Provisions and inventory
Provisions
For ease of operations, the ships caterer has provided you with a provisions order list. This list is to be used for both inventory and requisitions.
We recommend you to make a detailed inventory at least once every two months. However, it is imperative that you are aware of what you have in store prior to making a new requisition.
The order process:
When placing an order, always indicate:
Port of delivery
Agent’s contact details
Number of crew
The period your order is intended for
Details of your intended voyage / trading area
Send your order at least 4 working days before delivery, to enable the ships caterer to prepare/coordinate an optimal supply. Please only use the correct form “VH product list” as provided by the ships caterer.
After the ships caterer has received your order correctly, the following process is initiated:
You receive a confirmation of receipt.
The ships caterer verifies if your order is consistent and complete
The ships caterer explores the possibilities to supply from their own warehouses, or obtain price quotations from several suppliers
When necessary, the caterer trims/adjusts the order in function of local availability and pricing, budgetary possibilities, seasonality of products, etc.
The caterer consults you in case of consumption inconsistencies and concerns.
In ports where quality and pricing is good, the caterer will seek your approval to increase your order and take advantage of the storing opportunity
You receive the order confirmation and all contact details of the local supplier
The ships caterer will coordinate supply with the local agent
Inventory
At the end of every month, the cook makes a complete and accurate provisions inventory on the “VH product list”, which is to be sent to the Caterer. During his visit, a catering superintendent or representative will also take the opportunity to make an inventory.
It is very important that inventories are accurate. They are the physical verification of the quantities and condition of your provisions on board, and consumption analysis and calculations for future supplies rely on them.
Good practices:
Make inventory and arrange your stores before reception of every new large supply.
Make inventory with at least two people. Ask the messman and, if necessary, ask the captain for some extra hands.
In case extra hands are available, take the opportunity to clean out your stores.
While making inventory, check expiry dates.
Keep logic in your stores: arrange your products according to the "VH product list" for ease of inventory and requisition.
Tip
We are well aware of the importance of the food on the vessels. Quality food is essential for both physical and mental health of all sailors. Therefor it is important that you are aware of factors that may influence your supplies.
When ordering, keep the following in mind:
Seasonal products: Seasonal products may have a big influence on the budget for your vessel, this both in a positive and negative way. If one, for example, insists on getting strawberries in winter, this will cause other product groups to suffer. Order smart, know what is available where you arrive in which season and get the most out of your budget.
Port of provisioning: In many ports, due to strict regulations, provisioning may be more expensive due to the use of a barge or other means of transportation to supply you. Check your provision on a regular basis, communicate at least two weeks before the requisition with your captain, this in order to make the most suitable decision on where to get your next provision.
Region: Keep in mind that, depending upon the region or sailing pattern, purchase of food and beverage may be considerably more expensive, purely due to the regional pricing and taxes. Again, communicate at least two weeks before the requisition with your captain, this in order to make the most suitable decision on where to get your next provision.
Political and economical causes: Even though rather exceptional, but sudden changes or mishaps in economy or politics may have an instant influence on pricing. We do advise you te stay informed on these matters. Again, a good communication line with the captain here proves to be very important.
A good coordination between captain and chief cook, decent planning and a good time management to facilitate inventory and requisition are essential.
