Purpose
To ensure accurate, consistent, and efficient management of inventory across all SoBe Burger locations. This policy supports cost control, reduces waste, maintains food safety, and ensures product availability.
This policy applies to all staff involved in receiving, storing, handling, using, or recording stock at any SoBe Burger restaurant.
Stock Management Principles
Daily Inventory Checks
Conduct a Daily Line Check at opening and before each service to confirm adequate levels of all high-use items (e.g., burger patties, buns, cheese, sauces).
Record shortages and overstock in the designated inventory logbook or POS system.
Weekly Inventory Count
Perform a full count of all stock once per week (ideally Sunday close or Monday open).
Use the standardised SoBe Burger inventory sheet or approved digital system.
Count dry, chilled, and frozen items separately by storage area.
Receiving Deliveries
Check all incoming stock against the delivery note and invoice.
Confirm temperature of chilled/frozen items immediately on receipt.
Reject any items that are damaged, spoiled, past use-by date, or do not meet SoBe quality standards.
Sign and store all delivery notes and upload images to the shared digital inventory folder.
Document delivery on Leafe
Par Levels
Definition
Par levels are the minimum and maximum quantities of each item that must be kept in stock to ensure smooth operation without overstocking.
Setting Par Levels
Par levels are set centrally by the Franchisee/Manager and reviewed quarterly.
Par levels vary by store size and sales volume.
Store managers are responsible for adjusting order quantities based on upcoming promotions, seasonality, or local events.
Ordering
Orders should be placed twice per week, or as determined by usage trends.
Avoid emergency orders by reviewing par levels during weekly stock counts and adjusting accordingly.
Use the stock ordering template to ensure consistency.
FIFO – First In, First Out
Storage Guidelines
All stock must be rotated using FIFO (First In, First Out) principles.
New deliveries must be placed behind older stock, ensuring older items are used first.
Date labels (DD/MM/YYYY) must be clearly visible and updated when items are decanted or opened.
Labelling
Use colour-coded day dots for opened/prepped items.
All containers must be labelled with:
Product name
Date of opening or preparation
Use-by date
Staff initials
Structure of Fridges
Fridges should be clean, tidy, and follow a clear layout to support speed, safety, and efficiency during service.
a) Fridge Layout Guidelines
Group items by type (e.g. sauces together, cheeses together).
Keep raw and cooked products separate – raw at the bottom, cooked above.
Maintain clear labelling and date marking for every item.
Avoid overloading – air must circulate for proper chilling.
b) Visual Standards
Items should be neatly stacked, facing forward if in clear containers.
No open containers without tight-fitting lids or wrap.
Keep labels visible to reduce time spent searching during service.
Wipe down any drips or residue as you work.
Wastage Management
Recording Waste
All wastage must be recorded daily in the wastage log or Leafe
Include:
Item name
Quantity wasted
Reason (e.g., expired, overcooked, damaged)
Staff name
Wastage logs are reviewed weekly by the store manager and submitted to Franchisee.
Categories of Waste
Prep waste – e.g., over-prepping ingredients
Spoilage waste – expired, improperly stored stock
Service waste – incorrect orders, customer complaints, dropped items
Minimising Waste
Best Practices
Follow par levels and daily prep guides strictly.
Label and date all products correctly.
Keep fridges and freezers organised and clean.
Store food at correct temperatures:
Frozen: -18°C or below
Chilled: 0–5°C
Dry: 10–21°C
Prep & Portion Control
Use standardised portioning tools (e.g., scoops, tongs, scales).
Follow prep guides based on forecasted sales and actual historical data.
Avoid over-prepping; unused prep should be carried over only if safe and within quality standards.
Training
All staff must be trained on:
FIFO and labelling
Proper handling of perishables
Portioning and preparation techniques
Managers are responsible for reinforcing these practices during service.
Compliance & Accountability
Store Managers are responsible for enforcing inventory policies and reporting variances.
Operations Managers can conduct monthly audits including:
Stock levels
FIFO compliance
Wastage records
Non-compliance may lead to retraining or disciplinary action.