RECEIVING CONTROL

All the merchandise, without exception, must be received at designated hours only. All deliveries must be accompanied by the invoice in duplicate. The original of the invoice is attached to the receiving sheet, one copy is given to the delivery man, all other copies, if there are such, must be destroyed to eliminate double payment of the same bill.

Food, beverage and general goods should only be accepted on separate invoices, as separate receiving sheets are prepared each day by the receiving clerk.

RECEIVING PROCEDURE

  1. Scale being properly adjusted.
  2. Each item weighed net without wrapping, ice container or packing material. Special items like fresh fruit that bruise easily are handled with care so as not to damage the food. A record of the weight of various empty containers is kept for easier checking or net weight of the fruit in the container. This will avoid employing the containers which might spoil the food.
  3. Items are counted individually when received.
  4. Goods purchased in cases are tested to ascertain that the entire contents are of the specified quality.
  5. Items checked against standard purchase specifications.
  6. Items checked for quality and uniformity – if necessary by consulting the chef or purchasing agent.
  7. Perishables must be dated and priced on the container with wax crayon or tagged if they lack suitable surfaces for direct marking.
  8. Amount of merchandise delivered compared to the amount ordered.
  9. Request for credit immediately issued where the weight or count is less than invoiced or where inferior quality necessitates a return of merchandise.
  10. Insistence that any changes on invoices or receiving slips are initialed by the delivery man.
  11. Memo invoice made out when no bill or delivery slip accompanies the merchandise.
  12. Consistently late shipments brought to the attention of the purchasing department.
  13. The purchasing department appraised of any dealer whose merchandise is repeatedly substandard in quality or short in quantity.

Points to be kept in mind while receiving:

  • Goods in damaged packaging or containers, themselves can be checked for damage.
  • Cans badly dent or damaged, should be rejected.
  • Check and inspect the interior of food delivery vehicles for cleanliness and any dubious circumstances reported.
  • Reject all uncovered or open perishable food except fruits and vegetables.
  • Reject all open food which comes into contact with the flour or ground while being delivered.
  • All the good delivered in refrigerated Lorries should be sampled and checked for correct temperature.

TO CHECK DELIVERIES THOROUGHLY, FOLLOWING SUPPLIES AND EQUIPMENT MUST BE MADE AVAILABLE TO THE RECEIVING PERSONNEL:-

  1. Copies of all standard purchase specifications
  2. Equipment such as
  • Platform scale
  • Hanging scale
  • Hanging racks
  1. Stationery items such as
  • Forms
  • Tags
  • Rubber stamps
  • Office supplies