In many establishments, the receiving department is often not considered a critical section. It is typically staffed with individuals who have little or no specialized knowledge.
However, this section should operate with efficiency to complement the significant efforts put into purchasing goods.
Receiving goods should not be allowed to become a weak link in the beverage control cycle, as it will nullify all efforts toward effective beverage control.
Standard Procedure for Beverage Receiving
The quantity of an item delivered must equal the quantity ordered. The quality of an item delivered must be the same as the quality ordered. The price on the invoice for each item delivered should be the same as the price quoted or listed when the order was placed.
The receiving staff will ensure to:
- Maintain an up-to-date file of all beverage orders placed.
- Remove the record of an order from the file when a delivery arrives and compare it to the invoice presented by the delivery driver.
- Check brands, dates, or both, and count or weigh delivered goods before the driver leaves.
- Compare the invoice to the order.
- Call to the attention of management and the delivery driver any broken or leaking containers and any bottles with broken seals or missing labels.
- Note all discrepancies between delivered goods and the invoice on the invoice itself.
- Sign the original invoice and return it to the driver.
- Record the invoice on the beverage receiving report.
- Notify the person responsible for storing beverages that a delivery has been received.
Read Also: Understanding Milk Quality and Quality Characteristics of Milk
Importance of Proper Receiving
The entire purchasing system can fall apart if a receiver is not careful to check items properly when they arrive from the supplier. The receiver must check three key factors for each item that arrives:
- Quantity
- Quality
- Adherence to company specification
It is critical in the receiving function to ensure that all that was ordered is received. A distributor charges the foodservice operation for all items on the invoice.
Non-receipt of ordered items or receipt of a quantity less than what is ordered can cause a significant problem if the discrepancy is not spotted at the time of delivery so that it can be rectified.
Objectives of Beverage Receiving
The objectives of receiving are to ensure that:
- The quantity of beverages delivered matches that which was ordered. This requires a methodical approach to checking the goods against the purchase order and delivery note. Items will normally be in standard units of crates, cases, etc., with standard contents of a specific size. Crates and cases should be opened to check for such things as empty, missing, or broken bottles.
- There should be a quality inspection that requires a thorough and methodical approach. This will involve checking the brand name and label on each item, the alcohol proof, the vintage, and shipper, against the delivery note and purchase order form.
- The prices stated on the delivery note are in accordance with the negotiated prices shown on the purchase order form.
- When the quality or quantity (or both) of beverages delivered is not in accordance with the purchase order, or an item is omitted from the order, a Request for Credit note is raised by the receiving clerk or cellarman.
- An accurate record is made in the Goods Received Book, recording details of the delivery. An accurate record is kept of all chargeable empties delivered and returned.
- Deliveries of beverages are timetabled with the suppliers to agree with times when the receiving staff are normally not so busy, and the receiving area is free from other deliveries.
Types of Beverage Receiving
There are two types of receiving:
1. Invoice Receiving
A paper that lists shipping information. It has its own number and gives the name of the company, quantity, quality, price, total price per type item shipped, and total for the invoice. Other information may be on the invoice.
The invoice verifies the order. The quantity and quality of the products delivered should be checked against the purchase order or other receiving documents.
2. Blind Check Receiving
The method involves giving the clerk a blank invoice/purchase order listing the incoming merchandise but omitting the quantity, quality, weights, and prices. The receiving clerk must insert these numbers into the order on the basis of a check of the delivery. This invoice is checked against the one from the receiving clerk, and the figures in both are verified.
Essential Tools for the Receiver
The person who does the receiving must be supplied with several tools to perform the job properly:
- The necessary knowledge
- Scales
- Unloading platform
- Table for inspection, and some tools
- An adequate area in which to work
- Specification sheets
- The time
- A list of what was ordered
Beverage Receiving Activities
Ensure that products delivered by suppliers are those that were ordered. Verify that quality, size, and quantity meet the specifications. Ensure the price on the invoice agrees with the purchase order.
Perishable goods are tagged or marked with the date received. Consistent and routine procedures are essential. Adequate controls should be exercised to preserve quality and prevent loss during delivery and receipt.
Key Elements of Receiving Activity
- Competent personnel should handle the receiving activity.
- Separate duties of purchasing and receiving.
- For a basic check-and-balance system, well-trained employees should perform receiving tasks competently.
- Facilities and equipment need enough space to permit all incoming products to be inspected and checked.
- The employee receiving the order must know the standards the supplies must meet.
- Critical controls in receiving procedures with regard to inspection and standards for acceptance are necessary to prevent foodborne illness.
- The receiving area should be designed for easy cleaning.
- Adequate supervision from management ensures receiving procedures are being followed.
- Suppliers should follow scheduled hours and deliver at specified times.
- Move products immediately from receiving to storage.
- Do not allow delivery personnel in the storage area.
Read Also: Guide to Milk Production, Composition, and Nutritional Value of Milk
Inspection Process
Inspection should focus on the following areas:
1. Inspection Against Purchase Order
A purchase order is a written record of all orders. It includes a brief description of the product, quantity, and price. The supplier ensures that products were actually ordered and that correct quantities have been delivered.
2. Inspection Against the Invoice
An invoice is the supplier’s statement of what is being shipped and the expected payment. The invoice checks quantity against the purchase order. Electronic use of tabulator scales, bar-coded cartons and packages, and handheld scanners aid receiving.
3. Acceptance or Rejection of Orders
Delivered products become the property when the purchase order, specifications, and supplier’s invoice are in agreement. Rejection at the time of delivery is easier than returning products.
4. Completion of Received Records
A receiving record provides an accurate list of all deliveries of food and supplies, date of delivery, supplier’s name, quantity, and price data that provides a checkpoint in the control system.
Common Receiving Pitfalls
There are many ways in which an unscrupulous person can successfully defraud an operation. Here are some of the tricks:
- Packing merchandise in excessive moisture or wrapping in ice to make weighing more difficult and add more weight.
- Placing satisfactory merchandise on the top level that is visible, but inserting merchandise of improper quality underneath.
- Repacking produce and putting a lighter crate in the new crate while keeping the price the same as for the heavier original crates (it is wise to spot-check the weight of crates and cartons).
- Sending incomplete shipments with the full bill and neglecting to send the remainder.
- Supplying short weights.
Transfer to Storage
Products should be transferred immediately from receiving to the secure storage area. Marking information about delivery date and price directly on the case, can, or bottle before it is placed into storage.
Tagging information such as date of receipt, name of supplier, brief description of product, weight or count upon receipt, and place of storage are written on a tag.
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