Receiving, Loading and Storing 

After the order is being processed by the Purchasing Dept. and send to the suppliers with the purchasing PO number, the confirmation have to be send to the ship prior to the delivery day, then the Provision Master needs to check to ensure that discrepancies do not exist from the original order, for any necessary correction the offices must be immediately notified.

The Provision Master must have absolute control of his storeroom and be physically involved to avoid excessive non-moving merchandise in the stores. All the cancellations unless is a huge mistake can be corrected with the next order.

Before any loading day a full inspection of all stores should be done with the F&B Manager and the stores must be cleaned and tidy to maximize storage space.

The day before loading, the Provision Master will advise the F&B Manager of the crew needed for the loading. The crew for loading will be supplied by the Exc. Chef and by the Bar Manager (utilities and bar staff).

The crew doing loading will be paid $ 0 for a full day (only crew will be paid, no officers )

The Provision Master will make a schedule for the loading crew. Each group will be with one supervisor to ensure the satisfactory complexion of the job at hand.

The Provision Master will check the amounts with the help of the F&B Controller comparing the invoices with the order, making physical count.

The loading has to be done with consideration to the stores position requesting the containers accordingly for proper distribution intermixing fresh product with frozen product, dry product, dairy and bar product.

Sufficient crewmembers will be scheduled for the proper loading process, the F&B Manager will be at the loading area to supervise the proper distribution of all the products and to ensure the crew are assigned to the right stores, freezer or refrigerator.

All the documents from the In-Bond products are with custom paper and need to be signed and stamped by the official in charge or in the custom offices nearest to the ship to avoid future problems.

The receiving order will be given to the F & B Controller for the inventory update.

The Bar Manager or the Asst. Bar Manager and the Storekeeper assigned to the bonded stores will be responsible for the loading and storage of all beverage items.

Once the merchandise has being thoroughly checked, the ship is fully loaded and everything is in proper order, the Provision Master and F&B Controller must proceed and sign each one of the invoices a stamp from the ship is also compulsory, the ship must keep minimum two copies of the invoices one for the F&B Controller, for the inventory up-date purposes, and the other to be send to the main offices to be processed.

In case that any of the items are missing or is short from the original order, it is very important that the offices receive this information as soon as possible, according to this discrepancy a loading report must be done after the completion of the loading and the quantities ordered, the received and the amount difference, according to the items the Provision Master must stated the importance and request for a delivery date, before affecting the operation.

The Provision Master and the F&B Manager must keep always on mind that it is against the company’s policy to buy items in any port of call without proper the authorization from the office.