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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