Storage Manager's Handbook

Daily instructions, guides and tasks for the storage manager in Analog.

Responsibilities

What does a storage manager do?

The Storage Manager in Cafe Analog is one of the most important roles in the cafe. The Storage Manager’s main responsibility is to ensure that the cafe always is supplied with coffee, milk, cups, and everything related to brewing coffee.

In cooperation with the Operations Manager, the Storage Manager has a large say in developing our product catalogue, maintaining relations with suppliers, and forecasting demand. The Storage Manager mostly works alone but get orders from the baristas when we’re out of stock on a product and coordinate with the Sponsor Crew on purchasing of cups.

Tasks

Baristas restock the kitchen from the storage. Thus, a storage manager does not necessarily need to check the storage on a daily basis but can do it on a weekly basis.

As a rule of thumb, there should always be enough goods in storage for one week's consumption

At least once a week the storage and kitchen must be checked and see if goods needs to be ordered. Depending on how much is ordered every time, it is normal to make an order of coffee beans at Copenhagen Coffee Lab every once/second week. It is normal to have milk delivered 2-3 times per week.

Ordering products

As a Storage Manager, you need no approval when ordering products within Analog’s usual product catalogue. You just make the order at our supplier. There is also a large freedom to try out new products in coordination with the Board (preferably the Operations Manager).

Copenhagen Coffee Lab

Copenhagen Coffee Lab (CCL) is our closest supplier. Orders are given by email through bestilling@cphcoffeelab.com, and they usually deliver within a day or two. 

CCL also provide most of our equipment, and we maintain close relations with them. They are really flexible in terms of delivering (even within hours if in a pickle), fixing equipment, or generally helping with questions.

See the list of products ordered from CCL in the products and suppliers section.

AB Catering

AB Catering is another supplier with which we keep a close relation. Orders are placed through their webshop, and are delivered at the earliest the next day. It is possible to order into the future, making it possible to schedule weekly milk deliveries. They have a wide catalogue of products, and Analog has special prices on the products we buy a lot of.

Our contact at AB Catering, Tom, can be reached through email at trn@ab-kbh.dk. Reach out to him if mistakes happen or if we want a new agreement on a product.

Coordinate with the Sponsor Crew

Analog has an active sponsor crew who negotiates sponsorships on our small and large cups from different companies. They manage to get sponsorships in almost every opening week. Coordinate with their cup calendar to see any gaps.

If we have no branded cups, or there are gaps in the calendar, we order CCL branded cups from CCL. If the gap is large, we give CCL a heads up that we will order many cups. We have tried running them dry before.

Receiving goods

Food Administration policies requires Analog to check and document all food items we are receiving. It is Analog's responsibility to make sure they have had no damages during transport and are safe to consume for customers.

When receiving an order, it must verified that all products are included and date sensitive products have a reasonable expiration date. You must check for

Submit a Received Goods report

After checking the expiration date and condition of the ordered products, a Received Goods (Storage Manager) report must be filled out. Remember to use form specifically for the storage manager. A short description of the and a delivery note or invoice is attached to the form.

Share the invoice with the treasurer

Most orders from suppliers are paid automatically. If not, pay it with your Pleo card, or if it is an invoice, forward it to the treasurer through cafe.analog.1@bills.corpayone.com.

 

 

 

Products and Suppliers

Where do we buy our products?

Supplier Products Payment Notes
Copenhagen Coffee Lab
Order by email bestilling@cphcoffeelab.com
  • Espresso Beans (Guatemala)
  • Filter Coffee Beans (Brasilien)
  • Cups and lids
    • 12oz (filter coffee/latte)
    • 8oz (Cappucino/Americano)
    • 6oz (Cortado, espresso shot)
  • Chai Tea
    • Tiger Spice flavour
  • Sirups
    • Vanilla
    • Caramel
    • Almond
  • Wooden sticks
  • Small Coffee Bags
  • Coffee Filters (Skålfiltre)

Utilities

  • Water Filters

Cleaning products

  • Grindz
  • Liquid Quartz
  • Rinza

Automatic

Remember to coordinate cup purchases with the Sponsor Crew

AB Catering

Order through online portal. Login available on Podio

  • Milk
  • Dryk Oat milk, Barista edition
  • Cocoa
  • Sugar (for cocoa)

  • Plastic cups for ice coffee
  • Plastic lids and straws

  • Various cleaning equipment

They also have a large catalogue of other products available.

Automatic

Minimum order 1.500 DKK

 

Regarding milk:

Prefer Thise > Naturmælk > Arla

Tante-T

Order in webshop. Login available on Podio

  • Loose tea leafs
   

Paper and Tea (P&T)

Order from wholesale@paperandtea.com

  • boxes with Tea in bags
  Ask for their hospitality catalog and their suggestions - it seems like cafe analog gets a substantial discount
LaserTryk
  • Paper Clip Cards for Black Coffee and Espresso based coffee
  Template on Google Drive
LimePack
Managed by Sponsor Crew
  • Cups
    • Large
    • Small
   

Dryk

Order from Allan (He replies within a couple of hours on emails)

Mail: ao@dryk.dk

Phone: +45 53797171

  • Oat milk, barista edition

 

Remember to get our discount

 

They deliver twice a week (up to 3 days delay)

 

Order this from AB Catering instead

PostMe
  • Dishwasher tabs Finish Neophos ALL IN 1 Deep Clean powerball
  • Dishwasher salt Finish Salt 
  • Dishwasher afspændingsmiddel Neophos Afspændingsmiddel
  • Dishwasher cleaning Neophos Finish rens til Opvaskemaskine
   

 

 

Ordering products

This page describes how to order products. Accounting wise, there are some best practices so lessen the work of the treasurer.

In our finance system, the following categories exist:

As such, it is best practice to have separate invoices for separate categories

AB Catering

When ordering from AB Catering, there is a daily minimum of 1500 DKK. This can be spread out on multiple orders. Use this knowledge to split out different items. 

Example: Buying milk and cocoa for delivery on the same day. Finish first the order with milk, and then create a new order for cocoa. 

 

Podio workspace