RECEIVING, STORAGE, AND INVENTORY

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.

• PURPOSE:

 * 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.

• PROCESS:

* Inspection of product

* Completion of documents

* Prompt transfer to appropriate storage

• GOOD RECEIVING PROGRAM:

* 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

• Dry 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:

1. Fresh fruit and vegetables 40 F - 45 F
2. Meat, poultry, dairy product, and eggs 32 F- 40 F
3. 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

• Receiving

* All incoming supplies should be inspected and record on a receiving record form.

• Storeroom issues 

* 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.

• Perpetual inventory

* A running record of the balance of product in stock

• Physical inventory

* An actual count of item in stock

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