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1
September 2013
PRIMARY BOOK WORK PROCEDURES
AUTHORISED USE ..................................................................................................... 2 EDUCATION CATERING - CONTACT TELEPHONE NUMBERS ........................ 3 PURCHASES - FOOD ORDERS ................................................................................. 4
PURCHASING CLEANING MATERIALS ................................................................. 5 NOTIFICATION OF MEAL NUMBERS ..................................................................... 6 COMMERCIAL SERVICES – MEAL NUMBERS ..................................................... 9 STAFF REGISTER ..................................................................................................... 11 STAFFING INFORMATION (ELECTRONIC REGISTER) ..................................... 12
MONTHLY SERVICE RETURN ............................................................................... 15
RECORD OF GOODS RECEIVED ............................................................................ 17
END OF TRADING PERIOD STOCKTAKE ............................................................ 19 CHANGE OF CATERING SUPERVISOR ................................................................ 21 STOCK TRANSFERS ................................................................................................. 22 MONTHLY REPORTS ............................................................................................... 23 EQUIPMENT INVENTORY ...................................................................................... 24 THEFT AND DAMAGE ............................................................................................. 25 TELEPHONE INCOME - TELEPHONE CALLS – EDCAT 26 ............................... 26
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September 2013
Authorised Use
The User ID and password are unique to the individual and must at no time be shared
with another person. The information contained within the ECO System remains the
property of Commercial Services at all times. This information is commercially
confidential and must at no time be printed from equipment that is not Surrey County
Council approved.
Any inappropriate/unauthorised use of the ECO System may result in disciplinary
action being taken.
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September 2013
COMMERCIAL SERVICES
Education Catering - Contact Telephone Numbers
School Name: Telephone Number: Caterer’s Name:
LOCATION OFFICER TELEPHONE NUMBER
MOBILE NUMBER
Commercial Services, Epsom Local Office, Town Hall, The Parade, Epsom Surrey, KT18 5BY
BEVERLEY BAKER Head of Commercial Services JACKIE MURPHY Cash Collection & Processing ANNETTE ELLIOTT Human Resources Consultant
01372 832370 01372 832371 01372 832372/832386
Commercial Services, Quadrant Court, Guildford Road, Woking, Surrey, GU22 7QQ
Food Purchasing Manager
01483 517655
Regional Office Regional Manager District Manager Administrative Officer
FOOD SUPPLIERS LIST
Commodity Supplier Contact Telephone
Number
Delivery Days
Groceries
Green-groceries
Frozen Foods
Disposables
PAY LOCATION NUMBER
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September 2013
PURCHASES - FOOD ORDERS
All goods must be ordered from nominated suppliers using an official order form.
Writing Orders
1. Orders to be placed by telephone by arrangement with individual suppliers.
All orders must be recorded on an official order form.
2. Orders must comply with contract, for example, minimum order.
3. Food must be delivered at least one day prior to the day of service.
4. Adequate notice should be given to suppliers of any alterations to order.
5. All orders must be dated and have a signature
6. The goods will be accompanied by a priced invoice, check this for quantity
and cost, taking up discrepancies if necessary. If the discrepancies are not
resolved, an ASC14 Complaint Form should be completed and one of the
following actions should be taken:
Complete ASC14 Complaint Form, this can be found in the ASC Termly
Record Book, and send to the Food Development Manager.
For less urgent matters, complaints can be logged by telephoning the Food
Development Team on 01483 517699 or 01483 517657.
When entering ‘goods received’ onto ECO, go to notes and type in
complaint.
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September 2013
PURCHASING CLEANING MATERIALS
Ordering Procedure
The goods will be accompanied by a priced delivery note from the supplier. Check
this for quantity and cost, taking up discrepancies if necessary.
1. Complete order form available on ECO system.
2. Contact your District Catering Manager to advise that the form is completed on
ECO.
3. District Catering Manager to authorise the order and email to nominated
supplier.
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September 2013
NOTIFICATION OF MEAL NUMBERS
The school will notify the kitchen on a daily basis the number of pupils who require
lunch by no later than two hours prior to service. The actual number of meals served
should then be recorded on the EDCAT 6.
MEAL NUMBERS RECORD SHEET - EDCAT 6
1. Complete kitchen name and address and period ending date.
2. Enter the number of meals served under appropriate age groups or categories, main
kitchens to include serveries.
3. Where part meals are served, the total must be recorded.
4. At the end of each week the Caterer should meet with the School Administrator to
agree the meal numbers. Both parties should sign in the relevant place to confirm
agreement.
5. From the EDCAT 6, insert daily meal numbers onto the ECO system as follows:
To record information, click on Primary Book icon.
To enter meal numbers, click once on text “Enter Meal Info …”
You must complete all fields.
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September 2013
The period is automatically completed. You will only need to change this if you are
entering meal numbers for a previous period.
The date field is completed automatically with today’s date, in the format
YYYYMMDD. You will only need to change this if you are entering meal numbers
for a previous day.
Day Type – this should read Trading Day.
Details – if there is any reason why that day’s meals are particularly high or low,
please delete the words “normal day” and type the reason here, e.g. Christmas Dinner
or Class on Trip.
Enter meal numbers for each type of meal, e.g. infant, junior. You will need to
complete all the white fields. If you do not provide any junior meals, for example,
then you must enter a zero in that field.
“Special Meals” should be used by Special Schools only.
Served By –This field will show your kitchen number. If you are entering details of
transported meals, enter the SDEB number for the Kitchen that provided the meals –
as detailed below.
TRANSPORTED MEALS - When a Mains Caterer is inputting meal numbers for a
servery, the process is as follows:
• They are issued with a separate login for each servery
• Each day, when logging in to that servery to input the meal numbers, ensure the
last field is changed to "Served By" to show the SDEB number for the main
kitchen. In the example below, the main kitchen is SDEB4150, and the servery
SDEB3723.
Where a Unit kitchen is not cooking its meals on site (due to equipment failure, staff
shortage etc), then that Unit Caterer needs to change the "Served By" field to reflect
the kitchen number of the school that has cooked the meal. The above processes
ensure the food costs are allocated to the correct kitchen.
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September 2013
To submit data, click on the “Add This Information” button.
To Enter Meal Numbers for a Previous Day
Change the date as required. The date is in the format Year / Month / Day, so 30 Sept
2014 will show as 20140930. Meal numbers must be entered on the day the meals
have been served.
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September 2013
COMMERCIAL SERVICES – MEAL NUMBERS
School Name & Address
Kitchen Number SDE Period Ending
Notes: 1. A separate form should be kept for each school. 2. The number of meals prepared should be recorded.
Day Nursery Infant/First
Junior Middle
Secondary/ Special School
Adults – Main Duty Meal
Adults Main – Paid Meal
Adults – Dessert Duty Meal
Adult – Dessert Paid Meal
School Total
School Administrator Signature
Caterer Signature
Monday
Tuesday
Wednesday
Thursday
Friday
Total for
the Week
Day Nursery Infant/First
Junior Middle
Secondary/ Special School
Adults – Main Duty Meal
Adults Main – Paid Meal
Adults – Dessert Duty Meal
Adult – Dessert Paid Meal
School Total
School Administrator Signature
Caterer Signature
Monday
Tuesday
Wednesday
Thursday
Friday
Total for
the Week
Day Nursery Infant/First
Junior Middle
Secondary/ Special School
Adults – Main Duty Meal
Adults Main – Paid Meal
Adults – Dessert Duty Meal
Adult – Dessert Paid Meal
School Total
School Administrator Signature
Caterer Signature
Monday
Tuesday
Wednesday
Thursday
Friday
Total for
the Week
Day Nursery Infant/First
Junior Middle
Secondary/ Special School
Adults – Main Duty Meal
Adults Main – Paid Meal
Adults – Dessert Duty Meal
Adult – Dessert Paid Meal
School Total
School Administrator Signature
Caterer Signature
Monday
Tuesday
Wednesday
Thursday
Friday
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September 2013
Total for
the Week
Day Nursery Infant/First
Junior Middle
Secondary/ Special School
Adults – Main Duty Meal
Adults Main – Paid Meal
Adults – Dessert Duty Meal
Adult – Dessert Paid Meal
School Total
School Administrator Signature
Caterer Signature
Monday
Tuesday
Wednesday
Thursday
Friday
Total for
the Week
Total for
the Period
Grand Total excluding desserts
Note: Please check GRAND TOTAL is the same as the TOTAL “meals” figure on ECO System when you check your monthly report.
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September 2013
STAFF REGISTER
Every kitchen is required to record the daily attendance details of all staff and the
reasons for absence.
The Catering Supervisor/Manager is responsible for keeping an accurate record of
hours and absences for all members of staff. Any falsification of these records is a
serious offence and may result in disciplinary action being taken.
Record the details of each member of staff on the staff personal contact details form.
Remember to update the records every time a member of staff starts or leaves or when
any changes of circumstances take place. The staff personal contact details forms are
to be placed in the black personnel folder in front of the recipe box.
How to complete the Staff Register
The Staff Register is to be completed throughout each calendar month and much of
the information will be used to complete the monthly pay service return. Because of
this, do not start a new register on a Monday but on the first of a calendar
month, whichever day of the week that might be.
1. Write the names of each employee down the left hand side of the page.
2. Enter the role of each member of staff.
3. Enter each employees weekly hours.
4. In the remaining columns a code should be entered for each day of the week as
follows:
N Normal
CL Cleaning day
IS Inservice, when you are required to work
P School closed and you cannot work i.e. polling day, gas leak
S Sick
M Maternity
U Unpaid Leave
For adjustment where an employee works less hours on any day, the number of
hours to be paid should be clearly recorded, in addition the reason for the
absence should be recorded in the remarks column.
For adjustments where an employee works extra authorised hours, the
additional hours should be clearly recorded as overtime.
5. At the end of the month, total each weeks hours worked, total each weeks
overtime worked and transfer the information to the Service Return.
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September 2013
STAFFING INFORMATION (ELECTRONIC REGISTER)
To enter staffing information, click on the staff name.
To enter staffing information:
The Period and Date only need amending if you are entering staffing information for
a previous date (see next section).
Click on drop down arrow in the Register field, and select the appropriate option:
Absent
In
Training
Sick
Maternity
Transferred to another school (this is for temporary transfers only, where staff
are covering at another kitchen).
Deductable / Additional Hours
If staff have done additional hours, enter this here.
If staff have worked less than their usual hours, for example if they worked one hour
short, then enter minus one (–1.00), and record the reason in the “Reason for
Absence” Field.
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September 2013
Where staff have temporally transferred to cover another site, you will need to select
the relevant school from the drop-down list marked “transferred to”. To see the list,
click on the down-arrow at the end of the field:
You will be able to see totals of absences and attendances for your staff at the bottom
of the page, along with details of when appraisals are due.
Once you have recorded the required information, click on the button marked “Add
This Information”.
To Record Attendances for a Previous Day
If you have missed completing the register on a particular day you must speak to your
District Manager for authorisation to complete it later in the week. You do this by
changing the date in the Date field (and Period if relevant) at the top of the screen as
required.
To amend any errors
Find the correct date, and then click on the payroll number in the first column of the
table.
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September 2013
This will then open up an amendment sheet. Amend as required and press button
“Amend this Information”.
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September 2013
MONTHLY SERVICE RETURN
Pay Arrangements
An annual salary is paid on a monthly basis on the last Thursday of the working
month. This arrangement applies whether employees are full or part-time. Any
adjustments i.e. sickness/other absence and overtime are paid/deducted one month
in arrears i.e. the following month.
Methods of Payment
All employees are paid by Bank Credit Transfer into a bank or building society
account. Salary details are provided on payslips, made available monthly.
Calculation of Salary
A Service Return is sent to each unit every month, detailing all permanent staff
names, personnel number and weekly hours. It is important that the Service
Return is completed accurately to ensure correct payment of salary and eliminate
overpayments and errors. Any falsification of the completion of the Service
Returns is a disciplinary offence and further action may be taken.
Instructions to complete the Service Return
Column 1 Pay Number
Column 2 Name and job title of employee. Any staff member who does
not appear on the Service Return or have the incorrect
hours/job title, these must be amended with a line through and
the correct information added. In the remarks column 16,
record the effective date of the change.
Column 3 Weekly hours. Any staff member who has a permanent
change of hours authorised by the District Catering Manager
by means of an ED200, this information must be clearly
written on the Service Return by following the instructions
above.
Column 4 Record the fist day of absence including days when only part
hours have been worked i.e. due to a hospital appointment.
Column 5 Record the last day of any absence even if it is only one day.
Column 6 Record the number of hours not worked for part day only.
Column 7 Record the absence code from the table shown on the bottom
of the Service Return.
Column 8 Record the sickness code from the table shown on the bottom
of the Service Return.
Column 9 – 12 Are not required.
Column 13 Record any overtime clearly i.e. 2.50 = 2 ½ hours
Column 14 – 15 Are not required.
Column 16 Any remarks to clarify amendments.
Staff are not paid for time off due to hospital appointments, doctors appointments
or caring for a sick child. Any absence must be recorded in Columns 4, 5 and 6
and noted in remarks column 16. Please note that antenatal appointments are an
exception.
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September 2013
The Service Return must be signed by the Catering Supervisor/Manager and dated.
It is sent to the Regional Office at the end of the month.
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September 2013
RECORD OF GOODS RECEIVED
All invoices together with stock sheets and EDCAT6 are to be retained and filed
together for the month in a clearly marked envelope. For audit purposes, they must be
retained for seven years. Enter details of any deliveries here.
Complete the form as required. All fields must be completed.
Supplier - Use the dropdown list to select the relevant one
3663
Axtons
Express Supplies
Key Catering
Petty Cash
Shepherds
For Type – use drop-down list to select either
Invoice or
Credit Note
If you have any problems with your order, delete the words “satisfied” in the Notes
field, and type in details of the problem.
To submit details, click on button “Add this Information”.
If you need to correct details of any invoices, then click on the blue number in the first
column of the table, make any amendments required, and click on button “Amend
Invoice or Credit Note”.
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September 2013
Invoice
Enter date in the format YYYYMMDD. Enter the amount using the NET figure only
from the invoice. Do not include VAT. If satisfied all entries are correct, click the
“add this information” box.
Credit Notes
Credit values must be entered on the same day as the delivery is made or as soon as
the discrepancy is identified, do not wait until a credit note has been received. Go to
Type and select Credit Note, enter the value of the credit. If at this stage you do not
have a credit note number, enter the date as the reference number and click the Add
This Information button. Once the credit note has been received, go back into the
list of goods received and click onto the relevant entry, check that the value is
accurate and enter the actual credit note number, then click on the Amend Invoice or
Credit Note button.
Petty Cash
Where authorised to do so, any cash purchase must be accompanied by a receipt. A
petty cash claim form (FINS5) should be requested from the Regional Office and
completed in full. All petty cash purchases should be authorised in advance by the
District Manager. When recording Petty Cash on your Goods Received you will not
have an invoice number. Instead, in the Invoice Number field put today’s date, in the
format ddmmn.
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September 2013
END OF TRADING PERIOD STOCKTAKE
1. This will be completed by each kitchen supervisor on the last working day of
each month.
2. The Regional Office will supply a paper copy of the stock sheets.
3. The school name and week ending date must be completed but this is only
necessary on the first sheet.
4. A complete stock must be taken.
5. The stock must be taken to the nearest quarter of a unit expressed as a
decimal i.e. 0.25 (quarter), 0.50 (half), 0.75(three quarters), 1.00 (one whole).
6. On completion of the paper stock take, the information should be transferred onto
the ECO system as follows.
Step 1 When you open “Enter Stock Information” the period for which stock will be
recorded is shown:
Step 2 Using your paper stock sheet for reference, complete the quantity field for each
stock item. It is recommended that you input one sheet of your paper stock
sheet at a time, complete Steps 2 – 6, and then continue with the next sheet of
your paper stock, starting again at Step 2.
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September 2013
Step 3
Click on Save Changes button at the end of the stock list.
Step 4
Click on Next
Step 5 Click on Add Stock to Database
Step 6 You will then get confirmation that your stock has been added.
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September 2013
Step 7 You can then either
Add more items (repeating Steps 2 - 6), if you have more stock to record
OR
Click on Back to Primary Book link, to return to the Primary Book
Step 8 When you have added all stock, go to “View This Month’s Stock” to see the
total value of your stock.
:
YOU MUST ENSURE YOU CLICK ON “ADD STOCK TO
DATABASE” TO FULLY COMPLETE THE STOCK-TAKING
PROCESS
To record details of any stock item not shown on the stocktaking list, complete the
Miscellaneous Stock form in the Primary Book (see below).
7. The paper stock take should be kept in a safe place for use the next month
(when applicable).
8. When the stock sheets are fully completed, they must be filed with the
EDCAT6 and supplier invoices for the month end to which the last stock take applies.
For audit purposes, they must be retained for seven years.
CHANGE OF CATERING SUPERVISOR
A complete stock take must be carried out on the last day of service with the District
Catering Manager or nominated representative. Every new Catering Supervisor
should always be satisfied that the stock is correct when taking up the position.
MISCELLANEOUS STOCK
Items can only be recorded under ‘miscellaneous stock’ with prior agreement from the
District Catering Manager.
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September 2013
STOCK TRANSFERS
Enter details of stock transfers here. The school sending the food completes a form,
but the school receiving the food does not need to complete a form.
Complete the form as required. All fields must be completed.
In the “Transferred To” field, select the relevant kitchen from the drop-down list.
Then click on the button “Add this Information” to submit the data.
ADDITIONAL SERVICES & FUNCTIONS
When undertaking additional service at the School i.e. inservice meal/breakfast club,
please contact your District Manager for further guidance.
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September 2013
MONTHLY REPORTS
The monthly report provides a detailed breakdown of all the information entered on
the system. This information should be used to check the accuracy of the information
and to ensure your budget targets are met.
Food Costs
If the food cost per meal for the period exceeds the target, please check the following:
1. Meal numbers entered correctly on every day;
2. Ensure correct values have been entered for invoice/credit notes;
3. Refer to stock value and ensure that there are no mistyped entries.
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September 2013
EQUIPMENT INVENTORY
Unit Managers must maintain an inventory of light and heavy equipment. The
purpose of an inventory is to provide a permanent record of Council property which
can be used to identify the authority’s assets and to support any loss due to theft or
damage/destruction.
1. A separate inventory should be maintained for each establishment. The inventory
form to be completed can be found on the ECO system from Summer Term 2014..
This should be completed annually by the Catering Supervisor/Manager.
2. The inventory should be completed annually during the month of July.
Disposal of equipment deemed past its useful life should only take place with the
authorisation of the District Catering Manager.
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September 2013
THEFT AND DAMAGE
If you suspect or can see that damage has been caused or a theft has occurred, you
must inform your District Catering Manager immediately who will contact the local
police.
Personal belongings are not covered by insurance. Please make sure your belongings
are kept locked in a safe area at all times.
A record of items damaged/missing should be taken and forwarded to the Regional
Office.
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September 2013
TELEPHONE INCOME - TELEPHONE CALLS – EDCAT 26
Telephones whether owned by the School or Commercial Services are not to be used
for personal calls unless in the case of emergency. Where use of the School’s
telephone is required to place orders, a record of calls is to be made on Record Sheet
(EDCAT26).
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September 2013
COMMERCIAL SERVICES RECORD OF PRIVATE TELEPHONE CALLS
Establishment: ______________________Telephone Number:____________ All calls are to be recorded below and submitted to the District Catering Manager at the end of term.
Date Telephone number called
Time call made
Length of call
Callers name or signature