Food receiving control

Food Receiving Control

Wednesday, April 12, 2023 BAC-4131 Food and Beverage Management Cost Control :Food Receiving Control Slide 1 / 24

Recap of the Previous session

1. Determine order quantities using the periodic and perpetual order methods.

2. Discuss the use and benefits of purchase orders.

3. Describe the procedures for purchasing perishable and nonperishable foods at the most favorable prices.

4. List and explain the advantages and disadvantages of centralized purchasing and standing orders.


KCM of Receiving Control

• Identify and assess the primary purpose of receiving control.

• List and explain three standards established to govern the receiving process.

• Discuss the importance of training of receiving personnel.

• Distinguish between directs and stores.• Identify the receiving clerks daily report.


Scope

• The process of receiving.• Contents of an invoice and management.• Establishing standards and procedures in

receiving.• Features of Receiving clerks daily report.• Goods received note.• Common oversights in receiving


Establishing standards for Receiving

• The primary purpose of receiving control is to verify, Quantity, Quality and the price of each item delivered conforms to the orders placed.

• Quantity wise as mentioned in the stewards market quotation(Purchase order)

• Quality should match the specification.• Prices should match the Stewards market

quote.


The Food Cycle


The Process of ReceivingOff load goods on loading

bay/ check against Purchase requisition

Enter into daily report

Transfer into Journal

Check against Invoice

Check & mark after assessing quality parameters

Compare Quantities weights and Prices against

Specifications stamp Invoice

Assign Directs and Stores to the

material

Date mark and attach Tags

Prepare GRN

Prepare FIFO for stores operation


The Invoice

• The delivery note.

• The Invoice and Bill.

• An invoice is usually presented to the receiving clerk in duplicate by the person making the delivery, who will expect the receiving clerk to sign and return the second copy.



ESTABLISHING STANDARD PROCEDURES

1. Verify that the quantity, quality, and price for each item delivered conform exactly to the order placed.

2. Acknowledge that quantity, quality, and price have been verified by stamping the invoice with the rubber invoice stamp provided for that purpose.


ESTABLISHING STANDARD PROCEDURES

3. List all invoices for foods delivered on a given day on the Receiving Clerk ’ s Daily Report for that day and complete the report as required, or enter appropriate information directly into a computer terminal.

4. Forward completed paperwork to proper personnel.

5. Move food to appropriate storage areasWednesday, April 12, 2023 BAC-4131 Food and Beverage Management Cost Control :Food Receiving Control Slide 11 / 24

Stamping the Invoice


Listing Invoices on Receiving Clerk ’ s Daily Report

• For establishments that do not use a computer for keeping track of inventories,the Receiving Clerk ’ s Daily Report is an important accounting document.

• Directs are those foods that, because of their extremely perishable nature, are purchased on a more or less daily basis for immediate use


Segregating Directs and Stores


Listing Invoices on Receiving Clerk ’ s Daily Report

• The working definition is that directs arethose items that will be issued and charged to food cost as received.

• Stores , by contrast, are those foods that, although ultimately perishable, will not diminish significantly in quality if they are not used immediately.


Food is Directs and Stores

• Directs: Fresh fruits, Vegetables, Freshly baked goods.

• Stores: Meats, Groceries, Canned items in Tins, Boxes.

• Fish is optional and depends entirely on the decision of the establishment.


Receiving clerk daily report

• Is a journal segregated record of items received from suppliers further separated into Directs and stores for later posting in the Purchase Journal

• Food Direct• Food Stores.• Sundries

• Quantity.• Unit.• Description.• Unit price• Amount.



Meat Tags and Filling them out


Meat Tags

• Tags as a matter of fact are applied to all foods especially all meats information revealed on the tags is as follows:

1. Item Name: Grade:

2. Weight: Size:

3. Dealer name: Date Issued:

4. Date Received: Price:


Goods received note

• GOODS RECEIVED NOTE: (GRN)• Is a document produced when goods are

received into the company/factory. • It will usually accompany goods to any

inspection and is used to check against invoices before payment.


Moving delivered food

1. Moving all items received to their respective storage areas.

2. Make sure that the FIFO procedure is followed.

3. Items like vegetables that require washing with sanitizer have to be done with first.


Common oversights in receiving

1. Accepting inappropriate quantities.

2. Non detailed inspection.

3. Faulty check for expiry.

4. Not referring to specification provided.

5. Inviting many suppliers at the same time.

6. Multi tasking while receiving.

7. Shortage of helping staff.

8. Delay in ordering


Questions

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Food receiving control