Thursday, 26 March 2015

Receiving, Storage and Inventory

RECEIVING
·          Point at which the goods is transferred from the seller to the buyer.
·         Administrative function that involves checking of the quantity, quality and condition of the incoming goods followed by their proper storage.
a)      A good receiving program:
ü  Coordination with other department
ü  Training for receiving personnel
ü  Parameters of authority and supervision
ü  Scheduled receiving hours
ü  Security measures
ü  Documentation procedures
b)      Consequences of a poorly planned receiving program:
*      Short weight
*      Substandard quality
*      Double billing
*      Inflated prices
*      Mislabeled merchandise
*      Inappropriate substitutions
*      Spoiled or damaged merchandise
*      Pilferage or theft

1)      Coordination with other departments
Ø  Receiving needs to be coordinated with others functions and departemnt in the foodservice organization.
Ø  Purchasing, production and accounting are 3 keys areas that need a well-coordinated working relationship with receiving personnel.
2)      Personnel
Ø  Specifically allocated to and trained in proper receiving contribute to an efficient and effective program
Ø  Qualifications for a receiving or storeroom clerk include knowledge of food quality standard as establishment through specification, the ability to evaluate product quality and recognize unacceptable product and also an understanding of the proper documentation procedures.
3)      Facilities, equipment and sanitation
Ø  A well-designed receiving area should be as close to the delivery doors as possible.
Ø  To minimize cross traffic through the production area and reinforces good security measures
Ø  The area should be large enough to accommodate an entire delivery at one time.

4)      Scheduled hours for receiving
Ø  Defined by policy or contract and vendors should be instructed to deliver within a specific time range
Ø  Purpose is for avoid the busiest production times in the operation and the arrival of too many deliveries at the same time.
5)      Security
Ø  Only authorized personnel should have access to the receiving area to avoid theft
6)      The receiving process:
Ø  5 key steps:
                                                         i.            Physically inspect the delivery and check it against the purchase order
                                                       ii.            Inspect the delivery against the invoice
                                                      iii.            Accept an order only if all quantities and quality specifications are met
                                                     iv.            Complete receiving records
                                                       v.            Transfers goods to appropriate storage
Ø  Methods:
                                                        I.            Blind method
·         Providing an invoice or purchase order, one in which the quantties have been erased or blacked out to the receiving clerk.
                                                      II.            Invoice receiving
·         More tranditional methods
·         The receiving clerk checks the delivered items against the original purchase order and notes any deviations
Ø  Tips for inspecting deliveries
                                                         i.            Anticipate arrival and be prepared
                                                       ii.            Have purchase orders and specification ready
                                                      iii.            Inspect food immediately on arrival
                                                     iv.            Check temperatures of refrigerated items on arrival
                                                       v.            Check frozen items for evidence of thawing or burn
                                                     vi.            Randomly open cases or crates for large deliveries to determine that the container includes the entire order.
Ø  Evaluation and follow-up
ü  Evaluation of products should be continued as they are issued for use because some discrepancies may not be detected until the item is in use
ü  Some types of adjustment should be made with the vendor if the products are found to be defective     
                                                                                        
            STORAGE
o   A short distance between receiving and storage reduces the amount of labor required, reduces pilferage and causes the least amount of deterioration in food products
o   The proper storage of food immediately after it has been received and checked is an important to prevention and control of loss or waste
o   There are 3 types of storage that  must be maintained and managed for maximum shelf life of products:
                                 i.            Dry storage
                               ii.            Refrigerator storage
                              iii.            Freezer storage

1)      Dry storage
a)      Temperature and ventilation
·         Storage area should be dry and the temperature not over 70®F
·         The use of wall vents is the most efficient methods of obtaining, circulation of air
b)      Storeroom Arrangement
·         The container are dated and usually placed in tighty covered container if the lots are broken
·         The items should be arrangedon racks or shelves instead of directly on the floor or against walls

2)      Refrigerated and freezer storage
·         Fresh and frozen foods should be placed in refrigerated or frozen storage immediately after delivery
·         Fresh fruits and vegetables are 40®F to 45®F
·         Meat, poultry, dairy product and eggs at 32®F to 40®F
·         Frozen products at 0® to -10®F
INVENTORY
1)      Receiving
o   All incoming supplie should be inspected and recorded on a receiving form.
o   A journal in which to list the items received, with date of receipt and also be used as a receiving record

2)      Storeroom issues
o   Only authorized person have responsible for receiving, putting away and issuing goods from the storeroom.
o   No food or supplies can be removed from the storeroom without authorization.
o   The list of needed items is need tosubmitted to the storeroom clerk, who completes the requisition.

3)      Perpetual inventory
o   A running record of the balance on hand for each item in the storeroom
o   Provides a continuing record of food and supplies purchased in storage and used
4)      Physical inventory
o   An actual count of items in stock or stock take
o   Usually taken to coincide with an accounting period

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