11 Methods of Receiving Food Commodities

V. Suganthi

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  1. DEFINITION

Receiving is an administrative function that involves checking of the quality, quantity and conditions of the incoming foods followed by their proper storage. It can also be defined as an activity for ensuring that products delivered by suppliers are those that were ordered by the food service manager.

  1. OBJECTIVES

At the end of this lesson, you will be able to

  • Explain the relationship between receiving food and food safety.
  • Know the correct receiving procedures to minimize food losses and contamination.

 

3.1. LOCATION

 

The receiving area may serve as an entrance for employees and sales people, a place for general storage, and a passage to where trash is stored, all of which suggest a need for good sanitary a safety and security procedures. Receiving area is generally located close to the storage area so that the food can be sent directly to the stores after checking. In smaller establishments, there is usually a small receiving area, where a weighing scale and a work table are placed to check the quality of foods as they arrive. In larger establishments, the receiving area may be a bigger area located close to the roads to receive trucks carrying the ordered items.

The size of the receiving area for a specific food facility is influenced by the nature and volume of the foods received, amount of food received at the same time. Enough space should be available to permit all incoming products to be inspected and checked at the same time. Products like cereal and cereal products require minimum inspection as checking the package, reading the label, counting the number of bags, etc. To eliminate confusion for the receiving clerk, storage should not begin until the delivery personnel have left the premises.

 

3.2. RECEIVING AREA PERSONNEL

 

The person responsible for receiving should not be involved in food purchasing or production. Separating the duties of purchasing and receiving ensures adequate control. In addition to being familiar with food product and quality, the receiving personnel must be able to detect old stocks, excess shrinkage and any decrease in the quality and quantity of the products. The receiving clerk should be provided with the specifications and the purchase order sent to the supplier as a basis for checking the products delivered. Receiving personnel should be well trained in matching specification with the product delivered to ensure quality in the products.

 

3.3. ITEMS ESSENTIAL IN THE RECEIVING AREA

 

  • Scales in good working order-Both platform and counter scales should be available. All scales should be checked periodically for accuracy and efficiency. Portion scales are useful for checking portion cuts of meat and all other products. In large operations, the scale prints the weight of the product on the reverse side of the invoice or a packing slip which can be attached to eliminate doubt in weight of the product.
  • An unloading platform- This should be of a convenient height for delivery trucks to unload along with a ramp to facilitate the unloading of trucks that do not match the platform height.
  • Hand trucks- They are important to expedite the movement of products to storage with least amount of effort.
  • A table for inspection of deliveries
  • Thermometer needed to check if chilled or frozen products are delivered at the correct temperatures according to specifications.
  • Tools such as can opener, crow bar, claw hammer and short blade knife for opening containers and packages.
  • Clipboards, pencils and marking equipments
  • File cabinet for storing records and reports
  • Calculator to verify the computations on the invoice

3.4. VERIFICATION TO BE DONE BY EMPLOYEES

 

A designated employee should verify and document:

  •  Incoming raw materials –all should be from approved suppliers.
  •  Cleanliness of the truck-no foreign materials, dirt, odors, rodents, insects or other pests should be found.
  •  Temperature of the truck- proper level to maintain products according to specifications.
  •  Condition of door seals-close fitting doors with no spaces at sides or bottom (air tight).
  •  General truck conditions-no cracks, insulation in good conditions and other requirements.

3.5. SCHEDULED HOURS FOR RECEIVING GOODS

 

Suppliers should be allowed to make deliveries only at stipulated times. This policy ensures the following:

  • Reduces the confusion of too many deliveries arriving at the same time
  • Delivery will not arrive during meal timings or after office hours of the personnel.

3.6. RECEIVING SAFE FOOD

 

A food service institution must only receive food that is:

  • Safe
  • Suitable
  • Not contaminated
  • Within the temperature control and can be traced back to the suppliers.

3.7. POINTS TO ENSURE WHEN FOOD IS RECEIVED

  •  Staff available to inspect when food arrives
  •  All packaging are intact and is not damaged or ripped
  •  Unpackaged food is in clean containers and covered completely
  •  Materials used to cover food are suitable for food packaging
  •  Frozen foods should not show signs of thawing
  •  Potentially hazardous foods are kept below 5 degrees Celsius or above 60 degrees Celsius
  •  Food is within the “best-before” or “use-by-date”.

3.8. INVOICE RECEIVING PROCEDURE

  •  Compare the invoice with the purchase order
  •  Compare the shipment with the invoice and the purchase order
  •  Examine product quality
  • Examine product quantity
  •  Sign copy of the invoice and return to the supplier
  •  Keep Institution’s copy of the invoice
  •  Send invoice to the bookkeeper who will audit cost data and authorize payment
  •  Arrange proper storage for the shipment

3.9. STEPS IN THE RECEIVING PROCESS

 

The steps in the receiving process include

 

3.9.1. Inspection against the purchase order

 

A copy of the purchase order has to be filed and kept in the receiving area. This is the first control in the receiving process. This should include a brief description of the product, quantity, price and supplier. In small food service operations this may be small notebook just listing down the foods ordered with the price quoted. In large food service institution, a copy of the purchase order is sent immediately to the receiving department to ensure that only the products that have been ordered has been received. The purchase order also will permit the receiving personnel to determine partial deliveries or omission of ordered products. Special training of the receiving personnel is necessary to ensure that he is capable of assessing whether the products received adhere to the standards stipulated.

 

3.9.2. Inspection against the invoice

 

After the products received have been checked with the purchase order, the deliveries should be compared with the invoice prepared by the supplier. The invoice is the delivery slip sent by the supplier which accompanies the delivery. The receiving personnel check the deliveries with the invoice sent by the supplier to ensure that the goods received matches with the invoice sent by the supplier to facilitate preparation of bills. This is a critical step in the receiving process.

 

If quantities and rates are correct, and the receiving personnel have checked the quality of the products, the invoice is signed. Any correction must be noted on the invoice before it is signed. Normally invoice is kept in duplicate, one copy is for the records in the purchasing department and one copy is sent to the accounting department.

 

3.9.3. Acceptance or rejection of orders

 

Rejection of the delivered product, if any should be done at the time of delivery if the product is not adhering to the standards. If errors are discovered after the delivery personnel leaves, the supplier should be contacted immediately and the corrections intimated. Whenever products are returned, the accounting personnel should be notified to ensure correct payment. If a product is not available or only partial amount is delivered, the buyer should decide if it is to be back ordered.

 

3.9.4. Completion of Receiving Records

 

The receiving records provide an accurate list of all deliveries of food and supplies, quantity received, date of receiving and price quoted. This information is helpful in verifying and paying invoices and provides an important record for cost control of all food s delivered to the food service institution. This is normally done in duplicate, with one copy sent to the accounting department and another for the food service records.

 

3.9.5. Removal to storage

 

Products should be immediately transferred to the storage area. Proper security measures are essential to prevent theft and pilferage. Spoilage and deterioration may occur if refrigerated and frozen foods are kept at room temperature for a very long period of time.

 

Food service operations may indicate on the receiving record various procedures for marking or tagging products for storage. Marking consists of writing information like date of delivery and cost directly on the cases, cans or packaging materials before it is placed on storage. This helps in calculating the cost of the food faster because prices do not have to be looked up from the records and fewer products will get spoilt on the shelves because the ones with the oldest date will be used first. Tagging products also facilitates stock rotation to ensure that older products are used first which is particularly important for perishable foods.

 

3.10. STANDARD RECEIVING PRACTICE

 

A set of standard receiving practices should include the following:

  •  Plan for delivery and have tools for receiving ready.
  • Visually inspect all items and look for signs of container damage
  • Check and record temperatures of frozen and refrigerated items
  •  Count each item that can be counted (number of cases or number of individual items).
  • Weigh each item that is delivered by weight (such as meat). Approved weighing scales must be provided for this purpose.
  • Check the count or weight figure against the count or weight figure on the invoice accompanying the delivery. If purchase orders are used, the invoice information should also be verified against that.
  • Confirm that the items are of the quality desired.
  • Reject unacceptable goods and note the rejection on the invoice.
  • Any item which does not conform to the standards according to specifications are returned with the person delivering the food along with a note on the delivery chalan stating the items returned.
  • In case any unacceptable food items are noticed after the delivery person leaves, the supplier is informed over the telephone. This is followed by a request in writing to replace the same amount with specified quality, in exchange for the returned item.
  • The request is made for replacement of the returned goods according to specifications immediately. The items if not replaced within the specified period are then bought or substituted and the supplier is warned against any such occurrence again. If such behavior is again repeated, then the supplier is usually changed.
  • Spot check case goods to ensure that they are full and all items in the case are of the same quality.
  • Check off items on the invoice
  • Check prices on invoices against prices quoted on the market quotation sheet or against the purchase order if purchase order is used.
  • If goods are delivered without an invoice, prepare a memorandum invoice listing name of supplier, date of delivery, count or weight of items and from the market quotation sheet, the price of the items.
  • Sign the invoice.
  • Date the food packages
  • Store all items in proper storage locations as soon after delivery as possible.
  • Send all invoices and credit memoranda to the accounting office.

3.11. CRITERIA FOR ACCEPTING OR REJECTING FOOD DELIVERED

 

The buyer should be familiar with the product of specification of each food item purchased by the institution, market forms of the food available and the corresponding units of purchase in size, count and weight. The criteria for accepting or rejecting different food items are:

 

3.11.1. Meat, Lamb and Mutton: In food service institutions, meat may be purchased in one of the following forms-in the carcass, by the quarter, wholesale cut or in ready-to-serve portions. It should be delivered at a temperature of 41°F (5°C) or colder. Meat should be obtained from an

 

approved source. The flesh should be bright pink in colour and should not have any bad odour.

 

The packaging should be clean and in good condition.

 

3.11.2. Veal: Veal is defined as the flesh of bovine animals usually not over twelve weeks of age at the time of slaughtering. The flesh should be light, pinkish gray in colour, fine grained, soft in texture and contain little intramuscular fat. The coat of exterior fat is thin and pinkish white.

 

3.11.3. Pork: The best quality pork has muscle that is grayish white to pink in young and deep rose in older animals. The flesh is firm and fine grained and the bones are soft and red. It should be delivered at a temperature of 41°F (5°C) or colder. Poultry should be obtained from an approved source. The packaging should be clean and in good condition.

 

3.11.4. Fish: Fish should be delivered at 41°F (5°C) or colder. The eyes should be bright, clear and full. The flesh should be firm and not separating from the bones. The gills should be reddish pink with no slime. The scales should be bright colored, glossy and adhering to the skin. It should not have any off odor.

 

3.11.5. Shellfish: They should be delivered at 45°F (7°C) or colder. They should be delivered with their shells intact and clean.

 

3.11.6. Poultry: They should have tender meat with soft pliable, smooth textured skin and flexible breast bone cartilage. They should be obtained from an approved source. They should be delivered at 41°F (5°C) or colder.

 

3.11.7. Eggs: They should be delivered at 45°F (7°C) or colder. They should be obtained from an approved source. The exterior should be clean.

 

3.11.8. Milk and milk products: All the milk and milk products should be pasteurized. They should be delivered in proper cartons or containers at 41°F (5°C) or colder. They should be purchased from an approved source. They should not have any off odor. All milk and milk products should have been produced and handled in accordance with the best sanitary practices.

 

3.11.9. Vegetables and fruits: Uniformity in variety, degree of maturity and freedom from defects are the selection criteria for vegetables and fruits. The criteria for accepting some of the common vegetables and fruits are given below:

  • Vegetables-Beans should be firm, crisp, snap readily when broken, stringless and spot free
  • Brinjal uniform dark colour, smooth, heavy for size
  • Cabbage bright, fresh, firm and free from yellowing or cracks
  • Carrots firm, fresh, crisp, well shaped and good colour
  • Cauliflower compact, heavy, firm, curd like heads and no black spots
  • Green leafy vegetables fresh, clean tender leaves. The leaves should not be wilted.
  • Onions bright, hard, well shaped
  • Potatoes sound, firm, fairly smooth skin, no green discoloration or black spots, heavy for size
  • Tomatoes mature, firm, but not overripe, smooth skin, good colour, heavy for size
  • Fruits-Banana plump and free from bruises
  • Citrus fruits firm, well shaped, heavy for size, thin skinned and juicy and should have few seeds
  • Grapes plump, fresh, highly colored
  • Pears fairly firm and free from blemishes
  • Pine apple fresh, clean appearance and hollow eyes

 

3.11.10. Cereal, cereal products, pulses and legumes: Examine for presence of insects, foreign materials like stones, hair, etc. reject if lumpy, discolored or with odors characteristic of infestation. The packaging should be clean and in good condition.

 

3.11.11. Nuts: Reject of there is presence of insect or their residues, off flavor and colour change.

 

3.11.12. Fats and oils: Any signs of leakage or any unusual seal may indicate spoilage, rancidity or willful contamination. Reject if colour is not as expected or the product has any off flavor.

 

3.11.13. Canned foods: It should be obtained from an approved source. The cans should not have swollen ends, leaks, rust or dents. The label should be readable and attached to the product.

 

3.12. DAILY FOOD RECEIVING REPORT

 

A daily food receiving report summarizes each day’s invoices. It is not necessary to list on the receiving report each individual item on each invoice, since this detail can always be obtained if it is needed later by referring to that particular invoice. One line on the receiving report should suffice for each invoice.

 

At the end of the each day, the person completing the receiving report should forward it to the accounting office together with the related invoices and purchase orders. The accounting office should then verify that:

 

All invoices have been extended and totaled properly by the supplier. If any errors are discovered, the receiving report figure should be corrected and the supplier notified.

  • Invoice amounts have been properly entered on the daily food receiving report.
  • Invoices have been matched with purchase orders and prices on invoices have been checked against purchase order prices.

 

3.13. CONSEQUENCES OF IMPROPER RECEIVING PRACTICES

 

There are various methods suppliers or delivery drivers can use to defraud a food service institution when they observe that that control procedures for receiving are not being used. These methods include the following:

 

  • Failing to meet specifications
  • Watering or icing products shipped by weight
  • Invoicing high-quality items for low-quality items delivered
  • Shipping overweight or over count
  • Invoice overcharging
  • Bulk weighing
  • Putting goods directly into the storage areas and fail to deliver proper quantity or quality
  • Delivering goods outside normal receiving hours

 

3.14. MAINTAINING SECURITY IN RECEIVING AREA

 

The following methods can be followed to prevent pilferage and food losses in the receiving area:

 

  • The person responsible for receiving should not be responsible for purchasing.
  • There should be scheduled hours for receiving foods.
  • Adequate equipments and facilities should be provided in the receiving area for the receiving personnel to check the quantity and quality of foods received.
  • The products should be removed immediately from receiving to storage.
  • Delivery persons should not be permitted in the storage area.
  • Sales people should also be excluded in the receiving area.
  1. SUMMARY

 

In food service institutions, more than fifty percent is spent on food materials. If there are no proper receiving practices, a number of problems may arise such as careless losses, failure to assure quality and quantity of goods delivered and pilferage. These potential losses can cut into the profits of the organization. Proper control in the receiving area will ensure lesser food losses and increase in the profits of the organization.

you can view video on Methods of Receiving Food Commodities

 

Bibliography

 

  1. Gregorie & Spears. Food Service Organisation-A managerial and Systems approach: Pearson Education Inc, 2007.
  2. Arora, Food service and Catering Management: A.P.H. Publishing Corporation, 2007
  3. Foskett & Paskins: The Theory of hospitality and Catering-12th edition: Book Poiner, 2011
  4. Sethi, Institutional Management: New Age International publishers, 2004
  5. West & Wood, Food Service in Institutions, Wiley Eastern Limited, 2000

Web links

 

  • http://www.gov.mb.ca/agriculture/foodsafety/processor/pdf/cfs02s67.pdf
  • http://www.nfsmi.org/documentlibraryfiles/PDF/20071128011115.pdf
  • http://nou.edu.ng/NOUN_OCL/pdf/pdf2/HCM%20236%20%20%20BEVERAGE%20MANA GEMENT.pdf
  • Wiley%20&%20Sons%20-%20Hospitality%20Management%20Accounting.pdf