Chapter 7 - Receiving, Storage, and Inventory

What temperature should all food frozen products be stored at?

0 to -10 degrees F

What temperature should meat, poultry, dairy products and eggs be stored at?

32-40 degrees F

What temperature should fresh fruits and veg be stored at?

40-45 degrees F

What are the 4 basic functions of inventory records?

Accurate information of food and supplies in stock; determination of purchasing needs; data for food cost control; prevention of theft and pilferage

How do storage areas apply to receiving?

Amount required depends on frequency of deliveries and market form (frozen vs. canned) purchased; straight line from dock to storeroom - reduces labor and pilferage/theft; quality is jeopardized when exposed to elements and extreme temperatures; length of time a food can be held unsatisfactorily without deterioration depends on the product

What is physical inventory?

An actual count of items in all storage areas; can be done daily, weekly, monthly - depends on organization; conducted by 2 people, one counts , one records - consider "disinterested party"

Why schedule hours for receiving?

Avoid busiest production times; midmorning or midafternoon

How do you calculate cost of food sold?

Beginning inventory + total food purchases - ending inventory

What are the two methods of receiving?

Blind method and invoice receiving

What should a responsible person do during receiving?

Check perishable items first; randomly open cases; check for quality and safety; visually check food items and take temperatures; check package for intact and clean packaging, no signs of pests or dampness, labeled correctly; correct color, texture, and odor

What is invoice receiving?

Check the delivered items against the original purchase order

What are the specifications for facilities and equipment for receiving?

Close to the delivery docks or back door and easy access to storage; large enough to accommodate entire delivery; scales - platform and counter top; thermometers; hand trucks; dollies; carts; opening devices; thermometers

What is an invoice?

Comes from truck delivery person; what their inventory is and what they are delivering to you

What should a well-designed receiving program include?

Coordination with other departments; training for receiving personnel; parameters of authority and supervision; scheduled receiving hours; security measures; documentation

What are the requirements for dry storage areas?

Dry, cool, and properly ventilated; separate room for cleaning supplies; temperature should not be above 50-70 degrees F, humidity 50-70%; pipes should be well insulated; windows should have curtains or be painted opaque - sunlight damage; good ventilation; can cross stack foods

How should a storeroom be arranged?

First in, first out (FIFO); defined place should be assigned to each food item - similar product or alphabetical; fast moving products closest to the door; stored on racks or shelves - not on the floor or against the walls - 6" above floor, 12" from ceiling

What is pilferage?

Focus is on the employee who steals a few items to take home, or eats the food items

What are some tips for inspecting deliveries?

Have purchase order and specs ready; check temps of refrigerated items upon arrival; check frozen items for evidence of thawing

What qualifications should a receiving clerk have?

Knowledge of food quality standards; ability to evaluate product quality; understand written food specifications; documentation procedures

What is perpetual inventory not for?

Milk, bread, fruits, and veg

Why is carrying an inventory costly?

Money invested in this cannot be invested elsewhere; normally carry 15-35%; 2-4 of this turn over rate/month

What are some storeroom issues?

One employee should be designated responsible for receiving, putting away, and issuing goods from the storeroom - important factor in controlling foods; no food or supplies should be removed from the storeroom without authorization - requisition list

What is theft?

Premeditated burglary of expensive food products and equipment

What is the blind method?

Provide a purchase order with quantities blank, clerk quantifies what was delivered and writes it down, blind document compared to the original purchase order with quantities

What do inventory records do?

Provide up-to-date and reliable data on cost of the operation

What other departments are involved in receiving?

Purchasing - department or person; production staff; accounting personnel

How should storage sanitation be completed?

Regular cleaning schedule designed according to the volume of traffic is vital; floors swept under shelves; refrigerators mopped daily; insecticides and rodenticides contract plan; no trash on shelves/floors; spills cleaned immediately

What is a perpetual inventory?

Running record of the balance on hand for each item of goods in a storeroom - updated in real time; issues are recorded and subtracted from the balance; provides stock balance and cost at any point in time; generally restricted to dry, refrigerated protein foods, frozen storage

What are the potential consequences of a *poorly planned* receiving program?

Short weights; failure to assure quality and quantity; double billing, inflated prices; mislabeled merchandise; inappropriate substitutions; spoiled or damaged merchandise; use by or expiration dates; pilferage or theft

What does the receiving process involve?

Signing for delivery - accepting the delivery; verifying that quality, size, and quantity meets specifications, price on the invoice agrees with purchase order, and perishable goods are tagged or marked with the date received

How does security fit into receiving?

Unauthorized personnel should not have access to receiving or storage areas; should not have the same person responsible for purchasing as person receiving goods; move products immediately from receiving into secured storage areas; prevent theft and pilferage

What are the recommendations for cold storage areas?

Walk-ins for general use; reach-ins for preparation near workstations; should have thermometers - temp should be checked at least twice daily, remote alert links; store cooked foods above raw ones; freezer is usually walk-in, available through the refrigerator

What is a purchase order?

What you have ordered for the food service facility; "grocery list"

What is receiving?

activity to ensure products delivered by suppliers/vendors are those that were ordered in the purchasing activity (buyer)

What are the steps in the receiving process?

inspection against the purchase order; inspection against the invoice; acceptance or rejection of orders or items; completion of receiving records; removal to storage

How is receiving documented?

receiving record form on in the computer