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Receiving 101: Control and Safety

Whoever is in charge of receiving should follow a standard set of rules in order to maintain the safety of food and ensure you protect your bottom line.

June 18, 2015 by John Krebs — President, Axis Purchasing

Whether you have one restaurant location or 100, making sure that you have received your order correctly is imperative; unfortunately this task is often overlooked or undervalued.

There are two important questions to ask, "Are you getting what you paid for?" and "Are you placing your customers and establishment in harm’s way?"

Whoever is in charge of receiving should follow a standard set of rules in order to maintain the safety of food and ensure you protect your bottom line.

Receiving involves numerous details and a watchful, organized crew member to follow the standards. Here are a few tips to proper receiving methods:

Controls:

• Use a written purchase order documenting: Vendor, item description, unit of measure, amount ordered and received, the dollar amount and date order placed and expected delivery, order placed by, received by, date received and temperature check .
• Maintain separation between administrative duties: The party who places a purchase order should be separate from the storeroom receive clerk and again from the accounts payable personal. This avoids collusion with a vendor.
• Maintain accurate scales at receiving area to confirm weight. Make sure there is not excess ice with fresh (i.e. broccoli, poultry) or frozen foods (i.e. shrimp and seafood) which can affect the weight
• Be sure to have a pallet swap policy to avoid unnecessary pallet fees.
• Before accepting any substitute product, clear the substitute item and price with the purchasing department.
• Adjust the invoice for any short ships or delivery refusals. It is better to avoid paying an invoice in full and instead wait on a credit that might've been missed.

Safety:

• Check temperature-sensitive products (frozen, vegetables, meats, dairy, etc.) to be sure they arrive in proper temperature
• Inspect all boxes and products for damage. Reject products with broken boxes, torn bags or strange odors.
• Check expiration dates and proper shelf life
• Store refrigerated and frozen products right away.
• Be sure chemicals are not delivered on the same pallet or in near proximity to food service supplies or other food products.
• Check that the delivery vehicle is clean. Reject the shipment if the vehicle is dirty or if there is evidence of pests (mouse droppings, cockroach casings, cockroaches, flies, etc.)

Check that the temperatures of refrigeration and freezer units on the vehicle are at the correct temperatures: at or below 4 degrees C (40 degrees F) for refrigeration units and below -18 degrees C (0 degrees F) for freezers. Once the delivery has passed inspection, food should be stored immediately using the "first in, first out" method. Pull old stock to the front and store the new stock behind it in order to ensure proper rotation.  Make sure the temperature of your cooler is between 32 F and 40 F. For more information go to: http://www.foodsafetysite.com/resources/pdfs/EnglishServSafe/ENGSection6.pdf

Setting up receiving standards and training your staff to follow the standards will help eliminate risks regarding the quality and safety of the items you serve.

About John Krebs

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