From Supplier to Plate

Controls at Every Stage of Your Hotel’s Food Supply Chain.

By GoAudits Limited.

Running a hotel kitchen is like conducting an orchestra — every stage, from ordering ingredients to plating dishes, must be in sync. The key to this harmony is having controls at each step of the food supply chain, backed by the right documentation. Here’s how to manage purchasing, receiving, storing, issuing, and preparation like a pro.

1. Purchasing: Setting the Standards

Purchasing is your first line of defense in quality control. Without clear Standard Purchase Specifications (SPS), you risk paying for products that don’t meet your standards.

Controls:

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  Use approved supplier lists to ensure reliability.

  
  


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  Match all orders against SPS sheets detailing product quality, size, grade, packaging, and delivery requirements.

  
  


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  Get three price quotations before selecting a supplier to ensure cost competitiveness.

  
  

Key Documents:

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  Standard Purchase Specification Sheet

  
  


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  Purchase Order (PO)

  
  


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  Approved Supplier List

  
  

2. Receiving: Trust, But Verify

Even the best suppliers can make mistakes. The receiving stage is your chance to catch them before products enter your stock.

Controls:

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  Cross-check the Delivery Note against the Purchase Order.

  
  


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  Inspect goods for damage, correct quantity, correct brand/grade, and freshness.

  
  


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  Use calibrated thermometers for perishable items.

  
  


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  Record all issues on a Goods Received Note (GRN) and reject substandard items.

  
  

Key Documents:

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  Purchase Order

  
  


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  Delivery Note

  
  


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  Goods Received Note (GRN)

  
  


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  Temperature Log

  
  

3. Storing: Protecting Your Assets

Improper storage can turn good ingredients into waste — or worse, a food safety hazard.

Controls:

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  Organize products using FIFO (First In, First Out) or FEFO (First Expired, First Out) methods.

  
  


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  Maintain and monitor correct storage temperatures (dry, chilled, frozen).

  
  


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  Lock storage areas and control key access.

  
  


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  Conduct daily stock checks for high-value items.

  
  

Key Documents:

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  Stock Cards / Bin Cards

  
  


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  Temperature Logs

  
  


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  Cleaning and Pest Control Schedules

  
  

4. Issuing: Control at the Store Door

Issuing is where stock leaves storage for use. Poor controls here can lead to shrinkage and uncontrolled costs.

Controls:

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  Only issue goods against authorized Store Requisition Forms.

  
  


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  Maintain Bin Cards to track balances.

  
  


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  Implement a daily or weekly inventory for high-cost items like meat, seafood, and liquor.

  
  

Key Documents:

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  Store Requisition Form

  
  


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  Bin Cards

  
  


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  Perpetual Inventory Records

  
  

5. Preparation: From Ingredients to Menu Items

Preparation is where cost control meets quality. Standardization is essential to maintain consistent taste, presentation, and profitability.

Controls:

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  Follow Standard Recipe Cards with portion sizes and exact ingredient quantities.

  
  


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  Use portion control tools (weighing scales, ladles, scoops).

  
  


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  Record waste and adjust future purchasing accordingly.

  
  


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  Monitor production to prevent over-prepping, which leads to spoilage.

  
  

Key Documents:

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  Standard Recipe Card

  
  


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  Portion Control Chart

  
  


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  Production Sheet

  
  


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  Waste Log

  
  

6. The Role of Documentation in Control

Controls are only as good as their documentation. Each stage generates a paper (or digital) trail that ensures accountability and enables tracking of variances. When properly maintained, these documents:

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  Protect against supplier disputes.

  
  


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  Identify waste and theft.

  
  


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  Support accurate costing and menu pricing.

  
  


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  Provide evidence during audits.

  
  

Final Thoughts

In hotels, profit margins can be razor-thin, but the right controls can protect both quality and your bottom line. From setting clear specifications to tracking every issue of stock, the process is less about paperwork and more about building a system that ensures every plate served meets your standard — and your budget.

📩 For more hotel operational audits, controls, and training, contact GoAudits Limited at info@goaudits.co.ke | www.goaudits.co.ke | 0720981198.