom is located near the kitchen but secured with locks and limited access.
Maintaining hygiene prevents contamination and spoilage, especially in food-related stores. A restaurant enforces a strict cleaning schedule in its stores to prevent pests and cross-contamination of stock.
Proper airflow reduces moisture buildup and prevents mould growth. A hotel's linen store keeps its ventilation system working to protect bedding and towels from damp and mildew.
Sufficient lighting aids in stock inspection and reduces errors during inventory. A catering company fits bright lighting in its stores to help staff read labels and dates accurately during stocktaking.
Efficient shelving prevents damage and allows quick retrieval of items. A hotel managing catering for banqueting events uses adjustable shelving to accommodate varying stock sizes between quiet weeks and large functions.
Effective storekeeping combines organisational practices and controls to optimise inventory management and minimise losses.
Maintaining detailed records of stock receipts, issues, and balances ensures transparency and accountability. A hotel's stores department uses stock cards or a simple inventory system to track supplies as they come in and go out.
Periodic physical counts verify records and detect discrepancies. A catering company conducts a monthly stocktake to reconcile materials used against the quantities recorded on its stock cards.
Clear labelling of items with dates and descriptions prevents confusion and wastage. A hotel's housekeeping department labels linen bags with cleaning dates to maintain quality control.
Issuing older stock before newer stock reduces spoilage, especially for perishable goods. A restaurant kitchen applies FIFO to manage fresh produce, always using the oldest delivery of vegetables first.
Limiting store access to authorised personnel minimises theft and mishandling. A hotel issues store keys only to its storekeeper and duty manager, and logs every entry outside normal hours.
Securing store areas protects assets from theft, damage, and unauthorised use, which can have severe financial and operational consequences.
Robust security measures deter internal and external theft, safeguarding the establishment's stock. For example, a hotel installs CCTV surveillance covering its main food and beverage store.
Security controls help prevent accidental or intentional damage to stock, preserving quality. A restaurant fits fire alarms and sprinkler systems in its dry store to limit fire risk to stock.
Securing stores ensures adherence to food safety requirements for the safe storage of consumables. A hotel follows food safety practice that calls for its stores to be kept secure and pest free.
Security preserves the condition and usability of items, supporting consistent service delivery. A catering company relies on secure storage of its hired equipment to keep it ready for the next booked event.
Security systems facilitate tracking and responsibility for stock, reducing losses. A hotel keeps a sign in register for anyone entering the main store outside the storekeeper's own shift.
The storekeeper plays a pivotal role in managing inventory, ensuring availability, and maintaining records. Their responsibilities span operational and administrative tasks.
Storekeepers verify the quantity and quality of incoming stock against orders and invoices. A hotel storekeeper inspects a delivery of frozen fish for correct weight and condition before accepting it into the store.
Proper arrangement of stock according to type, date, and usage frequency facilitates efficient retrieval. A restaurant storekeeper arranges food items by expiry date to support FIFO issuing.
Accurate documentation of stock movements supports inventory control and audit processes. A catering company's storekeeper updates stock cards every time an item is received or issued.
Storekeepers authorise and record the release of items to departments or clients. A hotel storekeeper issues beverages to the bar only against a signed beverage requisition.
Regular physical counts verify stock records and identify discrepancies. A restaurant's storekeeper performs a weekly stocktake on high-value items such as meat and spirits.
The storekeeper controls access, monitors conditions, and reports security breaches. A hotel storekeeper keeps custody of the store keys and reports any sign of forced entry to management immediately.
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Create a free accountThis chapter explored key concepts related to catering and accommodation storekeeping, beginning with definitions of essential terms and the various types of stores used in the hospitality industry. It highlighted the qualities that define a good store area, such as cleanliness, accessibility, and proper ventilation, alongside the main features that contribute to effective storekeeping including accurate record-keeping and organized storage. The importance of maintaining store security was emphasized to protect assets from theft and damage. The duties of a storekeeper were detailed, covering responsibilities from receiving goods to managing stock levels. The chapter then discussed the coding of materials to ensure easy identification and tracking, with a focus on recording procured goods and the significance of tagging expensive items for accountability. Various methods of material valuation were examined to aid in accurate financial reporting. Finally, the chapter addressed important considerations when issuing goods from the store and outlined the objectives of stock taking, including the different methods used to conduct it efficiently and accurately.
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