Cafe Stock Count and Order Sheet Template
v2.0
Purpose. Cafe workers use this template every Thursday to count the stock on hand, work out what is needed for the week ahead and prepare the supplier orders for the supervisor to approve.
1.When to complete
Complete the stock count every Thursday after closing and before the Friday order deadline. The supervisor or trainer will check the sheet before the order is sent. Count with a partner for the first four weeks.
2.Counting
Count each item in the unit shown on the sheet, for example litres of milk, loaves of bread, kilograms of coffee beans, packets of cups. Write the number in the On hand column. Check use-by dates as you go and put anything expired in the Waste column.
3.Working out the order
The Par level column shows how much the cafe needs to start the week. Subtract the amount on hand from the par level to get the amount to order. Round up to the supplier's pack size. If the cafe has an event booked, add the extra the supervisor tells you.
- Order quantity equals par level minus on hand
- Round up to whole packs, cartons or boxes
- Milk is ordered in 2 litre bottles by the carton of 6
- Coffee beans are ordered in 1 kilogram bags
- Write the unit next to every number
4.Costing
Multiply the order quantity by the unit price on the price list to get the line cost, and add the lines to get the order total. Compare the total with last week's total and tell the supervisor if it is more than 20 percent higher.
5.Sending the order
After the supervisor signs the sheet, enter each order line in the daily log system and email or phone the supplier using the contact on the supplier list. Write the order number and delivery day on the whiteboard.