Storekeeping is a critical function within food and beverage operations, ensuring that all supplies, from raw ingredients to packaging materials, are properly received, stored, and issued for production or service. In Kenya’s foodservice industry, effective storekeeping directly impacts cost control, quality maintenance, and operational efficiency, particularly in hotels, restaurants, and institutional kitchens. This chapter explores the fundamental procedures of storekeeping, focusing on the definition, types, layout, and key responsibilities of the storekeeper, providing a comprehensive understanding vital for managing food and beverage inventory in dynamic Kenyan workplaces.

2.1 Definition

A store in food and beverage operations is a secure, designated area where food, beverages and other supplies are kept between the time they are received and the time they are issued to the kitchen, bars and other user departments. Storekeeping is the set of procedures by which goods are stored safely, recorded accurately and issued only against proper authority, so that the right goods are available when needed and losses through spoilage, theft and waste are kept to a minimum. The two basic activities of every store are storing and issuing. Example: the main store of a sugar company staff club in Awendo holds dry goods, beverages and cleaning materials, and releases them to the club's kitchen and bar only against signed requisitions.

Storing

Storing is the keeping of goods, from the time they are received until they are needed, in conditions that preserve their quality, safety and value. It involves placing each item in the right type of storage (dry store, refrigerator, cold room, freezer or cellar), at the right temperature and humidity, in its proper labelled place, with older stock in front so it is used first. Storing also covers protecting goods against theft, pests, contamination and damage, and recording every item so that the quantity in the store can be checked at any time.

Issuing

Issuing is the controlled release of goods from the store to the user departments, such as the kitchen, restaurant, bars and housekeeping, in exchange for a properly authorised requisition. The storekeeper issues only the items and quantities on the signed requisition, at set issuing times, records each issue and prices it so that the cost of materials used by each department can be calculated. Controlled issuing prevents unauthorised removal of stock and allows the actual usage of each department to be compared with its sales.

2.1.1 Types of stores

Stores are organised in different ways depending on the size of the establishment, the number of outlets it serves and how tightly management wants to control stock. The three main types are the impress store, the centralized store and decentralized stores.

Impress

An impress (imprest) store is a small store, usually kept at a point of use such as a bar, a floor pantry or a satellite kitchen, which is given a fixed stock of each item called the impress or par level. At the end of each shift or day, the quantity used is counted and exactly that quantity is issued from the main store to bring the stock back to the par level. Because the stock should always equal the par level, any shortage is immediately obvious. Example: a hotel pool bar in Kwale holds an impress of 24 bottles of each soft drink; if 15 are sold, 15 are requisitioned the next morning in exchange for the 15 empties.

• Advantage: Stock at the point of use is limited and easy to check, and replacement equals usage.
• Advantage: Daily usage is known exactly, which helps control and planning.
• Limitation: Par levels must be reviewed when business changes, or the outlet will run short or hold excess.

Centralized

A centralized store is a single main store that receives, holds and issues all goods for every department or outlet of the establishment. All deliveries come to one point and all issues are made against requisitions from that point. Example: a national polytechnic in Garissa runs one main catering store serving its students' dining hall, staff canteen and training restaurant.

• Advantage: Control is concentrated in one place under one storekeeper, making supervision and stocktaking easier.
• Advantage: Stock levels are lower overall, because one combined stock serves all outlets.
• Advantage: Fewer staff, less storage space and fewer security points are needed.
• Limitation: Outlets far from the store depend on fixed issuing times and transport, and urgent needs are slower to meet.

Decentralized

Decentralized stores are separate stores kept by each department or outlet, each receiving and holding its own goods, for example a separate kitchen store, bar store and housekeeping store, or separate stores at each branch of a group. They suit large or spread-out operations where outlets are far apart or have very different needs.

• Advantage: Goods are close to where they are used, so service is faster and departments can respond quickly to demand.
• Advantage: Each department is responsible for its own stock and costs.
• Limitation: Total stock held is higher and more space, staff and security are needed.
• Limitation: Control is harder, because there are more stores to supervise and stocktake, and duplication of items is common.

2.1.2 Store layout

The layout of a store is the arrangement of its rooms, shelving, refrigeration and work areas. A well-planned layout lets goods flow in one direction from receiving to storage to issuing, keeps each type of goods in the right conditions, and makes counting, cleaning and supervision easy.

• Location: The store is placed next to the receiving bay and close to the kitchen, with one controlled entrance, away from waste areas and toilets.
• Zoning and segregation: Separate areas are provided for dry goods, perishables (refrigerators, cold rooms and freezers), beverages (a locked cellar), and cleaning chemicals, which are kept well away from food.
• Shelving: Slatted shelves of stainless steel or other non-absorbent material, with the lowest shelf at least 15 cm above the floor and goods kept away from walls, allow air circulation and cleaning.
• Arrangement of goods: Items are grouped by category and code, heavy items are kept on low shelves, fast-moving items near the issuing point, and each item has a labelled, fixed location.
• Ventilation, temperature and lighting: Dry stores are cool (about 10 to 21 degrees Celsius), dry and well ventilated; refrigerated stores have thermometers; lighting is bright enough to read labels and spot pests.
• Issuing point: A counter or hatch where requisitions are presented, so that staff from other departments do not enter the store.
• Office and records area: A small office or desk for the storekeeper's records, bin cards and computer.
• Safety and hygiene features: Smooth, washable, non-slip floors, sealed walls, proofed doors and windows against pests, a hand wash basin and fire extinguishers.

2.1.3 Features of effective storekeeping

Effective storekeeping keeps goods safe and usable, keeps records that agree with the physical stock and supports cost control. A good store shows the following features.

• Security: One entrance, strong locks, limited key holders, restricted entry and, where possible, CCTV, with the cellar and high-value items under extra lock.
• Suitable storage conditions: The correct temperature, humidity and ventilation for each type of goods, checked and recorded daily.
• Cleanliness and pest control: A cleaning schedule, regular pest control by a licensed contractor and no food stored on the floor.
• Orderly arrangement: Each item in its labelled place, grouped by category, so it can be found, counted and issued quickly.
• Stock rotation: First in, first out (FIFO), or first expired, first out for dated items, so older stock is used before it spoils.
• Accurate records: Every receipt and issue is recorded on bin cards and in the stores ledger, so records match the physical stock.
• Controlled issuing: Goods are issued only against signed requisitions, at fixed times, in exact quantities.
• Correct stock levels: Maximum, minimum and reorder levels are set and observed, so there is neither shortage nor overstocking.
• Regular stocktaking: Physical counts are compared with the records and differences are investigated.

2.1.4 Duties of a storekeeper

The storekeeper is responsible for the goods from the moment they are accepted until they are issued, and for the records that account for them.

• Receiving goods: Checks deliveries against the purchase order and specification, with the receiving clerk where there is one, and signs for what is accepted.
• Storing goods correctly: Places goods promptly in the right storage area, labels and dates them and rotates stock.
• Issuing goods: Issues goods only against authorised requisitions, at fixed times, and records each issue.
• Keeping records: Maintains bin cards, the stores ledger and other stores documents, and prices requisitions.
• Monitoring stock levels: Watches reorder levels and raises purchase requisitions in good time, and reports slow-moving and expiring items.
• Maintaining storage conditions: Checks and records temperatures, keeps the store clean and arranges pest control and equipment maintenance.
• Security: Keeps the store locked, controls keys and entry, and reports losses or suspected theft.
• Stocktaking: Takes part in periodic stocktakes and helps explain any differences.
• Returns and credit notes: Arranges the return of faulty or excess goods and follows up credit notes.
• Reporting: Prepares stock reports for the cost controller and management.

Stores classified by the goods they hold

Apart from how they are organised, stores are also classified by the goods they hold, because each group needs different conditions.

• Dry store: Holds non-perishable foods such as flour, rice, sugar, pulses, tinned and bottled goods, kept cool, dry and pest-free.
• Refrigerated store: Refrigerators and walk-in cold rooms at 1 to 4 degrees Celsius for meat, fish, dairy products, eggs and prepared foods.
• Freezer store: Holds frozen foods at minus 18 degrees Celsius or below.
• Vegetable store: A cool, ventilated area for root vegetables such as potatoes and onions, which do not need refrigeration.
• Cellar or beverage store: A locked, cool, dark store for wines, spirits, beers and soft drinks, under tight control because of their value.
• Non-food store: Holds cleaning materials, disposables, linen and stationery, kept apart from food.

Chapter Summary

This chapter explored the concept of a store and the various types of storekeeping procedures essential for efficient food and beverage management. It examined the importance of store layout and identified the key features that contribute to effective storekeeping, alongside outlining the primary duties of a storekeeper. The discussion then shifted to the documents used in stores, including credit notes and the significance of materials and supplies coding for accurate record-keeping. Stock turnover was analyzed with emphasis on stock control, different stock levels, and the factors that influence these levels, followed by methods to set appropriate stock levels supported by relevant formulae. The chapter also covered material valuation methods such as LIFO to assess inventory value. Various documents used in issuing stores, including records, goods books, inventory registers, empties, and return books, were described to highlight their role in maintaining accountability. Finally, the chapter defined stock taking, its objectives, and the different methods used to conduct thorough and accurate stock assessments.