RECEIVING in Food Service

System Operation

Presented by:
CHARLES TAN, RND
CIT-UDM
 Receiving
• All establishments must have set
down procedures for receiving,
checking accepting goods
• These goods must be checked
against the purchase
specification.
• The procedures involved in
checking goods delivered will
vary in different establishments
• The receiver of the goods needs
to be competent and have a
knowledge of purchase
specifications.
 What to Check?
SPS = standard purchase specifications
- are concise description of quality, size, weight , or count factor desired
for a particular item, Specification buying will give uniformity and
consistency to purchasing and receiving, that will aid to maintain a desire
food cost and create a standard product.
 What to Check?
Quantity - the amount or number of a material or immaterial thing not
usually estimated by spatial measurement.
 What to Check?
Quality - the standard of goods as measured against other goods of a similar
kind; the degree of excellence of ingredients
 What to Check?
Freshness - the state of being recently made or obtained or not having
decayed.
 What to Check?
• Price - the amount of money expected, required,
or given in payment for the good.
• Date of Expiry - a previously
determined date after which something should no
longer be used, either by operation of law or by
exceeding the anticipated shelf life for perishable
goods.
 Cont..
• Goods received should stored as soon as
possible.

• The goods received area should have an

adequate space and be adequately lit.

• The goods receiver should have a copy of

order sent to the supplier.

• The necessary documentation.

 RECEIVING AREA

COLD STORAGE
 Requirement
• Trolleys
• Weighing Scales
• Containers
• Elevated Platform
• Computers
• Desks
 Requirement
• Trolleys

HAND TROLLEY
FLATBED TROLLEY

PLATFORM TROLLEY

DOLLY PUSH CART

 Requirement
• Weighing Scales

ANALOG HANGING

ANALOG BENCH

DIGITAL PLATFORM
ANALOG PLATFORM

ANALOG DIETETIC
 Requirement
• Containers

BASKETS COOLERS

CRATES

BASINS
 Requirement
• Elevated Platform

PALLET RACKS

PREP TABLE
Air curtain at the entrance
 Function of Receiving Deptt.
• Aware of the commodities ordered .

• Inspection and receiving procedures should be completed in a

reasonable amount of time.

• Experience receiving personals

• Receiving personnel should know the time and temperature at which

different products may be stored.

• They should also know the shelf life of various commodities.

• It is advisable to have this information as wall charts and on the other

easily understood illustrations.
 Cont..
• Receivers should also be aware of specifications, description
of terms, weights and measures

• Receiver should have a copy of invoice or the delivery ticket

• The purchasing department should be promptly informed of

any items that were not delivered

• If possible, the deliveries should be scheduled in such a way

that there is even and smooth transfer of goods.

• Too many shipments at one time will interfere with adequate

receiving and may result in food spoilage and other losses.
 Receiving of Food Items
• Quantity
• Quality
• Price
• Expiry Date
• As per SPS
 Receiving Flow Chart
– Be ready for the delivery.
– Check the merchandise.
– Weigh each item separately. (Ice & Water
consideration)
– Weigh meat orders separately.
– Tag meat on delivery.
– Check for quality.
– Check for price.
– Check for expiry date & manufacturing date.
– Check for leakage & damage.
– Store items properly.
 Document by Supplier
• Advice Note-Advice notes are sent to the
purchaser, informing him that goods ordered
have been dispatched, giving the date of
dispatch and method of carriage used. eg.
Post, rail etc. Most suppliers on a regular basis
do not use these procedures; the most common
would be for equipment or deliveries of high
value.
 Delivery Note
• Sent by the supplier to the purchaser
accompanying the goods ordered.

• The goods must be checked against delivery

notes and then signed for.

• The delivery note should be in duplicate one

copy for the purchaser and another for the
supplier.
 Format- Delivery Note
XYZ Whole Sale Supplier
Date
To Purchaser order No.
Hotel ABC Delivery Note No.

S. No. Items SPS Qty Unit Price Checked

Goods Received By
 INVOICE
 The supplier sends an invoice to the purchaser usually
a few days after delivery has been made and
accepted, giving financial details of the transaction
(bill). Some suppliers will incorporate the invoice
with the delivery note to minimize their paper work.
A disadvantage of this system is complications that
may be created when goods are returned involving
the issue of credit notes. The layout of invoice will
vary according to the supplier and their particular
system; the supplier retains a copy for accounting
purpose.
 Format- Invoice
XYZ Whole Sale Supplier
Date
To Purchaser order No.
Hotel ABC Invoice No.

S. No. Items SPS Qty Unit Price Total Cost

Total
Less Discount
Sales Tax
Signature of Supplier Grand Total
REQUEST FOR CREDIT MEMORANDUM

 REQUEST FOR CREDIT MEMORANDUM

is made up by the receiver when the
goods have to be returned. It is signed by the
delivery driver, who takes the duplicate
copy back to the supplier as proof that the
goods were sent back. The supplier will
subsequently issue a credit invoice.
•
 Format- Request for Credit
Memorandum
Hotel ABC
Date
To S No.
XYZ Supplier
Please issue credit memo for items listed below

S. No. Items SPS Qty Unit Price Total

Reason- Liver not found Satisfactory

Fish is Smelling
Beef not delivered but invoiced

F&B Controller Accounting Department Van Driver Requested by

 Credit Note
 Are advices to clients, setting out allowances made
for goods returned or adjustments. They should also
be issued when crates, boxes or containers are
returned. Credit note is exactly the same form as
invoices except the word “credit note” appears in
place of the word invoice.

 To make them more easily distinguishable they are

usually printed in red, whereas invoices are always
printed in black.

 A credit note should be sent as soo n as it is known

that a client is entitled to the credit of the sum with
which he has been previously charged by invoice.
 Statement
Are summaries of all invoices and credit notes
sent to the purchaser during the previous
accounting period usually one month.

They also show any sums owing or paid from

previous accounting period and the total
amount due.
RECORDS MAINTAINED IN RECEIVING
DEPARTMENT

• Goods Received Book

• Daily Food Receiving Report.

 Goods Received Book
• Large establishments will have their own goods received
documentation, either in the form of notes or books
specifically designated to meet their own needs. The
information contained on such documents needs to include the
following
• Date of delivery
• Name of supplier
• Order No.
• Delivery note no.
• Space for comments as to any variances in quantity and
quality.
• Signature of the receiver
 Format- Goods Received
Book
Goods Received Book
ABC Hotel Date

Delivery Supplier Dry Meat Poultry Fish Main Staff

note no. Store Kitchen Kitchen

Signature of Receiving Clerk

 RECEIVING CLERK’S DAILY REPORT

• It is prepared in duplicate for F & B Control

verification.

• The receiving clerk from invoices received with

goods purchased and delivered that day completes
daily food receiving report at the end of each day.

• This report summarizes all daily food deliveries to the

establishment. The main purpose of daily report of
food received is to summarize purchase for that day.

• However, this daily report can themselves be

summarized each day by transfixing the column totals
 Format- Receiving Clerk’s Daily Report

Receiving Clerk’s Daily Report

No.
Date

Items SPS Quantity Unit price Total Distribution

Main Store Sundries

Kitchen

Total
Signature of Receiving Clerk
 Beverage Receiving Report
HOTELS ABC
BEVERAGE RECEIVING REPORT(WEEKLY)
Week ending March 9 Date
Supplier Wine Whisky Brandy Beer Invoice Total

Atlantis 215 230 230

Haig 400 400

Shaw Wallace 500 250 750

Total 215 400 500 480 1380

 Meat Tag
Hotel ABC
Food Copy

Item Name- Beef No. 2215

Cut Rib
Total Cut 22Kg
Cost/ Unit 200/-
Total Cost 4400/-
Supplier XYZ
Date Received 10/02/10
Date Issued 25/02/10
 Meat Tag
Hotel ABC
Food & Beverage Control Copy

Item Name- Beef No. 2215

Cut Rib
Total Cut 22Kg
Cost/ Unit 200/-
Total Cost 4400/-
Supplier XYZ
Date Received 10/02/10
Date Issued 25/02/10
 ADVANTAGES OF MEAT TAG
• Facilitation and supplementation of inventory records and the
checking process.
• Shortage and discrepancies- Check
• Assurance of checking procedures.
• Assists the FIFO procedures.
• Reweighing is eliminated.
• It helps in the calculation of meat costs per day.
• It helps in comparative evaluation of meat.
• It helps for reordering of stock.
• It aids in tracing the origin of meat in case of problem.
• It helps to keep a strict control in general.
• Receiving stamp to be affixed on invoice.
• Items are send to respective storage areas.
 Methods of Receiving
• Invoice Receiving
• Blind Receiving
• Partial Blind Receiving
 FRAUDS- By Supplier
• Excessive Packaging Material to Increase Weight.
• Excessive iced Fish.
• Placing Satisfactory Goods on Top.
• Excessive Billing.
• Deliberately not supplying the item but invoicing
them.
• Supplying of Expired Goods.
• Meat Full of Bones
• Incomplete Shipment
 Frauds- By Staff
• Over charging or under charging for items.
• Stealing of food, drink or cash.
• Billing with used cheques.
• Bringing own liquor in and selling it
• Under pouring of peg
• Adulteration of Drinks
 Fraud- By Customer
• Deliberately walking out without paying.
• Unjustifiably claiming that the food or drink
that they had partly or totally consumed was
unpalatable and indicating that they will not
pay for it.
• Disputing the number of drinks served.
• Making payments by stolen cheques or credit
cards.