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Managing stock levels

Buying in bulk can result in great savings and reduced costs. However, this must be weighed up against the costs of keeping stock on hand, the space and storage facilities necessary, wastage and the impact of keeping stock on cash flow.

The key to managing stock is excellent planning. Important factors are safe and hygienic storage, preventing spoilage and minimising wastage.

Menus should be planned in detail in advance, considering the availability of ingredients, the storage available for those ingredients and the shelf life of the stock.

Purchases should always be based on menus. The menus should be based on several dishes that are the speciality of the establishment, rather than striving for sheer variety and losing the quality. Always try a new recipe before stocking up on the ingredients, which may go to waste if the recipe does not turn out as planned.

Simplicity is always a good guideline – it is not necessary to buy expensive or exotic ingredients – creativity and flair in preparing and presenting the food is what makes the real difference.

Freezing food can be a great time and money saver. However, it is very important that food is frozen correctly and safely. In addition, the food must be thawed properly, and not refrozen once thawed, so freeze food in the required quantities. Frozen food that has been defrosted spoils much faster than fresh food.

Take the space required into consideration before stocking up and mark all frozen packages clearly. When buying frozen food, make sure that it will remain frozen while it is being transported. Always check deliveries to ensure the items have not defrosted on the way and pack the items away immediately. Never freeze items in tins, glass, cardboard or paper packages. Avoid overloading the freezer – there must be enough space for the air to circulate around the food. Do not freeze food that is still warm and use smaller containers, clearly marked. Defrost the freezer regularly and check the seals often. According to the Health Act, a freezer must have a thermometer to ensure that the correct temperature is maintained.

Stock rotation is vital. It prevents wastage, limits the amount of stock on hand and reduces the chances of stock spoiling. Label all stock clearly with the date bought and the "use-by" date, and use the oldest stock first.

Dry goods should always be kept in airtight containers in a well-ventilated room, and elevated off the floor. Keep the storage area free of chemicals and other contaminants. Never store any food in open or damaged packaging.

Certain foods, such as eggs and cheese quickly absorb odours from strong smelling food. Store different foods separately and always in airtight containers that are properly closed. Carefully check and follow the storage instructions on all packaging.

Saving by buying in bulk, taking advantage of a great price deal or simply stocking up can add to both the efficiency and cost-effectiveness of an operation. However, good planning and relevant knowledge are essential to prevent wastage and spoilage.

Sources and for more information, see It’s my B&B www.sundaytimes.co.za; CSIR Foodtech www.csir.co.za; Department of Health www.doh.gov.za.