Food Service: Lecture 9 (Receiving, Storage & Inventory)

Receiving is an Interdepartmental Activity:

# Purchasing, Production, Accounting • The Purchasing department, in coordination with Food Service defines standards of quality that receiving personnel use to analyze a product at the point of receiving. Purchasing generally schedules the deliveries • Production reviews what has been delivered for preparation for quality and quantity • Accounting is responsible for processing the billing of food and food supply purchases

FACILITIES, EQUIPMENT & SANITATION:

A well designed receiving area should be as close to the delivery dock as possible, with easy access to the storage facilities. This minimizes cross traffic through production areas and reinforces good security measures. • The area should be large enough to accommodate an entire delivery • Scales are necessary to weigh goods as they arrive. Scales should be calibrated frequently (PM program) • Thermometers, short blade knives, crate hammers should be available • Specifications purchase orders, documentation records need to be readily available. • Cleanup and sanitation procedures should be defined • Pest control plans need to be determined • Cleaning supplies should be readily available

SECURITY

Clearly defined and consistently enforced Security measures prevent theft and deliberate contamination of food and supplies.

SCHEDULED HOURS OF RECEIVING:

Hours should be defined by policy or contract. Vendors should be instructed to deliver within a specific time range. • This avoids too many deliveries at one time. • Ensures the receiving areas are accessible and personnel are on hand

THE RECEIVING PROCESS:

Is a process of consecutive steps from receipt of product to proper storage. • Physically inspect the delivery and check it against the purchase order • Anticipate arrival and be prepared • Have purchase orders and specifications ready • Inspect food immediately upon arrival • Check frozen items for evidence of thawing or burn • Randomly open cases or crates for large deliveries to determine quality and quantity • Inspect the delivery against the invoice (different than the purchase order) • Accept an order only if all quantities and quality specs are met. • Complete receiving records • Transfer goods to appropriate storage

The consequences of a poorly planned receiving program:

Short weights • Substandard quality • Double billing • Inflated prices • Mislabeled merchandise • Inappropriate substitutions • Spoiled or damaged merchandise • Pilferage or theft

STORAGE:

There are three basic types of storage that must be maintained and managed for maximum shelf life of products. • In planning, there should be a straight line from the receiving dock to the storeroom and refrigerators and preferably the dock should be on the same level as the kitchen. (Is this always possible?) • When food is left unguarded in the receiving area or exposed to the elements or extremes of temperature for even a short time, its safe keeping and quality are jeopardized. • There should be adequate space for dry, refrigerator and freezer storage. They should be in locations that are convenient to receiving and preparation areas.

A well designed receiving process is important to cost and quality control - it warrants careful planning and monitoring. Minimally it should include clearly written policies and procedures on each of the following:

• Coordination with other departments • Training for receiving personnel • Parameters of authority and supervision • Scheduled receiving hours • Security measures • Documentation procedures

Receiving is the point at which an organization takes legal ownership and physical possession of items ordered.

• Ensures food and supplies delivered match pre-established specifications for quality and quantity • Prevents product loss by mishandling and theft

PERSONNEL:

• In many places, this is assigned to one person which is the ideal • It is, however, often assigned to all staff, handled by any scheduled employee when the delivery arrives • Consistent and routine supervision of the receiving area is recommended to ensure procedures are followed and areas are kept secure

REFRIGERATOR / FREEZER STORAGE:

• Recommended holding temperatures for fresh fruits and vegetables are 40-45 degrees F. • Recommended holding temperatures for meat, poultry, dairy products and eggs are 32-40 degrees F • Recommended holding temperatures for frozen products is 0- -10 degrees F • Fruits and vegetables, because of their high moisture content are susceptible to freezing and should be kept at a slightly higher temperature • Temperatures should be checked twice daily and logged • Cleanliness is vital. All units should be on a regular cleaning schedule

INVENTORY RECORDS AND CONTROL

• Regular inventory contributes to product protection and cost containment. • Control of goods received cannot be effective unless storerooms are kept locked and authority and control are delegated to one person. • Food supplies should not be removed without authorization, usually in the form of a requisition.

DRY STORAGE

• Should be dry, cool and properly ventilated • Is intended for non perishable foods that do not require refrigeration • Paper supplies can be stored with foods, but a separate room must be provided for cleaning supplies • Temperatures should not be over 70 degrees F. • Ventilation allows for efficient method of obtaining circulation of air • FIFO - First In, First Out • Sanitation is important. Areas must be protected from insects and rodents by preventative measures. Should be on a regular cleaning schedule.