SOP Purchasing
This procedure outlines the steps you must follow to ensure that food purchased complies with
food safety requirements. It applies to all current or potential suppliers of products and/or
services that supply food to the business.
Supplier specification and assessment
All suppliers must be assessed according to the criteria listed on the Supplier Assessment
Form. Exceptions will be made when purchasing small quantities of food when an
approved supplier has not delivered the required product. In this case purchases will be
made from organisations (eg supermarkets) that demonstrate hygienic food practices, and
the transport of food back to the business will take no longer than half an hour.
The Supplier Assessment Form is to be completed by the manager, and approved and
signed by the owner.
A register of approved suppliers will be summarised on the current Approved Suppliers
Listing. This listing is established, maintained and approved by the manager and the
owner. Further additions or removals of suppliers can be made by hand and initialled and
dated by the manager (after completion of a Supplier Assessment Form).
The manager will maintain files that relate to the performance of each supplier. The files
will include Corrective Action Forms and any records that relate to poor quality.
The suitability of suppliers on the Approved Suppliers Listing will be reviewed regularly
at the management review meeting. Supplier performance data will be discussed and any
proposed changes are to be recorded in the minutes. The manager can make temporary
approval (until the next review).
Removal of suppliers
Removal of suppliers will require completion of a Supplier Assessment Form. This can
be done at any time by reviewing supplier performance data or other information.
Product specifications and purchasing
Product specifications will be prepared for all foodstuffs.
The manager will approve product specifications, in conjunction with the owner.
The storeman/receiver will check product specifications on delivery of goods to the stores
area. Chefs will also check product specifications for accuracy at the commencement of their
shift.
Purchase orders will be raised in accordance with the business’s purchasing requirements
based on suppliers on the Approved Suppliers Listing.
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Responsibilities
The manager will be responsible for ensuring that all staff members who carry out this
procedure have the appropriate product knowledge, marketing knowledge and negotiating
skills to bring about a mutually satisfactory agreement between suppliers and the business to
supply products and/or services. The owner has the final authority to approve/reject
suppliers.
It will be the responsibility of the manager to source products and/or services considering
the criteria on the Supplier Assessment Form.
It will be the responsibility of staff to place purchase orders, for those items/services listed,
only with approved suppliers from the Approved Suppliers Listing.
It will be the responsibility of the manager to ensure that:
o the procedure is adhered to
o all paperwork and completed forms for this procedure are documented, filed and
readily available.
The manager will be responsible for ensuring that the details of this procedure are carried
out and are continually assessed and updated as necessary.
It is the responsibility of the manager in consultation with the section heads to prepare
and issue specifications to their purchasing officers to ensure that the right items are
purchased from the right suppliers.
Items that are infrequently purchased will be sourced from reputable suppliers. A listing of
these is to be maintained on the purchasing computer. Significant problems with any supplier
will result in their removal from the list.
Documentation - Forms
Sample Supplier Assessment Form
Sample Good in Check sheet
Approved Suppliers Listing (Refer to organisations log)
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Sample Supplier Assessment Form
To be completed for suppliers whose products and/or services impact on the quality of food related
products of the business
Products to be supplied:
(attach a list if necessary) Supplier details:
Company
Address
Telephone
Fax
Contact Name
ASSESSMENT CRITERIA Yes/No Comments
a) There is reliability and consistency of
their product and/or service
b) Their product and/or service has been
used in the past
c) They accept and understand A School
Canteen’s terms and conditions
d) The delivery lead-time is satisfactory
and consistent
e) Their documentation is clear and
understandable
f) There is effective communication
between our companies
h) Their food products are transported
and delivered hygienically and within
acceptable temperature limits
General comments
__________________________________________________________________________
__________________________________________________________________________
Recommended for approval Yes No
Assessed by: ________________________________________________________________
Name Signature Date
Approved by: ________________________________________________________________
Name Signature Date
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Sample Goods in Check Sheet
Check incoming refrigerated and frozen food or drink. Write down the temperature and check
the goods for broken packaging and signs of spoilage.
Reject food that is spoiled or has broken packaging.
Reject chilled food that is above 5C (except carcasses which are rejected above 7C) and frozen
food that is not frozen.
BUSINESS: SECTION:
Checked
Date Supplier Food/Drink Temp Looks OK Comment by
yes/no (sign)
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