RECEIVING
- DEFINITION: Receiving is the point at which food service operation inspect the products and take legal ownership and physical possession of the items ordered.
* To ensure that the food and supplies delivered match
preestablished specifications for quantity and quality.
* A goal of the receiving process to prevent product loss by mishandling and theft.
* Inspection of product
* Completion of documents
* Prompt transfer to appropriate storage
* Coordination with other department
* Training for receiving personnel
* Parameters of authority and supervision
* Scheduled receiving hours
* Security measures
* Documentation procedures
- POTENTIAL CONSEQUENCE OF A POORLY PLANNED RECEIVING PROGRAM:
* Short weight
* Substandard quality
* Doubled billing
* Inflated priced
* Mislabeled merchandise
* Inappropriate substitutions
* Spoilage or damaged merchandise
* Pilferage or theft
COORDINATION WITH OTHER DEPARTMENT
- Purchasing, production, and accounting are three key areas that need a well-coordinated working relationship with receiving personnel.
- The purchasing department typically is responsible for scheduling deliveries through contractual agreement.
- The production department depends on the receiving unit to get needed food and supplies in the storage areas in time for scheduled production.
- The accounting department is responsible for processing the billing of food and supply purchases.
PERSONNEL
- Personnel specifically allocated to and trained in proper receiving contribute to an efficient and effective program.
- Desirable qualifications for a receiving or storeroom clerk:
* knowledge of food quality standard as established through specifications.
* the ability to evaluate product quality and recognize unacceptable product.
* understanding of the proper documentation procedures.
FACILITIES, EQUIPMENT, AND SANITATION
- A well designed receiving area should be as close to the delivery docks as possible,with easy access to the storage facilities of the operation.
- This arrangement helps to minimize cross traffic through the production area and reinforces good security measures.
- The area itself should be large enough to accommodate an entire delivery at one time.
- If a receiving office is in the area, it should have large glass windows so that receiving personnel can easily monitor the activities of the area.
- The amount and capacity of receiving equipment depend on the size and frequency of deliveries.
- Cleaning and sanitation procedures for the receiving area should be defined by policy.
SCHEDULED HOURS FOR RECEIVING
- Hours of receiving should be defined by policy or contract, and vendors should be instructed to deliver within a specific time range.
- The purpose:
* to avoid the busiest production times in the operation and the arrival of too many deliveries at the same time.
* ensure that receiving areas are accessible and personnel are on hand.
SECURITY
- A few additional practices can contribute to an even more secure receiving area:
* deliveries should be checked immediately on arrival
* After the receiving personnel have confirmed that the order meets specifications, the invoice can be signed, and the delivery should be moved immediately to the proper storage.
* doors to the receiving area should be kept locked.
* only authorized personnel should have access to the receiving area.
THE RECEIVING PROCESS
- The receiving process involves five key steps:
* physically inspect the delivery and check it against the purchase order.
* inspect the delivery against the invoice.
* accept an order only if all quantities and quality specification are met.
* complete receiving record.
* transfer goods to appropriate storage.
METHOD
- Blind method: involved providing an invoice or purchase order, one in which the quantities have been erased or blacked out, to the receiving clerk.
- Invoice receiving: the receiving clerk check the delivered items against the original purchase order and notes any deviations.
TIPS FOR INSPECTING DELIVERIES
- Anticipate arrival and be prepared.
- Have purchase orders and specifications ready.
- Inspect food immediately on arrival.
- Check temperature of refrigerated items on arrival.
- Check frozen items for evidence of thawing or burn.
- Randomly open cases or crates for large deliveries to determine that the container includes the entire order.
STORAGE
* The main requisites of a food dry-storage area are that it be dry, cool, and properly ventilated.
* Dry storage in intended for nonperishable foods that do not require refrigeration.
* temperature not over 70 F
* Food and supplies should be stored in an orderly and systematic arrangement.
* Sanitation of food in dry storage must be protected from insects and rodents by means of preventative measures, such as the use of proper insecticides and rodenticides.
- REFRIGERATED AND FREEZER STORAGE
* The storage of perishable foods is an important factor in their safety and quality.
* Fresh and frozen food should be placed in refrigerated or frozen storage immediately after delivery and kept at these temperature until ready to use.
* Recommended holding temperature:
- Fresh fruit and vegetables 40 F - 45 F
- Meat, poultry, dairy product, and eggs 32 F- 40 F
- Frozen product 0 F- 10 F
* cleanliness is vital of food safety. Refrigerator should be thoroughly cleaned at least weekly, and any spillage wiped up immediately.
INVENTORY RECORDS AND CONTROL
* All incoming supplies should be inspected and record on a receiving record form.
* One employee should be designated responsible for receiving, putting away, and issuing goods from the storeroom.
* No food or supplies should be removed from the storeroom without authorization.
* A running record of the balance of product in stock
* An actual count of item in stock
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