The costs involved in stock are of huge importance and need to be controlled and monitored on a regular
basis. The purpose of the audit is to ensure that standards are being complied to. It is not designed to
catch you out, but to further enhance your financial knowledge.
Each set should increase by seniority. In effect counts should be performed by Junior Sous Chefs,
Sous Chefs, stock review and recounts completed by Senior Sous Chef or Head Chef and signed off
by Head Chef/GM.
Internal Finance Audit.
Interim counts will be performed on both wet and
dry stocks to ensure that counts have been declared
accurately. High value/high use products will form
the basis of these counts. Unknown variances that
exceed+/-£10 per day (drink) or +/-£20 per day (food)
will result in a points deduction.
All areas when not in use need to be secured, this is
of particular importance for high value items. By maintaining
the correct security in the stores, the opportunity of
theft is diminished, and losses are minimised.
Deliveries should be checked when delivered. It is
important these are checked line by line to ensure all
items have been delivered and the delivery note signed
by the goods receiver. In case of discrepancy credits
need to be raised the same day. It is advised that all
deliveries are accepted on Comtrex on the day
of delivery.
Wastage generated in the bar/kitchen must be
recorded to minimise unknown losses. If wastage is not
recorded more recounts may be required due to having
unknown losses. This needs to be entered daily or at
least 5 times
per week with Sunday evening as a compulsory entry.
It is advised wastage sheets are completed to ensure
all waste is recorded prior to being entered to Comtrex
throughout the week.
Any new team members must be set up through Harri,
with the following documents transferred to Fourth:
- Proof of eligibility (Trust ID report)
- Contract
- NI number
Proof of eligibility details also need to be accurately
recorded in the Personal Details section on Fourth.
The Trust ID report must be downloaded attached
to each employee
Stock accuracy.
Stock control.
Wastage.
Other areas.
It is important that more than 1 person is involved in the stock process, 2 sets of eyes are better than one.
The following needs to be recorded (signed) either on a stock front sheet or on the stock paperwork.
- Counted by
- Entered by
- Recounted by
- Finalised by
To evidence the correct stock procedure is being followed
the paperwork must be retained, this includes the original
count sheets, any recounts that are performed, and
wastage sheets for the week. Paperwork must be kept
for 4 weeks in a folder in the chef's office
Accountability.
Paperwork.
All stock held at site must be declared weekly, whether
invoices have dropped onto the system or not. Holding
back stock to disguise surpluses, or overstating stock
held to cover a loss, is viewed as manipulation and will
be liable to the audit being automatically failed depending
on the severity of the manipulation.
Stock manipulation.